Lighting Implementation Guide

 
 
 
 

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Procurement: Bid Evaluation

Whichever tendering approach you choose, always ensure that the contractor(s) provide a formal written response to the tender or specification. 

This should include any amendments to which you have agreed, and clearly define the following:
  • System performance targets
  • Key delivery dates and milestones
  • Payment schedules, including contingency and terms for final payment
  • The respective roles and responsibilities of all key parties
  • Terms and conditions of supply.

These will form the basis of the contract between both parties on award of the contract to the preferred supplier.

Selecting the best tender

There are three simple steps to follow:

  • Check the tenders match the specification provided
  • Decide on the best tender based on the key evaluation criteria you have defined in the Specification, e.g. lifetime costs versus capital cost.
 
 

Bid evaluation template

 
Download tool
 
You can use the Bid Evaluation template to help you with this.
 
 
 
 
  • Follow up the references provided. If you have time, visit the sites and talk to the people who are responsible for the new system.

If one contractor has suggested a variation to the specification, you need to decide whether the potential advantage of this revision provides you with additional advantages over and above the baseline specification.

Advice for the public sector

You will need to comply with the appropriate procurement guidelines whereby all tender documentation is required to be non-discriminatory, and you CANNOT prescribe a specific product, brand or make of equipment.

Further advice on public procurement best practice can be found on the Office of Government Commerce website and its sister site operated by OGCBuying.solutions which includes access to a number of pre negotiated framework agreements for energy efficient equipment.

Next: Next Steps
Back to: Tendering

Not sure how to use this guide?

 
 
 
Use the decision tree to help you through the project

 
 

Useful tools

 
 
 
The Lighting Calculator
Use this tool to calculate energy and financial savings from your lighting project.

The Lamp Selection Tool
This tool enables you to find the right type of lamp for your business or application.