- Features
- 3.3. This Competitive Flexible Procedure will be conducted in two (2) stages. The two (2) stages are described in more detail below.
3.4. Stage 1: Invitation to Tender Stage
3.5. Stage 1 commenced with the issuing of a Tender Notice [Note: insert link to Tender Notice published on the Central Digital Platform] and the publication of this document.
3.6. This Invitation to Tender explains the Procurement process and includes the procurement specific questionnaire (PSQ), Conditions of Participation and Mandatory Requirements. Tenderers wishing to be considered must complete and return all required responses in accordance with the timetable and instructions in this document.
3.7. Under Section 20 of PA 2023, Contracting Authorities may limit the number of Tenderers invited to the next stage of a Competitive Flexible Procedure. YPO will invite 3 Tenderers to Stage 2.
3.8. Under the public procurement rules, Contracting Authorities may require Tenderers to satisfy minimum levels of financial, technical, and legal requirements. These matters are commonly described as "Conditions of Participation."
3.9. Tenderers must answer all online questions; failure to do so may result in disqualification. Responses will be used to determine which Tenderers progress to Stage 2, and YPO may request clarification.
3.10. This Invitation to Tender sets out the key steps for selecting the Tenderer that will enter into the Contract with YPO.
3.11. This Invitation to Tender:
explains YPO's approach to each stage of the Competitive Flexible Procedure;
outlines the Contract requirements;
provides key Contract information; and
outlines how Tender Responses will be assessed.
3.12. At this stage, YPO will check whether the Tenderer, related persons in its corporate group, Associated persons relied on to meet the Conditions of Participation, or proposed sub-contractors appear on the Cabinet Office Debarment List. If they do, YPO will consider exclusion in accordance with the Act.
3.13. YPO will also consider whether a Tenderer, related person, Associated person or proposed sub-contractor is an Excluded or Excludable Supplier. Before making that determination, YPO will give the Tenderer a reasonable opportunity to make proportionate representations and provide evidence. Where exclusion arises only from an Associated person or proposed sub-contractor, YPO will give the Tenderer a reasonable opportunity to replace them. YPO will notify the Procurement Review Unit within 30 days if it excludes a Tenderer or becomes aware of such a replacement.
3.14. YPO will review each completed PSQ against relevant information on the Central Digital Platform. Conditions of Participation and Mandatory Requirements will be assessed under the selection process and criteria in this document to identify up to 3 Tenderers for Stage 2.
3.15. Stage 1 concludes when Tenderers are notified in writing whether they have been shortlisted for Stage 2. Unsuccessful Tenderers will receive written reasons.
3.16. Suppliers should note that YPO reserves the right to re-assess any Response to the PSQ, in light of any new relevant information that comes to YPO's attention.
3.17. After the submission deadline, YPO will assess Initial Tenders against the process and award criteria in the Tender Notice and this document to select Tenderers for Stage 2 discussions.
3.18. Following assessment, YPO will notify Tenderers in writing whether they are invited to Stage 2. YPO intends to shortlist a maximum of 3 suppliers; those not invited will receive written reasons.
3.19. The 3 highest-scoring Stage 1 suppliers will progress to Stage 2.
3.20. YPO may award the Contract before any Discussion Meetings, based on the submitted Tenders.
Stage 2: Invitation to conduct Discussion Meetings
Stage 2 begins when YPO issues a 'Stage 2 Information' document setting out the requirements and expectations for Discussion Meetings, together with any new information available at this stage.
3.21. Stage 2 will explore how YPO and each Tenderer would work in partnership.
3.22. It is YPOs intention to invite the top three scoring suppliers from stage 1 to stage 2. However, YPO reserve the right to invite more or less suppliers.
3.23. Scores awarded during Stage 1 will not be carried forward to the assessment of Dialogue.
A minimum quality threshold will be applied, requiring bidders to achieve at least 60% of available marks from stage 1 and any score of 0 against any scored criteria (award or sample) should result in a disqualification.
For stage 2, scores will be reset to zero (0) and Tenderers will be scored out of 100% for their dialogue.
Below are the criteria and weightings in which the dialogue will based around:
Theme Discussion points Weighting
Partnership Approach Long term vision, relationship management, continuous improvement and senior leadership commitment 25%
Innovation Product innovation, social value innovation, manufacturing innovation and digital progression 25%
Market Growth Growth ambition & capability, category expansion, sales & marketing support and commitment to growing the partnership 25%
Procurement Strategy Supply chain resilience, government ambitions, sustainability, risk management and capacity planning 25%
3.24. YPO intends to hold meetings during the week commencing 1 February 2027. It will provide available dates, times and draft agendas, with final arrangements agreed with each Tenderer.
3.25. The meetings will be held via Microsoft Teams and will be recorded to allow for evaluation post discussion.
3.26. Failure to attend may result in disqualification from the tendering process.
3.27. YPO reserve the right to change, reschedule, or introduce additional meetings and will notify Tenderers if it decides to do so.
3.28. The meetings will be held commercially in confidence and Tenderers are directed to the information in Section 6 in relation to the obligations of YPO under the FOIA and EIR.
3.29. YPO request that no more than 3 representatives of the Tenderer are present during the dialogue
3.30. Stage 2 will conclude with the issuing of letters to all participating Tenderers confirming the closure of the meetings.
Contract Award Decision
3.31. Once the assessment has concluded, to YPO's satisfaction, YPO will be in a position to decide whether to proceed to award the Contract to the Preferred Tenderer.
3.32. If YPO proceeds to award, it will provide an Assessment Summary to all Tenderers that submitted a Tender, stating whether they were successful and explaining the assessment against the relevant award criteria in accordance with the Act. Where applicable, it will also identify the most advantageous tender, the supplier and its assessment against those criteria.
3.33. Suppliers disqualified or rejected earlier will be notified at that time and given the reason. YPO will issue Assessment Summaries to all Tenderers whose Tender Responses were assessed under Section 50 of PA 2023.
3.34. Once the Assessment Summaries have been provided YPO will also publish a Contract Award Notice on the Central Digital Platform to commence the mandatory standstill period.
3.35. After the mandatory standstill period, YPO will enter into the Contract with the Preferred Tenderer and publish a Contract Details Notice on the Central Digital Platform within 30 days. As the value exceeds £5 million, YPO will also publish the Contract in accordance with transparency requirements.