Example 1:

Invitation to Tender

date

TENDER FOR : Dear Sirs Invitation to Tender The University of Aberdeen invites offers for the supply of a # Your tender must be submitted in compliance with the following documents which accompany this invitation to tender:! #! (! +! "nstructions to Tenderers $orm of Tender %including &ertificate of Tender' Specification of )e*uirements for a # &ontract Documents

"t is the responsibility of the tenderers to ensure that offers are received %#where,' by -!(-hrs on #! Tenders received after this time shall not be considered. but shall be opened. recorded. mar/ed 01ate Tender2 and returned to sender! 3lease ac/nowledge receipt of this "nvitation to Tender by sending a facsimile mar/ed for the ##4A567T"T16 to - ##+-#89999##. confirming whether you intend to offer! Yours faithfully

4A56 A4D T"T16

Example 2:

Tender Acknowledgement Form

To: %4A56. D63A)T564T A4D ADD)6SS' University of Aberdeen :ing;s &ollege Aberdeen A<#+ ($9

%Y=U) fa> no - ##+ #89999' Date: Dear Sirs. Re: Tender for:

?e ac/nowledge receipt of your "nvitation to Tender pac/age! ?e have received all of the documents listed in the "nvitation to Tender without damage and in usable condition! ?e have read the "nvitation to Tender and will tender in accordance with the re*uirements detailed!

OR

?e do not wish to tender and accordingly return the complete "nvitation to Tender pac/age with this letter!

Yours faithfully.

$or and on behalf of: --------------------------------------------------------------------------

Example :

In!tr"ction! to Tenderer!

University of Aberdeen Tender for: page 7# IN#TR$%TION# TO TENDERER# 1& Form of Tender ! Tenders must be submitted with the enclosed $orm of Tender. and must be supplemented by all other information and authorities re*uested in these Tender Documents! !# Tenderers should note that all attachments and appendices to the $orm of Tender shall upon award of &ontract be deemed part of the &ontract! 2& #"'mi!!ion of Tender! #! The original Tender plus one copy must be submitted in a sealed pac/age or envelope addressed as follows: #SU<ST"TUT6 4A56 A4D ADD)6SS D6TA"1S# University of Aberdeen :ings &ollege Aberdeen A<#+ ($9 #!# Your submission should also prominently display the following message: 0T64D6) $=):### &=556)&"A11Y &=4$"D64T"A1 @ D= 4=T =3642 #!( The name of the tendering firm must not appear on the envelope. nor must it be visible through the envelope! #!+ The Tender m"!t not arrive later t(an ))& The Tender shall be valid for acceptance for a period of A- days from the date fi>ed for receipt of Tenders! & Award and *reparation %o!t! (! The University reserves the right to award the contract for goods and services as detailed in this invitation as it sees fit. and may reBect any or all of the Tenders received with no obligation to disclose its reasons! (!# The cost of Tender preparation shall be borne in full by the Tenderer. who shall have no recourse to the University for this or any related e>pense! +& %"rrenc,- .AT and #"mmation +! The currency of the &ontract shall be U: 3ounds. and costings shall be prepared on this basis! +!# All sums entered in the Tender are to be e>clusive of CAT! +!( All costs which may be directly or indirectly related to the satisfactory completion of the &ontract and for which remuneration would be sought shall be clearly detailed and summarised in your tender. or in accompanying paperwor/! 4o other additional charges which could reasonably have been anticipated shall be accepted! /& Deliver, and In!tallation D! The University is wor/ing to a target of site installation before ###! D!# This date may become critical and influence our selectionE please consider this when calculating lead times! 3lease include a detailed schedule which you will implement in order to meet the site installation re*uirement! D!( "nstallation and acceptance protocols and procedures are to be provided! D!+ Your offer must include all delivery and on-site installation costs including ade*uate insurances! 0& *ropo!ed #"'1contractor! F! Details of proposed sub-contractors must be supplied. with associated wor/scopes!

