Invitations to Tender: A Day with a Contracts Manager

Preparing the Invitation to Tender

The morning starts with a review of the project brief and the latest design drawings. The manager checks that the scope of works, key dates and any statutory requirements are clearly defined, noting any health and safety considerations that must be communicated to bidders.

Using a standard template, the invitation is drafted to include a concise description of the work, required documents such as method statements and insurance certificates, the deadline for submission and instructions on how to seal bids. A quick cross‑check against client and HSE guidance ensures compliance before it is sent out.

• Clear project description
• List of mandatory documents
• Submission deadline and format
• Confidentiality and safety notes

Selecting and Notifying Potential Bidders

The manager consults the pre‑qualified supplier register, confirming that each firm holds the necessary licences and capacity for the upcoming work. Preference is given to those with a proven track record on similar projects.

Invitations are emailed or posted, and a log is updated with the date sent, the contact details and any acknowledgement received. This record helps to prove that all suitable bidders were given equal opportunity, a point often checked during audits.

• Verify licences and capacity
• Check past performance
• Record method of delivery
• Confirm receipt where possible

Where JobEng helps

Invitations to tender: invite bidders, answer questions and compare sealed bids in one app. JobEng is an app for UK engineering and construction, on iPhone and Android with the same account on the web. Firms use it to hire engineers and run the business side of their projects.

Managing Queries During the Tender Period

Questions from bidders arrive via email or a shared inbox. Each query is entered into a simple register, assigned a reference number and routed to the appropriate discipline for a factual answer.

Answers are drafted to be consistent and are circulated to all bidders as an amendment notice when a clarification affects more than one party. This maintains fairness and creates a clear audit trail for later review.

• Log every query with reference
• Provide factual, time‑bound replies
• Issue amendment notices when needed
• Share the same information with all bidders

Receiving and Securing Sealed Bids

At the agreed deadline the manager collects the sealed envelopes, checks each seal for tampering and records the exact time of receipt. A unique identifier is affixed to each envelope before it is stored.

Bids are placed in a locked cabinet or a secure room, with access limited to the evaluation team. A written register shows who handled each envelope and when, satisfying both client and regulatory expectations for confidentiality.

• Verify seal integrity
• Assign unique identifiers
• Store in a locked, controlled area
• Maintain a handling register

Evaluating Bids and Reporting

When the opening time arrives, the manager oversees the unsealing, noting each price and any accompanying documents. A scoring sheet is used to compare bids against the pre‑defined criteria of price, experience, programme and compliance.

The evaluation results are compiled into a concise report that recommends the preferred bidder, outlines the rationale and highlights any risks. The report is circulated to senior management and, where required, to the client, ensuring a transparent decision‑making process.

• Use a standard scoring matrix
• Record prices and key terms
• Document rationale for award
• Keep the report for audit purposes

How to start

1. Download JobEng free from the App Store (iPhone) or Google Play (Android).
2. Create a business account for your firm — firms can ask about a free month of the full platform.
3. Open JobEng and start with: invitations to tender: invite bidders, answer questions and compare sealed bids in one app.

Frequently asked questions

How long should an invitation to tender remain open?

The period should be long enough for bidders to prepare a thorough response, typically two to four weeks, but it must be clearly stated in the invitation.

What information must be included in a tender invitation?

At minimum, include a description of the work, submission deadline, required documents, evaluation criteria, site safety requirements and instructions for sealing bids.

How should I handle a bidder’s request for clarification?

Log the query, provide a factual answer promptly, and if the clarification affects more than one bidder, issue an amendment notice to all interested parties.

What steps ensure the confidentiality of sealed bids?

Check seals on receipt, assign unique identifiers, store bids in a locked area with restricted access and keep a detailed handling register.

JobEng is free to download on iPhone and Android. Firms can ask about a free month of the full platform.

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