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Contracts, Terms and Conditions

Most contracts are based on standard contract documents appropriate to the supplies, services or works being purchased. You should contact The Guinness Partnership Procurement Team for specific details.

It is important for you to fully understand the responsibilities both sides have under the contract.

There are many types of contracts - from one-off purchases to long-term service contracts. For certain requirements, such as stationery, purchasers will often let 'call-off contracts'. These last for a period of time which allows them to place orders to meet the needs as they arise.

'Framework arrangements' allow The Guinness Partnership to identify a number of companies that have successfully met the standards in open competition, without the need to use the full tender process each time. Framework contracts are often used for services.

Increasing your chances

Although there are clear benefits from doing business with The Guinness Partnership, it is important to realise that bidding procedures are testing and that the process is a competition. This is because The Guinness Partnership must award contracts on the basis of getting best value for money for the customer.

At each stage of the tendering process there are issues you should consider. We have outlined some of these issues below. Some of the advice is obvious, but we have included it in this guide because it is not always followed.

Be on time

You will always be asked to provide information by specific dates and to return the tender/Pre Qualification Questionnaire by a specific time. Remember that the date given is the last date by which The Guinness Partnership needs information. It is important to make sure that information and tenders arrive promptly. Please note that any late submissions will not be considered.

The advertisement

For most requirements there will be an advertisement in the OJEU, newspapers, trade magazines or on our website. The advertisement is the first of a number of selection processes - an opportunity for you to decide whether your business can carry out the contract.

 It will often be useful to write in with questions or just to check that you really understand the requirement. Be aware that OJEU advertisements are limited to a certain number of words and you may be able to get extra clarification from the contact.

Pre-qualification

There may be a number of pre-qualification stages that you are asked to go though before being invited to submit your tender. If you have expressed an interest in the contract, you will then be asked to send in information such as, evidence of your financial position, previous experience and references.

You must provide all the information you are asked for in the required format with all the necessary supporting information. For example, if you are asked about previous experience, you should tailor your reply to your audience and emphasise the experience that is most relevant.

The information provided at these stages will be evaluated and will form the basis of deciding whether you will go to the next stage. If you are in any doubt about what is needed, contact The Guinness Partnership Procurement Team.


Failure to provide all the relevant information in the format required will hinder your chances of being invited to tender.

Invitation to tender (ITT)

If you receive an Invitation To Tender, you are being invited to make an offer which may then be accepted by The Guinness Partnership. You must keep to all the requirements at this stage.

The decision about who is chosen is based on certain criteria which are usually listed according to how important they are in the contract notice or ITT (delivery, quality, method, experience, price and so on). It is important to concentrate on the most important criteria but you must make sure you provide relevant information on all criteria.
Of course, you need to make sure that your offer is competitive and represents "best value for money".

Quality Assurance

The Guinness Partnership will want to assess their suppliers against certain quality assurance standards. If you are in an industry where external assessments are normal, or are becoming normal, and if it is appropriate to the contract, you may find this a requirement.

If your firm operates an approved Quality Management System, you should be able to guarantee to provide consistent quality of your products or services. The Guinness Partnership encourages their suppliers to use quality standards. You can also gain added confidence if you get independent assessment of the system in operation.

You can get more information on standards from the Department of Trade and Industry website http://www.berr.gov.uk/


If you are unsuccessful

If you are unsuccessful you may ask for feedback if you wish. The Guinness Partnership policy is to provide feedback to you, if you have asked for this information. Being unsuccessful in one contract does not mean you will be unsuccessful in future. You should use the feedback to help with any future bids.