Appendix

10 Terms of Reference/Request for Tenders

Terms of reference - invitation to tender
Title – of Project
Tender Contact Point
Date

Background

Provide background on the project – why was it established, who is involved, who is funding it, what are the planned outcomes.

Introduce key personal – i.e. Project Manager, Chairperson, and Committee Members.

Provide an overview of what is required from this tender and why and how it fits with the overall objective of the project.

Project scope

Primary Objective

Describe the objective that this work will contribute to. How the work will be used, by whom, and when.

Tasks

List the tasks that you want undertaken. Try and provide as much detail as possible:

  • Description of the task(s)
  • Location for the task(s) to be undertaken. If there are a number of stages/steps get them to break their proposal up to align with these.

Method or Approach

List here any directions that you may have on the way the work should be undertaken. Be aware however that there could be more than one way to undertake a project and leave open the opportunity for the tenderer's own suggestions. For example;

The successful tenderer should note the following suggestions for carrying out the tasks outlined above.

  • To consult with the project manager and other industry stakeholders to ensure the project is relevant and aligned to the needs of the participants and the industry.
  • A workshop process involving active participatory approaches is desirable for stage 1.

Management

Performance Standards

List here how their performance will be determined. It is good to establish these at this stage to ensure that everyone’s expectations are managed. For example;

This project will be performing satisfactorily when the key tasks stated in 2.2 are carried out to the standard agreed by the overall project manager.

  • All specific management duties are completed
  • Satisfaction surveys are completed for all the workshops and show an above average level of satisfaction.
  • Management practices are maintained to a high standard and are appropriate for the project.

Skills

List the skills that are required to undertake the work – For example;

The applicant or organisation should have the following qualities:

  • Experience in the design and delivery of ________________
  • Relevant tertiary or other recognised training in this area.
  • An understanding of the issues related to the ______________ industry.
  • Competence in the preparation of user-friendly resource materials.
  • The ability to operate independently and without close supervision.
  • An ability to support the overall objectives of the project.

Functional Relationships

Describe who the contractor will be reporting to - For example;

The appointee will report to and be accountable to the Project Manager.

Terms and Conditions

List the terms and conditions for the appointment or how and where these will be defined. For example;

The provision of the services related to this project will be defined in a management services agreement established between the Project Manager and the successful tenderer.

Submission of Tenders

List the process for the submission of the tender/application. For Example;

  1. The deadline for submission of tenders is time, date, year. Tenders received after this time will not be considered.
  2. Tenders may be sent by mail, couriered or hand delivered to the address outlined on the cover page. Tenders must be submitted in hard copy as well as with an associated computer disk containing an electronic version.
  3. The main body of the tender should be no longer the 10 to 12 A4 pages of no smaller than 12 point type size, with curriculum vitae and work plan attached. Please include 2 referees of previous work who can be contacted.
  4. The project reserves the right to change, suspend or cancel this tender at any time prior to the full acceptance of the tender.
  5. The project reserves the right to negotiate without restriction with a tenderer after the close of tenders on any matter contained in the tender, without disclosing this to any other person.
  6. The project reserves the right to accept or reject any, or all tenders and to annul the tendering process, at any time, thereby rejecting all tenders, prior to any contract being awarded.
  7. The lowest price tender or any tender will not necessarily be accepted.
  8. Each tenderer shall be notified in writing of the acceptance or rejection of there tender as soon as possible after the tender closure date.

Contents | Appendix 11

Contact for Enquiries

Fund Administrator
Sustainable Farming Fund
Ministry of Agriculture and Forestry
PO Box 2526
Wellington

Tel: 0800 008 333
Fax: 04 894 0746
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