Appendix

13 Tender Document

[Project Name]

[One line explanation of project]

Project Management Office –

[name of project manager and contact details]

Terms of reference - invitation to tender

[purpose of tender,
e.g. To investigate the .................]

Tender Contact Point

[Name of Project Manager]

Project Manager

[Contact details for Project Manager]

[Date]

 

Table of Contents

Background
Project Scope
Method or Approach
Management
Terms and Conditions
Submission of tenders

Background

An application for funding support was made to the MAF Sustainable Farming Fund to fund a project to [explanation of reason for applying for funds].

The application was successful and has also attracted funding support from [other funding source if applicable]. The project has a Project Management Committee made up of the following:

[list key members of management committee, would include chairman, financial officer, any scientist or other professional involved]

[project management company or name or project manager] was appointed the project manager.

The overall goal of the project is [          ]

Sub-objectives to this overall project goal are:

  •  

The project will be delivered in [          ] stages.

This terms of reference has been developed to assist in establishing the expectations and activities to be provided.

Project Scope

Primary Objective

Tasks

Stage 1

Stage 2

Method or Approach

The successful tenderer will take the following approach in 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.
  • [e.g. A workshop process involving active participatory approaches is desirable for stage 2.]

Management

Performance Standards

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

The applicant or organisation should have the following qualities:

  • Research experience in the relevant areas.
  • Relevant tertiary or other recognised training in this area.
  • An understanding of the issues related to [          ].
  • Competence in the preparation of user-friendly resource materials.
  • The ability to operate independently and without close supervision.

Functional Relationships

The appointee will report to and be accountable to the Project Manager and through him the Project Management Committee.

Terms and Conditions

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

Submission of Tenders

  1. The deadline for submission of tenders is 5 p.m. 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.
  3. Tenders must be submitted in hard copy as well as with an associated computer disk containing an electronic version.
  4. 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.
  5. The Project Manager reserves the right to change, suspend or cancel this tender at any time prior to the full acceptance of the tender.
  6. The Project Manager 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.
  7. The Project Manager 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.
  8. The lowest price tender or any tender will not necessarily be accepted.
  9. 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 14

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
Contact this person