Invitation to Tender (ITT)
The formal tender document containing specification, evaluation criteria, contract terms, and submission requirements.
Definition
An Invitation to Tender, abbreviated ITT, is the formal document inviting selected or all suppliers to submit a full bid for a contract. The ITT contains the specification of what is being procured, the evaluation criteria and weightings, the contract terms, the response template structure, and the submission deadline. For Open procedure the ITT is issued at the same time as the Contract Notice. For Restricted procedure it is issued only to suppliers who passed the prior selection stage.
How it works in practice
A complete ITT pack typically consists of: the ITT instructions (what to submit, how to format, where to upload, when), the specification (functional and non-functional requirements), the contract terms (KPIs, payment terms, liability, exit), the evaluation methodology (scoring scales, descriptors, weighting), the response template (sections corresponding to each evaluation criterion, often with question text and word or page limits), the pricing template, and any annexes (TUPE data, asset registers, transition plans). The response window is typically 30 to 60 days for above-threshold contracts. Suppliers should treat the ITT instructions as exam paper: deviations from the specified format, exceeded word counts, or missed sections are common reasons for bid disqualification. Clarification questions are answered through the tender portal and the answers are shared with all bidders to maintain fairness, which is why generic questions get vague answers and bidder-specific clarifications need to be targeted carefully. The pricing template is usually a structured workbook with calculated cells; bidders should test the workbook end-to-end well before submission because broken formulas are a common cause of last-minute drama. The KimonBids bid management module helps teams break the ITT into a structured response plan with sections, owners, deadlines, and word limits enforced.
Common questions
When is the Invitation to Tender issued?
For Open procedure, at the same time as the Contract Notice. For Restricted procedure, after the Selection Questionnaire shortlisting is complete. For Competitive Dialogue or Competitive Procedure with Negotiation, after the dialogue or negotiation phase. The Contract Notice should state the procedure being used.
How long do I have to respond to an ITT?
For Open procedure above threshold, the minimum is 35 days from notice (30 if a PIN was published). For Restricted procedure the ITT stage minimum is 30 days. In practice many buyers allow 40 to 60 days to attract competitive bids. The ITT itself states the deadline.
What goes in an ITT response?
A direct response to each evaluation criterion (often structured as method statement, experience, social value, risk management), the priced offer using the buyer's pricing template, signed forms of tender, and any required certifications. The ITT instructions state what to include and how to format; deviation can lead to disqualification.