Tendering Process

The Youth Cafe tendering process involves the following steps;

  1. Advertising the requirement

  2. Selection Stage / Pre-Qualification Questionnaire (PQQ)

  3. Evaluation of selection Stage / PQQ

  4. Invitation to Tender (ITT)

  5. Evaluation of the tender submissions

  6. Award of contract.

    There are three types of solicitation documents issued by The Youth Cafe to fulfill a procurement requirement. While each of the documents referred to below contains the information necessary to submit a suitable offer, they vary in accordance with the nature of the requirement and the estimated monetary value.

Request for Quotation (RFQ)

An informal invitation to submit a quotation for requirements of relatively low monetary value. Prices and other commercial terms and conditions are requested and an award is usually made to the lowest priced technically compliant offer.

Request for Proposal (RFP)

A formal request to submit a proposal against requirements that have higher dollar value but are not fully definable at the time of solicitation and where the innovation and specific expertise of the proposer are sought to better meet the procurement requirement. Price is only one of the several factors comprising the evaluation criteria, which are determined before the RFP is released. The offer from a supplier is submitted in two sets of documents: a Technical offer and a Financial offer.

Invitation to Bid (ITB)

A formal invitation to submit a bid is usually associated with requirements that are clearly or concisely defined, and have a monetary value above the RFQ threshold. Award recommendations are based on the lowest cost technically compliant offer.

Tender Contracts

For the purpose of reducing administrative costs and efforts associated with duplicating procurement of identical goods, long-term contracts should be awarded through a tender process whenever possible. These contracts could range from six months to one year. Specification standards for goods meant to meet the same user needs will be defined.

This will enable the Administration manager to consolidate quantities in the procurement plan for purposes of negotiating discounts on bulk purchases and establishing long-term contracts. A cross-functional team that should include the input of specialist knowledge should be formed for this purpose.