Invitation to Tender (ITT):evaluaiton model v2 - ARCHIVE: Defra

Catering Services and 

Food Procurement Toolkit 

www.defra.gov.uk/farm/policy/sustain/procurement/toolkit 

TEMPLATE 

Invitation to Tender (ITT): 

Evaluation Model v.2.0

TENDER EVALUATION PACK 

[Insert Authority Logo] 

INVITATION TO TENDER EVALUATION PACK 

[Title] 

[Project Reference] 

[Date] 

Issued by: [Insert Name of Authority]


CONTENTS 

A. INTRODUCTION 

B. SUPPLIER QUESTIONNAIRE WITH MARKING CRITERIA 

C. SUPPLIER QUESTIONNAIRE SCORING MATRIX (Excel spreadsheet) 

ITT Evalmodel Nonojec Version 2.0






1.1 BACKGROUND 

This document is the Evaluation Model for the Invitation to Tender (ITT) issued to 

suppliers identified by the bidders conference who are interested in providing 

Staff Restaurant Services at four Department for Environment, Food and Rural 

Affairs (DEFRA) sites. 

This procurement is by competitive tendering procedures. The deadline for 

receipt of ITT proposals (Date). 

The ITT was issued to X bidders as follows: 

The following suppliers have declined the invitation: 

• ??????????? 

The evaluation team, see 1.4 of this section below, will be issued with a copy of 

the evaluation model containing a scoring sheet for each supplier on (Date). If 

there are any queries or questions regarding this model, please contact (the 

facilitator) on: 

Direct Line: ??????????????? 

Email: ????????????????????? 

1.2 CONTRACT AWARD CRITERIA 

The evaluation model included in this pack is based on a standard format 

recommended by Procurement and Contracts Division (PCD). It is the aim to 

select the Most Economically Advantageous Tender (MEAT). 

1.3 EVALUATION PROCESS 

The ITT evaluation process comprises two main stages as follows : 

1.3.1 Technical/Quality evaluation 

• Suppliers will be scored and short listed for interview in accordance with the 

ITT. The members of the tender panel, identified in 1.4 below, will each score 

the technical/quality aspect of the bids submitted. Each member of the tender 

panel must submit their individual scores to (Name, time and date). Failure to 

provide the scores could result in the cancellation of the evaluation meeting. 

The tender panel will meet to discuss their individual scores and arrive at a 

consensus team score after the evaluation meetings on (Date). 



• A second stage of the technical/quality evaluation may be required and would 

involve Supplier interviews/tasting’s with the top three bidders. These would 

be held, if required, after the evaluation panel have selected the three highest 

scoring candidates, that have passed the minimum threshold. The locations 

will be advised at a later date by the selected interviewees. The tasting panel 

shall be formed from the evaluation panel in 1.4 below. All members of the 

panel must be present at all interviews/tasting’s. Up to six questions, plus 

supplementary questions, specific to the activity will be asked at the 

Interview/tasting stage. Comments must be recorded and agreed by all panel 

members. 

• The information received through the interviews/tastings will be used to 

increase/decrease the scores of the tenderers based on the evaluation panels 

confidence the contractor can successfully fulfil the requirements of the 

specification. 

• All individual panel scores and comments will be recorded on an excel 

spreadsheet. 

• The result of the pricing analysis will only be revealed once the 

technical/quality and interview/tasting analysis has been agreed by the 

valuation panel. 

• References - a minimum of three acceptable references are required for a 

pass and may be taken up. 

• If the final scores identify a difference of 1% or less then the evaluation panel, 

at their discretion, can select the least expensive offer. 

1.3.1.1 Weightings 

To ensure the relative importance of the categories of services are correctly 

reflected in the overall scores, a weighting system has been applied to each part, 

as detailed in Section C of this document. The tender will be evaluated using the 

self/spreadsheet evaluation, questionnaire and price submissions. 

Self/spreadsheet Evaluation 40% 

Questionnaire (Technical) 40% 

Price Evaluation 20% 

References 

Pass/Fail 

Each question will be weighted dependent on its importance in the overall 

evaluation of the technical/quality evaluation. There are three ranges as follows: 

10 – Minor Importance 

20 – Average Importance 

30 – Major Importance 

A supplier must achieve at least a 50% threshold level of the total available 

combined score for the Self/spreadsheet Evaluation and Questionnaire 

(Technical), i.e. the Authority’s minimum requirements, to be considered in the 



top 3, as a consequence their bids will be assessed financially. Suppliers who fail 

the Threshold level are eliminated from price calculations with the mean 

calculated from remaining suppliers. 

1.3.1.2 Scoring 

Supplier Questionnaire Marking Guidance Notes 

• Submissions must be in numeric order to match Supplier Questionnaire. 

