Tender documentation

Project name

Classification	Select an element
Status	Select an element
Program name
Project number
Project manager	Project manager
Version	0.1
Date	Click here to enter a date
Project sponsor	Project sponsor
Author(s)
Distribution

List of changes

Version	Date	Change	Author
0.1

Table 1:	Change control

Description

The tender documentation includes all information published in the context of a call for tender. This includes first and foremost the project specifications (also called specifications in Switzerland), together with the catalogue of criteria, which is an indispensable part of the tender documentation.

Without project specifications, it is virtually impossible to compare the tenders received. The project specifications drawn up by the body issuing the tender for the goods/services to be provided are of benefit to both that body and potential tenderers. When drawing them up, the body issuing the tender becomes aware of what it really needs, and the tenderer in turn recognizes what the customer wants. It also forces the tenderer to take a stand on questions it might prefer to avoid, as well as to submit the tender with the required structure. In this way, the body issuing the tender gets a clear reference basis and can compare the tenders with each other.

The tender documentation additionally includes a draft contract, general terms and conditions of the core organization, the tender notice and further project specification enclosures. If questions are answered in a public tender, the questions and answers are likewise part of the tender documentation and are given to all tenderers.

Project specifications

Background

Introduction, purpose of the document

Reason for the tender, need for action

Procurement item

Situation

The description of the existing situation indicates the environment in which the goods/services to be provided are to be realized.

Business organization

A rough description of the business organization is given here, based on the study.

The organization chart and function or process descriptions generally make sense.

Strengths and weaknesses

Description in prose according to the study; no unnecessary details.

Quantities and frequencies

Transactions

Transactions	Average per time unit	Peak per time unit	Minimum per time unit
Payments	8,500/mth	20,000/mth	500/mth

Table 2:	Transactions

Data sets

Object type	Stock	Mutations per time unit	Inflows per time unit	Outflows per time unit
Requester	20,000	1,500/mth	750/mth	500/mth

Table 3:	Data sets and movements

Target situation

Objectives and requirements

Mandatory eligibility and technical specification criteria

Discretionary qualification criteria

Scope

Price

Deadlines

Notes on the procurement process

Roadmap

Structure of the offer

General information on the offer

Taxonomy of award criteria

Offer structure

Presentation and negotiation

Administrative details

Text

List of criteria

Table listing the individual evaluation criteria, including weighting and the number of points that can be achieved.

Can be used with Microsoft Excel (right mouse button – Worksheet Object – Open)

Table 4:	List of criteria as an Excel table – can be used directly

Abbreviations and glossary

Abbreviation/specialist term	Explanation
HERMES	Methodology for projects and programs HERMES 5 is an eCH standard

Table 5:	Abbreviations and glossary

Contents

List of changes	1

Description	2

Project specifications	3

1	Background	3

1.1	Introduction, purpose of the document	3

1.2	Reason for the tender, need for action	3

1.3	Procurement item	3

2	Situation	3

2.1	Business organization	3

2.2	Strengths and weaknesses	3

2.3	Quantities and frequencies	3

2.3.1	Transactions	3

2.3.2	Data sets	3

3	Target situation	4

3.1	Objectives and requirements	4

3.2	Mandatory eligibility and technical specification criteria	4

3.3	Discretionary qualification criteria	4

3.4	Scope	4

3.5	Price	4

4	Deadlines	4

5	Structure of the offer	4

5.1	General information on the offer	4

5.2	Taxonomy of award criteria	4

5.3	Offer structure	4

5.4	Presentation and negotiation	4

6	Administrative details	5

7	List of criteria	5

Abbreviations and glossary	6

Contents	7

Tables	7

Appendices Project name	9

Tables

Table 1:	Change control	1

Table 2:	Transactions	3

Table 3:	Data sets and movements	3

Table 4:	List of criteria as an Excel table – can be used directly	5

Table 5:	Abbreviations and glossary	6

Appendices Project name

General terms and conditions

Draft contract

Additional tender documentation

Forms

Factsheets

Concepts

Studies

Description of goods/services

Miscellaneous