(Name of your organisation)
(Specific business area/nature of project)
Tendering Brief
This document is intended to give potential advisors enough information to enable them to tender for the work identified. Following the selection process based on the advisors’ tenders, (your organisation) and the chosen advisers will jointly produce the final brief and contract.
- Purpose of project
1.1The overall purpose of this project is to (describe overall purpose eg to develop a marketing plan or undertake an organisational review)
2.Objectives of the project
2.1Identify broad overall objectives. For example …
2.2Review current X strategy
2.3Meet key individuals
2.4Make recommendations (specify what it is you want recommendations on)
3.Background Information
3.1Describe the nature of your organisation, its purpose or mission and main aims and objectives.
3.2Summarise when your organisation was established and its background since this time.
3.3Describe how your organisation is structured, staffed and governed.
3.4Give some context to what has led the organisation to consider developing in the way proposed and why specialist advice is needed.
4.Precise nature of the project
4.1Provide specific details of what is required from prospective advisors. For example …
4.2Review certain documentation and test any major assumptions
4.3Consult withcertain identified others such as current and potential stakeholders/partners
4.4Assist in prioritising specific activities
4.5Analyse certain systems
4.6Report on findings (say who report should be made to)
4.7State what specific recommendations are sought (eg on a new staffing structure, a fundraising strategy, a development plan or specific operational systems)
5.Resources Available
5.1State what resources the organisation can provide to assist the selected advisor/consultant in carrying out the work. For example, …
5.2Access to specific records and systems
5.3Access to current plans
5.4Any administrative or other staffing resource
6.Results
6.1Set out what specific outcomes you expect at the conclusion of the consultancy period. For example …
6.2A written report – state if you need a set number of copies, specify what the report should contain
6.3A verbal report and presentation to key staff (you may want a progress report presented to your board or senior staff)
7.Timescale
7.1State clearly what your expectations are in this respect. If you need the work concluded by a certain date, this should be clearly stated.
8.Budget
8.1State clearly what budget is available, indicating whether VAT is inclusive or exclusive to the stated maximum fee and what allowances are made for expenses. For example …
8.2A fee of up to £X amount inclusive of VAT, plus up to £X amount expenses.
8.2Give an estimate of how many days work you envisage being involved.
9.Selection
9.1Detail the steps of the selection process that apply. For example …
9.2Written tenders should be submitted to (named individual) at (your organisation) by no later than (submission date).
9.2State if you plan to select your chosen advisor through an interview. If possible state what date you plan to hold interviews and the location they will be held in.
9.3Provide a contact point within your organisation so that potential advisors can discuss the brief before submitting a tender.
9.4State how many copies of the tender you need candidates to submit and any instructions for addressing the brief. For example …
- Your overall comments on the brief
- the experience and qualifications you have which make you the ideal adviser for this brief
- how you would approach the work
- names of those working on the project
- detailed fees; and
- the names/contact numbers of at least two relevant referees.
9.5The selection process is to choose an adviser or advisers with whom your organisation can work. It is good practice to agree jointly on the final brief and contract following the selection process. You should, therefore, conclude the brief with a statement to this effect.
10.Specification
10.1Set out the essential requirements you have of your chosen advisor in terms of skills, experience and expertise.
10.2Set out the desirable requirements you have of your chosen advisor in terms of skills, experience and expertise.
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