• Publicity brochures should not be accepted as providing answers to 

questions. 

• Marking criteria is shown in red italics of Section B of this pack. 

• All questions should be answered, reference to earlier answers has been 

discouraged. 

• Mark the submission only, avoid being influenced by reputation. 

• Aim to mark at extremes where possible i.e.: avoid abundance of average 

marks. 

• Continually review marks after initial assessment. 

• Provide comments on the scoring sheets where appropriate and raise at Final 

Review Meeting. 

• All comments recorded on the scoring sheets will be permanently filed. 

• Markers should not attempt to multiply or extend their scoring, this will be 

done at the review meeting by the final evaluation panel. 

• The evaluation criteria should not be shared with the supply base. 

Each evaluator must independently read and assess the information provided. 

Responses to each question must be scored as follows: 

Score 0 

Score 1 

Score 2 

Score 3 

Score 4 

Complete failure to grasp/reflect the core issue 

Reflects limited understanding misses some aspects 

Reflects adequate understanding of all issues and aspects 

Good understanding and interpretation of requirements 

Excellent understanding and interpretation. Innovative and proactive 

with sound strategy 

1.3.2 Pricing Analysis 

The Authority’s in-house accountant, will analyse all financial responses submitted 

for Section 4, Section C and of Section 7 Annex A (of the ITT) and produce a 

report detailing the assessment and create a spreadsheet summarising the costs. 

The Treasury Model for scoring a price bid is normally adopted, however with 

Catering Contracts it might be more appropriate to modify the model to account for 

their areas of difference with standard costed agreements. Further advice will be 

sort from the Authority’s in-house accounting department. 

PRICE EVALUATION 

The price element of the tender will be scored as follows : 



1) Calculate the mean price of the tendering suppliers. 

Eg Sum of Three Year Prices 

Nr of Three Year Prices 

2) Calculate the % difference between the actual price and mean. 

Eg Three Year Price – Mean Price x 100 

Mean Price 

3) The mean is given the value of 50. 

a) One point is deducted from the score of each tenderer for each percentage point above the 

mean. 

b) One point is added to the score of each tender for each percentage point below the mean. 

Eg % Difference x –1 (Round to nearest whole number) + Mean Value (50) 

4) Multiply price score by the agreed weighting for price. 

Eg Points Score x 25% 

1.4 Tender Panel 

The tender panel comprises of the following individuals: 

• ???? ????? (Division, Facilitator) (Usually the person responsible for the tender process 

• ????? ??? (Division, scorer) (Usually from the Department managing the contract) 

• ?? ???? (Division, scorer) (Usually from the Department managing the contract) 

• ????? ???? (Division, scorer) (Usually from the Department managing the contract) 

• ???? ???? (User Rep) (Can be the site(s)union representative(s) ) 



C. SUPPLIER QUESTIONNAIRE 

WITH MARKING CRITERIA 



ITT TENDER QUESTIONNAIRE 

The evaluation of the ITT Questionnaire will be the basis for selecting the short list of potential 

contractors if this is required [to be interviewed]. Each question is allocated points based on 

its relevance for this Contract. Each respondent should submit all the information requested 

in the order presented. Failure to do so may result in their total score failing to reach the 

initial threshold and therefore subsequent elimination. 

All information supplied will be treated as Strictly Private and Confidential. The information 

will be reviewed by the Evaluation Panel only and will not be divulged to other parties during 

the de-briefing stage, or at any other time. 

SECTION 4: SUPPLIER SPECIFICATION 

PROJECT REF: 

Please provide details of your organisation’s Employers and Public Liability Insurance; 

Professional Indemnity Insurance cover and Professional Indemnity Insurance cover for 

sub-contractors. This general section will be assessed, it will not be weighted and scored. 

Each certificate must contain the following: 

Name and, Address of Contractor, Name of Insurance co, validity period / expiry date, and the 

liability levels. 

SECTION A: CONTACT INFORMATION PASS FAIL 

SECTION B: INSURANCE INFORMATION PASS FAIL 

SECTION C: Service Delivery 

1. UNDERSTANDING 

Please demonstrate clearly your understanding of The Provision of Staff Restaurant Services at the 

site(s) as detailed in Section 3 and how that relates to the delivery of Government policy in general and of 

the Public Sector Food Procurement policy in particular, and more specifically demonstrate that you have 

a clear understanding of the work required for which you are bidding. i.e. What do you see that you are 

being asked to do? 