University of Aberdeen Tender for: page #7# IN#TR$%TION# TO TENDERER#

2& Fitne!! for *"rpo!e 8! The Tenderer shall be deemed to have reasonable /nowledge of and satisfied itself as to the nature of the University;s re*uirement. and any conditions which may affect its tender to supply. in order that the goods and related services offered shall be fit for purpose %see note #. &ontact for Gueries'! 3& Training and Doc"mentation H! Details of on7off-site training re*uired for full local operation to be included. together with 3roposals relating to how this should be funded! H!# 3lease detail user manuals and servicing documentation that will be provided to the University at no charge! 4& E5"ipment 6ifetime Factor! A! A commitment is re*uired that the tenderer will support this e*uipment throughout its lifetime! An estimate of the e>pected life of this product in normal wor/ing use is re*uired! A!# Details of maintenance. servicing and brea/down costs including e>tended warranties are to be included! A!( 3lease include a list of consumables and parts liable to wear. their current costs. and the e>pected annual costs in normal wor/ing use! 17& Alternative *ropo!al! -! You may wish to submit Alternative 3roposals which include preferential costings based on closer association of partner organisations. an innovative approach to the supply or alternative means of delivering best value for money! -!# Alternative 3roposals must be clearly mar/ed so. and be submitted as separate appendi> to your main tender! 11& %(ange in #tat"! of Tenderer ! "n the event that after the date of this "nvitation to Tender and prior to the award of any &ontract. the status or identity or circumstances of the Tenderer is changed in any material way. including but not limited to merger. amalgamation. ta/e-over or any other reorganisation. change of name. or involvement in any action relating to receivership. li*uidation. ban/ruptcy. winding-up or similar action. such change will be notified to the University immediately! $ailure to comply with this may result in Tenderers being dis*ualified. or in the event of any award of &ontract shall be deemed to be in breach of &ontract! 12& %ontact for 8"erie! #! All *uestions relating to the Tender Documents must be addressed in writing to ##4A56 A4D T"T16. fa> number - ##+-#89999##! Answers to technical *ueries shall be circulated as necessary! #!# The authorised contact for this Tender is ##4A56## and in no circumstances should the substance of these documents be discussed with any other member of the University

without the specific written agreement of the authorised contact!

Please note : The University of Aberdeen reserves the right to refuse a Tender which has not been submitted in accordance with the instructions detailed here.

Example +:

Form of Tender

Form of Tender page 192 #$:#TIT$TE %ONTA%T DETAI6# T(e $niver!it, of A'erdeen ;ing! %ollege A'erdeen A:2+ F< $or the attention of ### Dear Sirs Tender for : Iaving carefully e>amined the subBect "nvitation to Tender dated # and the documents detailed therein:! ?e confirm that we have fully satisfied ourselves as to the nature of the re*uirements of the University! ?e hereby offer to supply the goods and related services in accordance with your "nvitation to Tender and its enclosures as follows: #! "nstructions to Tenderers #!# $orm of Tender %including &ertificate of Tender' #!( Specification of )e*uirements for a # "n the event that our Tender is accepted we underta/e to e>ecute a formal contract with the University of Aberdeen embodying all of the terms and conditions contained within this offer! Unless and until a formal agreement is e>ecuted. this Tender together with the University;s written or telefa>ed acceptance shall constitute a binding &ontract between us! ?e agree to abide by our Tender for a period of A- days fi>ed from the lodgement date of tenders. and it shall be binding upon us at any time before e>piration of that period!

#!

(!

+!

D!

?e understand that you are not bound to accept the lowest or any Tender received. nor assign a reason for the reBection of any Tender! ?e accept that any costs incurred in Tender preparation are for our own account! ?e understand that this shall be deemed to be our only and final offer. and unsolicited re-tenders shall not be considered! ?e confirm that the person whose signature is appended to this Tender is a duly authorised signatory of our &ompany and has full and formal legal authority to sign this Tender on behalf of our &ompany!

F! 8!

H! ?e understand that if our Tender is accepted we shall be reimbursed for the goods and services in accordance with the terms and conditions of the &ontract to be e>ecuted between us! %ertificate of Tender and A"t(ori!ation! = page 2 Form of Tender page 292

4&

%ertificate of Tender

?e certify that this is a bona fide Tender. intended to be competitive. and that we have not fi>ed or adBusted the amount of the Tender in accordance with any other person. body or association! 17& Signed : A"t(ori!ation

---------------------------------------------------------------------------------4ame %3rint' : ---------------------------------------------------------------------------------Title : ---------------------------------------------------------------------------------$or and on behalf of : ---------------------------------------------------------------------------------Date : ---------------------------------------------------------------------------------$ull address. including postal code. to which all communications relating to this Tender should be despatched: ----------------------------------------------------------------------------------

----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Telephone 4umber $acsimile 4umber

: ------------------------------------------: -------------------------------------------

11& 6i!t of Doc"ment! Incl"ded wit( Form of Tender:

Example /:

#"pplier Apprai!al Form University of Aberdeen SUPPLIE APP AISAL !" #

Please com$lete in %L"&' &APITALS or ty$escri$t.

