Templates and documents

Below is a list of templates, documents and information relating to; RFQ's, ITT's, evaluation processes, notification letters, our council policies, and additional clauses & special terms and conditions.

Request for Quotation (RFQ)

The main RFQ document contains requirements, specification, pricing schedule, supporting information, payment details, contract conditions acceptance, contact information and general conditions of contract.

• RFQ - Purchases below £5k (Word Document, 0.29 Mb)
• RFQ - Goods (Word Document, 0.19 Mb)
• RFQ - Services (Word Document, 0.19 Mb)
• RFQ - Consultancy (Word Document, 0.17 Mb)
• Quotation Timetable (non-OJUE) (Excel Spreadsheet, 0.27 Mb)
• Quotation Checklist (Excel Spreadsheet, 0.27 Mb)
• Instructions to Quote (Word Document, 0.29 Mb) 
• Quotation Return Label (Word Document, 0.27 Mb)

Invitation to tender (ITT)

The main ITT document contains requirements, specification, pricing schedule, supporting information, payment details, contract conditions acceptance, contact information and general conditions of contract.

• ITT - Goods (Word Document, 0.22 Mb)
• ITT - Services (Word Document, 0.21 Mb))
• ITT - Goods (OJEU Restricted) (Word Document, 0.2 Mb) (for use when carrying out a restricted process)
• ITT - Services (OJEU restricted) (Word Document, 0.17 Mb) (for use when carrying out a restricted process)
• Instruction to Tender (electronic) (Word Document, 0.39 Mb) (To be issued as part of the tender documentation pack when managing the procurement via an electronic portal, the purpose of the document is to provide guidance to suppliers when completing the ITT submission)
• ITT - Services (OJEU open) (Word Document, 0.21 Mb)
• ITT - Goods (OJEU Open) (Word Document, 0.21 Mb)

The following Tender Return Label should be sent out as part of the tender documentation pack, suppliers should use the label to make sure that their submission is in keeping with out contract procedure rules

• Tender Return Label (Word Document, 0.27 Mb)

Instructions to Tender (Word Document, 0.29 Mb): To be sent out as part of the tender documentation pack, the purpose of the document is to provide guidance to suppliers when completing the ITT submission.

Procedure timetable and checklist guidance 

• Tender timetable (Non OJEU) (Excel Spreadsheet, 0.1 Mb)
• OJEU Open Timetable (Excel Spreadsheet, 0.1 Mb)
• OJEU Restricted Timetable (Excel Spreadsheet, 0.1 Mb)
• Tender Checklist (non-OJEU) (Excel Spreadsheet, 0.1 Mb)
• OJEU Open Tender Checklist (Excel Spreadsheet, 0.29 Mb)
• OJEU Restricted Checklist (Excel Spreadsheet, 0.29 Mb)

Standard Selection Questionnaire (SQ)

The purpose of the standard selection questionnaire is to set a minimum criteria relating to technical, economic and financial capabilities that the supplier must satisfy to be shortlisted to tender.

• SQMain Body – Standard Selection Questionnaire (SQ) (Word Document, 0.19 Mb) (Use this document when carrying out a restricted tendering process only)                         

Evaluation process

• Evaluation Guidance notes (Word Document, 0.28 Mb)
• Evaluation Scoring Matrix (Excel Spreadsheet, 0.32 Mb)
• Guidance and Evaluation Procedures for Safeguarding Provisions (Word Document, 0.1 Mb)
• Request for References (Word Document, 0.28 Mb) 
• Safeguarding Policies Standards Checklist (Tier 1) Direct Work (Word Document, 0.1 Mb)
• Safeguarding Practices & Standards Check List (Tier 2) Over Looks (Word Document, 0.1 Mb)
• Safeguarding Policies Standards Checklist (Tier 3) Access to Information (Word Document, 0.1 Mb)

