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Dear
TENDER FOR SUPPLY OF XXXXXXXX FOR IMPERIAL COLLEGE LONDON - XXXX DEPARTMENT/DIVISION
You are hereby invited to tender for the supply of XXXX. Our requirement is for a XXXXXX to meet the technical specification detailed within this Invitation to Tender.
INVITATION TO TENDER FORMAT
This Invitation to Tender will comprise of the following documentation:-
1. Tender Format
2. Technical Specification
3. Terms and Conditions of Contract
TENDER RETURN FORMAT
The tender return format is detailed in Appendix A of this letter. Tenders not complying with this format will not be considered. The tender and all related documents are to be in English.
The Tender must remain valid for acceptance for 90 days from the return date below and must be signed by a person or persons duly authorised to sign on behalf of the Tenderer.
RETURN OF TENDER
Tenders must be completed in accordance with this Invitation to Tender and returned to:
Name: XXXXXX
Room: XXXXXX
Address: XXXXXX
by 12.00 noon on XX XX XX. The envelope must clearly be marked ‘TENDER REFERENCE XXXXXX’ to ensure identification. Failure to mark the envelope accordingly will result in the tender being opened at the College outside of the official tender opening, which will invalidate the tender bids.
BASIS OF TENDERS
Tenders must be submitted for the whole of the Goods. Tenders for part only of the Goods will be rejected.
A contract will be awarded to the most economically advantageous tender, applying criteria of financial standing, technical ability, quality, technical support and cost.
The College is not bound to accept the lowest or any Tender and reserves to itself the right at its absolute discretion to accept or not accept any tender.
GENERAL TERMS AND CONDITIONS
The Imperial College London Terms and Conditions of Contract will apply to this procurement. A copy of the terms and conditions is enclosed within the Invitation to Tender.
Special terms and conditions that (if applicable) apply to this tender will be appended in the Invitation to Tender.
PAYMENT TERMS
This purchase will be zero-rated (if applicable) for value added tax (VAT). Method of payment and any related terms will be negotiated with the successful tenderer.
REJECTION OF TENDER
The College shall reject a Tender, without prejudice to any other civil remedies available to the College or any criminal liability the Tenderer may attract, if the Tenderer:
(a) fixes or adjusts the prices shown in its Tender by or in accordance with any agreement or arrangement with any other person or by reference to any other Tender; or
(b) communicates to any person other than the College the amount or approximate amount of the prices shown in its Tender, except where such communication is made in confidence in order to obtain quotations necessary for the preparation of the Tender or for the purposes of obtaining the necessary insurance, Bond Undertaking or Guarantee Undertaking; or
(c) agrees with any other person than such other person shall refrain from submitting a Tender or shall limit, restrict or reduce the prices to be shown by any other Tenderer in its Tender; or
(d) has directly or indirectly canvassed any employee of the College concerning the acceptance of any Tender or has directly or indirectly obtained or attempted to obtain Confidential Information or any information from any such employee or any supplier engaged in providing goods to the College concerning any other tenderer or Tender submitted by any other tenderer.
If as a result of this correspondence you have any questions or queries, then please do not hesitate to contact me direct.
Yours faithfully,
(Name)
(Title)
D-1
.
APPENDIX A
Tender/XXXXXX
Date:
THE TENDER FORMAT - The tenderer shall submit the tender in the following format:
1. Full specification of (items to be purchased) including diagrams and/or pictures.
2. Specific written confirmation that each of the mandatory features, as detailed in Specification, can be achieved by the proposed equipment. Note: it is not sufficient to merely include a publicity brochure. If the proposed equipment fails to meet any of the mandatory features it will not be considered further.
3. Written details of which, if any, of the desirable features can be achieved.
4. Details of delivery lead time.
5. Warranty period.
6. Details of the scheduled maintenance requirements.
7. Any special installation requirements.
8. A statement accepting the Imperial College London Terms and Conditions of Contract.
9. A statement accepting any special Terms and Conditions.
10. Details of training provided and cost if applicable.
11. Details of Reference sites which could be visited.
12. The price (in pounds sterling excluding Value Added Tax) is to be broken down for each piece of equipment into the following categories:
Basic Price: £
Transportation: £
Installation: £
Import Duty (if applicable) £
Total price: £
Optional extras/accessories £
Listed ......
Training £
Maintenance (annual cost): £
NB. The price is to be valid for a minimum of 90 days from the date of return of the tender.