%O>*AN? DETAI6#

F"ll Name

F"ll Addre!!

*o!t %ode

Telep(one No& Fax No&

E1mail No&

Addre!! of @ead5"arter! Aif different from a'oveB

Telep(one No&

Fax No&

E1mail No&

Date ,o"r compan, wa! formed:

T,pe of compan, Incorporated Ot(er Aplea!e !pecif,B

*artner!(ip

#ole Trader

:$#INE## A%TI.ITIE# De!cri'e 'riefl, t(e range of good! !"pplied ', ,o"r compan,:

Cive 'rief detail! of t(e area! in w(ic( ,o"r compan, !peciali!e!:

@ow man, people doe! ,o"r compan, emplo,D

*ermanent !taff: %ontract !taff:

FINAN%IA6 AND CENERA6 INFOR>ATION T"rnover in eac( of t(e la!t t(ree ,ear!: 2771 E 2771 E 2771 E ?E# 9 NO

Fill ,o" a"t(ori!e "! to o'tain 'ank reference! if re5"iredD Name and addre!! of ,o"r compan,G! 'anker!:

*lea!e attac( a cop, of t(e a"dited acco"nt! for eac( of t(e la!t two ,ear!&

If audited accounts are not available $lease state why in the bo( below and attach any relevant financial information which is available.

Of w(at profe!!ional and9or trade a!!ociation!- if an,- i! ,o"r compan, a mem'erD

Doe! ,o"r firm (ave a nationall, recogni!ed 5"alit, monitoring !,!tem in placeD If !oplea!e provide detail!& E<*ERIEN%E

F(o are ,o"r maHor c"!tomer!D >a, we !eek reference!D %ompan, No& %ontact Name

?E# 9 NO Telep(one

F(ic( ot(er "niver!itie! (ave ,o" !"pplied good!9!ervice! to- and w(enD $niver!it, #"ppl, Date %ontact Name Telep(one No&

De!cri'e an, !"pplie! "ndertaken d"ring t(e pa!t two ,ear! w(ic( ma, 'e relevant to t(e propo!ed $niver!it, of A'erdeen !"ppl,:

An, ot(er information ,o" wi!( to provide and9or li!t of doc"ment! ,o" (ave attac(ed:

#igned for t(e %ompan, &&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&

Name A'lock letter!B &&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& Date &&&&&&&&&&&&&&&&&&

De!ignation9Title &&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&

Example 0:

#imple %ontract

%ONTRA%T
$or the supply of

<etween T(e $niver!it, of A'erdeen and

&ontract )eference: #--D

#ection 1:

FOR> OF ACREE>ENT

%ontract for t(e #"ppl, of: AJ)66564T made as of this day of #--D. by and between # having its principal office at # %hereinafter called the 0&ontractor2'. and the $niver!it, of A'erdeen. having its principal office at :ing;s &ollege. Aberdeen. A<#+ ($9 %hereinafter called the 0University2'!

The &ontractor wishes to provide a # to the University. and the University wishes to purchase a # from the &ontractor. all as more particularly described in the documents incorporated here! It i! (ere', agreed a! follow!: The &ontract shall incorporate: Section : Section #: Section (: Section +: $orm of Agreement Articles of Agreement and 3rice Specification of )e*uirements The University Jeneral &onditions of 3urchase

All of which shall be read as one document! "n case of conflicting statements the order of precedence is: This &ontract The University of Aberdeen Jeneral &onditions of 3urchase The &ontractor;s response to the invitation to tender The &ontractor;s representative shall be #. telephone number: #. facsimile number: #! The University;s representative shall be # telephone number: - ##+ #8#. facsimile number: - ##+ #8#! The supplies shall be as described in Section #: Specification of )e*uirements! The &ontractor shall provide the supplies to the University in accordance with Section #: Articles of Agreement and 3rice! The University shall pay the &ontractor the price in accordance with section #: Articles of Agreement and 3rice!