The tenderer must demonstrate that they have understood the objectives of the PSFPI in the 

promotion of: 

The five key objectives 

1. Raise production and process standards 

2. Increase tenders from small and local producers 

3. Increase consumption of healthy and nutritious food and promote food hygiene 

4. Reduce adverse environmental impacts of production and supply 

5. Increase capacity of small and local suppliers to meet demand 



2. SUITABILITY 

Please explain why you believe your organisation or consortium is suitable for undertaking the work. (NB: 

A simple “Because we are good” answer will not suffice), also please describe how you would ensure that 

key dates or deliverables will be met and indicate whether (in your opinion) the timescales can be 

achieved. 

The tenderer should give a background of experience they have in similar environments 

and how they intend to meet the objectives of mobilisation. The mobilisation should be detailed 

and achievable, taking account of issues surrounding the recruitment and transferring of staff 

(TUPE) 

3. FOOD ASSURANCE SCHEMES 

Please provide an outline proposal of how you would increase the provision of food products that are 

accredited by a UK or equivalent assurance scheme and/ or support schemes such as Fair Trade. 

The tenderer needs show that they understand the need to utilise ingredients which are 

from recognised assurance schemes and there plan of increasing usage. A list of current 

schemes alone will not give a high mark. However, mention of such schemes as the Red Tractor 

or Soil Association in the correct context should attract a higher mark. 

4. SUPPORTING THE LOCAL ECONOMY 

It is the aim of the Authority to promote the use of locally grown produce including organic products. 

Please advise how you propose to implement a process of local sourcing using SMEs. 

There should be clear evidence of implementing processes which will encourage localproducers 

and SMEs in general to be part of the supply chain in providing the services to Defra. 

5. HEALTHY EATING 

It is a requirement of this agreement to provide and promote Healthy eating. Please describe how you 

would propose to assist the Authority in promoting and encouraging their staff to select a healthier diet 

and the consumption of food which benefits health. We expect use of organically grown produce to 

feature in your answer. 

Clear reference shall be made to what methods shall be used to promote the healthy eating 

culture to develop at the catering facilities. Higher marks should be allocated where processes for 

highlighting healthy eating aspects are apparent such as traffic light, 5-a-day, drink 2 litres a-day 

etc. Aggressive innovative promotional/advertising programmes will also attract higher marks. 

6. SUPPORTING A SUSTAINABLE ENVIRONMENT 

Please outline your mechanisms for ensuring that the processes in place are sustainable and designed to 

reduce any environmental impact. Please concentrate your response on methods employed to minimise 

wastage and reduce energy consumption (e.g. minimising the number of deliveries of goods to the staff 

restaurant). 

Clear reference how they will implement processes to improve the sustainable issues 

such reusable packaging, the use of environmentally friendly cleaning materials, collection of 

waste materials/packaging etc. 



7. WORKING RELATIONSHIPS 

Please outline how your organisation ensures that their staff and suppliers are satisfied with their working 

relationship and environment. Please detail the mechanisms in place to resolve difficulties/ issues that 

arise 

There is a need to document how the tenderer keeps their staff informed of current 

issues. If there is a process which encourages staff participation within the operation 

this should attract a higher mark 

8. PAYMENT 

What methods of payment can you devise to speed up the process of paying for refreshments? 

Defra wishes to simplify and streamline payment methods. A clear indication giving examples 

that the tenderer has methods and ideas currently in process of simpler payment methods 

i.e. acceptance of purchasing card to pay for hospitality, non cash customer systems, etc 

9. REFERENCES 

Please provide details of 3 catering facilities that are currently managed by your organisation and whose 

requirements are similar to those required under this tender. 

The caterer shall have supplied three references. No marks will be allocated. 



D. SUPPLIER QUESTIONNAIRE SCORING MATRIX 



SECTION C - SCORING MATRIX 

SUPPLIER : EVALUATOR: 

Date: ______________ 

PASS FAIL COMMENTS 

PART A: ORGANISATION INFORMATION 

(check that this section has been completed) 

PART B: MANDATORY INFORMATION 

REQUIREMENTS 

(check that documents requested have been supplied) 

PART C: FINANCIAL INFORMATION 

(to be completed by PCD) 

OVERALL PASS/FAIL 



Question 

Weighting 

Score 

Comments 

1. UNDERSTANDING 

30 

2. SUITABILITY 

10 

3. FOOD ASSURANCE 

SCHEMES 

20 

4. SUPPORTING THE 

LOCAL ECONOMY 

20 

5. HEALTHY EATING 30 

6. SUPORTING THE 

ENVIRONMENT 

20 

7. WORKING 

ENVIRONMENT 

10 

8. PAYMENT 10 

9. REFERENCES 

(enter Yes if included) 

N/A

Invitation to Tender (ITT):evaluaiton model v2 - ARCHIVE: Defra

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