The Tender Process

The Tender process

The pitching and appointing process will take 10 working days. If your brief is over the £5k threshold please complete the timings below and send to the Creative Team at creative@leeds.ac.uk who will facilitate the tender process for you. Further information regarding the full tender process can be found on the Getting quotes and choosing a supplier page.

Timings:

• Date here please (at least 2 working days from sending the brief)
  Please respond to the commissioner with: Confirmation of your intention to pitch, or notification that you wish to decline the opportunity
• Date here please
  Any clarifying questions on the brief.  Please insert the meeting date (if applicable). Note: The answers will be shared with all suppliers. See best practice note at the bottom of this page)
• Date here please (we suggest giving yourself a day to answer questions and circulate questions from any agencies to the full list of agencies asked to bid. The source of the questions should be anonymised)
  The commissioner will circulate clarifications (if any)
• Date here please
  Agencies: Confirmation of your intention to pitch, or notification that you wish to decline the opportunity. (After receiving the answers to the clarifying questions).
• Date here please (we recommend a minimum of 2 days from the point you share answers to questions. This is for basic briefs, typically for more complicated projects we allow up to 5 working days)
  Final deadline for your response / pitch. Please share with the named commissioner
• Date here please
  Indicative date by which the commissioners hope to appoint the selected supplier
• Date here please
  Provide feedback to unsuccessful bidders. Please also provide the number of suppliers who pitched for the work

Note: Please retain all of your records for audit purposes.

Best Practice for Clarifying Questions:

We recommend that you divide them into three sections:

• Facts
• Creative
• Strategic

Only the facts should be shared. Facts example: The number of social media edits or an updated banner measurement etc.

Where possible we recommend the commissioner allocates 15 minutes per agency to discuss the clarifying questions.

Note to agencies: Please contact the commissioner to request a call for the date provided within the timings. The commissioner will then share feedback (facts only) to all agencies who have agreed to pitch.

Note: Please retain all of your records for audit purposes.