Notification letters

• Simplified award notification letter (unsuccessful) (Word Document, 0.36 Mb) - contracts with a lifetime value of £75K or below.
• Alcatel Notification letter (unsuccessful) (Word Document, 0.28 Mb)
• Alcatel Notification letter - Intention to award (successful) (Word Document, 0.36 Mb)
• Successful Award of Contract (Word Document, 0.36 Mb) - this document should be used once the allocated period has passed to notify the successful supplier that the contract may now be formally awarded.
• Framework - Invitation to Quote/Tender (Word Document, 0.36 Mb)  - this document may be used to invite suppliers to quote/tender for works/services under a specific Framework
• Invitation to Quote/Tender (Word Document, 0.27 Mb) - this document may be used to invite suppliers to quote/tender for works, goods or services.
• Notification letter - option to extend will be exercised (Word Document, 0.34 Mb) - This letter may be used to notify a supplier when you wish to extend a contract past its initial contract term, assuming that the contract allows for further extension periods.
• Notification letter - extension will not be exercised (Word Document, 0.34 Mb) - This letter may be used to notify a supplier when you do not wish to extend a contract past its initial contract term.

Council policies

• Equal Opportunities Statement (Word Document, 0.3 Mb)
• Charnwood Borough Council's Environmental Policy 2012 (Word Document, 0.27 Mb)
• Health and Safety Policy
• Procurement Strategy 2018-19 to 2024-25 (PDF Document, 0.39 Mb)
• Whistle Blowing Policy (Word Document, 0.33 Mb)
• Customer Charter
• Contract Procedure Rules (PDF Document, 0.12 Mb)
• Adult Safeguarding Policy and Procedures 2023-25
• Children and Young People Safeguarding Policy 2023-2025 (PDF Document, 0.77 Mb)

Supplementary documents

• Contract Drafting (Word Document, 0.28 Mb) 
• Informal Meeting Risk (Word Document, 0.1 Mb)
• Formal Contract Meeting Agenda (Word Document, 0.1 Mb)
• Informal Contract Meeting Agenda (Word Document, 0.1 Mb)
• Financial Assessment (Word Document, 0.27 Mb)
• Guidance to accessing a Framework (PDF Document, 0.13 Mb)
• Safeguarding Questions (Word Document, 0.1 Mb) - These standardised questions may be used when using Tender documents that differ from the council’s own RFQ or ITT documentation.
• Modern Slavery Questions (Word Document, 0.1 Mb) - These standardised questions may be used when using Tender documents that differ from the council’s own RFQ or ITT documentation.
• Community Support - Armed Forces Covenant (Word Document, 0.1 Mb) - These document may be used when using Tender documents that differ from the council’s own RFQ or ITT documentation.

Additional clauses and special terms and conditions

• ITT clause - Transfer of of Staff (TUPE) (Word Document, 0.29 Mb) for contracts requiring the TUPE of staff.
• ITT Clause - ICT Hardware and Software (Word Document, 0.31 Mb) used in addition to the standardised contract terms when procuring ICT hardware.
• ITT Clause - Community Benefit (Word Document, 0.36 Mb) may be included within the ITT document when the goods/service being procured have a genuine benefit to the community; creating sustainable communities including wider aspects such as equality and diversity.
• Additional DBS Questions (Word Document, 0.27 Mb)  - This document may be included within RFQ/ITT (if required)
• Appendix A (GDPR) - Data Processing (Word Document, 0.11 Mb)
• Appendix B - Exit Management Plan (Word Document, 0.39 Mb)
• Safeguarding Conditions of Contract (Word Document, 0.1 Mb) - This supplementary Safeguarding Conditions of Contract document may be used when using Tender documents that differ from the council’s own RFQ or ITT documentation.
• Data Processing Conditions of Contract (Word Document, 0.1 Mb) - This supplementary Data processing Conditions of Contract document may be used when using Tender documents that differ from the council’s own RFQ or ITT documentation.
• Modern Slavery Conditions of Contract (Word Document, 0.1 Mb) - This supplementary Modern Slavery Conditions of Contract document may be used when using Tender documents that differ from the council’s own RFQ or ITT documentation.