#igned for and witne!!ed on 'e(alf of the &ontractor Signed: --------------------------------------------------------

#igned for and witne!!ed on 'e(alf of the University of Aberdeen Signed: ------------------------------------------------

?itness: ?itness: ------------------------------------------------------------------------------------------------------at: -------------------------------------------------------Date: -------------------------------------------------------Date: -----------------------------------------------at: ------------------------------------------------

#ection 2: Article! of Agreement and *rice

Item! to 'e #"pplied The items to be supplied are those listed as "tems # of Appendi> A to the $orm of Tender submitted by the &ontractor on # %a copy of which is attached to this Section as Anne> '! *rice The 3rice shall be # as detailed in &lause # of Appendi> A to the $orm of Tender submitted by the &ontractor. that is K#! The 3rice is &arriage and "nsurance 3aid to the delivery address detailed! Deliver, a! Delivery of all items shall be made to the following address: # b! Delivery is re*uired by #! Time is of the essence! In!tallation The &ontractor shall provide all reasonable instructions. assistance and training to enable the University to install and set up the items in wor/ing order immediately after delivery! There shall be no charge made by the &ontractor for this service! Farrant, and >aintenance Arrangement! The manufacturer;s warranty shall apply to all items for a period of # months from the date of installation! b! $or a period of # months following e>piry of the manufacturer;s warranty the 7 &ontractor shall provide an additional warranty covering Llabour and travel costs,M and providing Ltwo service visits,M in each # month period! The cost of this warranty and service is included in the 3rice! c! ?ith effect from the e>piry of the additional warranty and service referred to in note Db the &ontractor shall offer the University an annual maintenance contract on the terms set out in Anne> # to this section at a cost of K# a year! 3ayment shall be made within (- days of receipt of a valid invoice following each service visit! This offer shall remain open and continuous for not less than # years from the date of e>piry of the e>tended warranty and service referred to in note Db!

.al"e Added Tax The prices contained herein shall excl"de Calue Added Ta>! The University will pay CAT7claim e>emption in accordance with U: Jovernment regulations! Term! and %ondition! Aincl"ding *a,mentB All other Terms and &onditions set out in Section + @ University of Aberdeen Jeneral &onditions of 3urchase shall apply to this &ontract. e>cept that any terms or conditions contained in Section @ $orm of Agreement. or in Section # @ Articles of Agreement and 3rice. which differ from those in Section + shall ta/e precedence!

Annex 1 to #ection 2: Article! of Agreement and *rice ATo 'e !"'mitted a! Appendix A to t(e Form of Tender ', t(e #"pplierB

(Blank page - to be completed by supplier and incorporated in contract)

Annex 2 to #ection 2: Article! of Agreement and *rice A>aintenance9#ervice Agreement! etc&B

(Blank page to be completed by supplier and incorporated in contract).

Example 2:

RE%ORD OF TENDER

3)=N6&T T"T16: )6GU"S"T"=46) 4A56: T64D6) 5A4AJ6): D63A)T564T:

)6$6)64&6:

"S TI6 6ST"5AT6D CA1U6 =$ &=4T)A&T 16SS TIA4 K --.---, %3urchasing Services must be consulted on all tenders of K --/ and above' "S TI6 6ST"5AT6D CA1U6 =$ &=4T)A&T K D+.--- =) =C6), %All contracts above this threshold must be tendered @ by the 3urchasing =fficer @ in accordance with the 3ublic Supply7Service &ontract )egulations! Appro>imately A- days should be allowed for this'! S36&"$"&AT"=4 =$ )6GU")6564TS D)A?4 U3 "4&1UD"4J ?I=16-1"$6 &=ST 616564TS, ADC6)T"S6564T =$ T64D6) 4=T"&6, "4C"TAT"=4S T= T64D6) "SSU6D 4U5<6) =$ "4C"TAT"=4S "SSU6D OO 7 OO 7 OO DAT6 S6T $=) )6&6"3T =$ T64D6)S DAT6: O O 7 O O 7 O O DAT6: O O 7 O O 7 O O

4U5<6) =$ T64D6)S )6&6"C6D 4U5<6) =$ 1AT6 T64D6)S SU331"6)S SI=)T1"ST6D! I=? 5A4Y, 3)6S64TAT"=4 7 S"T6 C"S"TS A))A4J6D, AJ)66564T =4 S616&T"=4 <"D SU55A)Y 7 )6&=)D =$ S616&T"=4 &=5316T6D &=4T)A&T A?A)D6D DAT6: O O 7 O O 7 O O

U4SU&&6SS$U1 T64D6)S ADC"S6D =$ &=4T)A&T A?A)D &=55"T564T 64T6)6D T= SYST65 &edAr )6G! 4=:

&edAr =)D6):

S"J4ATU)6 =$ T64D6) 5A4AJ6) PPPPPPPPPPPPPPPPP! DAT6 OO7OO7OO