Here at Hafod we have a Procurement team, who work with our internal stakeholders to define our requirements and publish contract opportunities for requirements over £25,000 in value.

Our Procurement team issues an Invitation to Tender (ITT) pack which outlines the goods, services or works required for Hafod and allows potential suppliers to submit their tender proposal on how they meet the requirement.

The tender proposal is the formal bid from a potential supplier responding to the ITT.

Sell2Wales is used by public sector organisations in Wales to publish contract notices, enabling suppliers to search for contract opportunities.

Hafod uses the Sell2Wales site to publish it’s contract opportunities over the value of £25,000.

Suppliers can register free of charge:

There is lots of help and resources for suppliers available:

Suppliers can:

  • allocate Common Procurement Vocabulary (CPV) Codes for their business activities
  • set up alerts to be notified of contract opportunities relevant to their CPV codes
  • register interest on contract opportunities
  • submit tender responses for some contracting authorities (please note Hafod uses eTenderWales for its tender submissions)

eTenderWales is the eSourcing platform used by Hafod to run its tender competitions. Suppliers can register their interest in a contract opportunity through Sell2Wales and access the tender documents free of charge on etenderWales.

This portal is used to:

  • publish tender documents
  • recieve and issue clarifications
  • recieve tender proposals
  • invite suppliers to presentation/demonstration rounds (where appliable)
  • inform suppliers of the outcome

Suppliers can register on eTenderWales free of charge:

eTenderWales offers free support to suppliers either by telephone 0800 069 8634 or via a supplier support ticket, check out their website for more information.

The Invitation to Tender document provides the instructions to potential suppliers on the tender process itself, it includes details on:

  • Hafod’s values and corporate objectives
  • The type of procurement process being undertaken
  • The documents which form the tender pack
  • Where to submit tender proposals
  • Rules of engagement
  • Key dates
  • Award criteria
  • Scoring methodolgy being used

This document sets out the minimum standards suppliers need to meet to be considered further in the tendering activity, suppliers must take note of any pass or fail questions. Suppliers can complete this document within the qualification envelope on eTenderWales.

The Supplier Suitability Questionnaire is based on the https://www.gov.uk/government/publications/ppn-0323-standard-selection-questionnaire-sq.

For under threshold procurements the supplier questionnaire does not include grounds for discretinary or mandatory exclusion.

Questions include areas such as:

  • Company information
  • Financial information
  • Company policies
  • Social value
  • Insurance levels
  • Accreditations
  • Qualifications

Suppliers are asked to self certify and provide documentation as evidence if they move forward to the award stage. Suppliers must pass the qualification stage before they can move forward to the quality evaluation.

This document provides suppliers with the relevant requirements for the contract, this may include:

  • contract details
  • required deliverables
  • key performance indicators
  • social value
  • sustainability

Suppliers should familarise themselves with this document as it forms the basis of the contract, please note any reference to other schedules which may need to be read in conjunction with the specification.

This document provides the supplier with the questions in which they will be evaluated on. Each question will have a maximum word count and weighting applied. Refer to the Invitation to Tender document for the scoring methodology that will be used to score your response.

Top tips for suppliers:

  • ensure you familirise yourself with the full tender pack before completing
  • read and understand the scoring methodology
  • read the question in full
  • if your not sure on anything send a clarification through the eTenderWales portal
  • make sure your response covers each of the points asked in the question

This document is normally completed in word and must be completed in full and uploaded to the technical envelope on eTenderWales.

This document sets out how the contract will be priced for, there are many types of pricing schedule that can be used depending on the requirement, this may include:

  • Schedule of rates
  • Bill of quantities

The pricing document will tell you how the prcie will be evaluated, which may be on known quantities and values or based on a scenario.

This document is normally completed in excel and must be completed in full and uploaded to the commercial envelope on eTenderWales.

This document is for suppliers to complete and return as part of their tender subsmission, a copy can be found in the attachments section of the contract opportunity on eTenderWales.

It includes statements on:

  • ​​ Non-collusion
  • Non-canvassing
  • Form of tender
  • Tender declaration

This document is normally completed in word and must be completed in full and uploaded to the technical envelope on eTenderWales.

This document is issued when the contract includes the requirement to process personal data, this data may be of our contract holders, residents, service users, employees etc. Although no return is required as part of the tender submission, by submitting your bid you agree to the terms of it and it must be signed prior to recieveing any personal data.

This document provides the terms and conditions applicable to the contract, it includes details such as (this list is not exhaustive):

  • definitions
  • start date and term
  • your responsibilities
  • Hafods responsibilities
  • invoicing and payments
  • price adjustment mechanisms
  • conflict resolution
  • variations process
  • data protection
  • confidentiality
  • health and safety

By submitting a tender the supplier agrees to the terms and conditions, if a supplier has any query relating to the terms then they must send through a clarification via the eTenderWales portal.

Some tender packs will include additional schedules these could include:

  • Hafod policies
  • Hafod procuredues
  • Property lists
  • Site maps
  • Technical specifications

Remember all documents in the tender pack and must be read and understood in order to submit a tender proposal.

Business Wales offers suppliers with support on tendering and run many free events throughout the year, make sure you check out there webiste for more information: