The CPO has produced the following tender document templates, which are embedded with guidance in the comments, to support procurement practitioners throughout the Cayman Islands Government and all SAGCs. These templates can be used at all values of procurement.
As a matter of compliance, please note that if your procurement project has a value of $100,000 or greater, it must have an approved business case (templates can be found here) prior to the issuance of the opportunity on our designated e-procurement platform, Bonfire.
|Procurement Document Options||Appropriate Usage|
|Option 1a: RFP/Q without Dialogue||This template is suitable for RFP/Qs where it is feasible for the entity to formulate a detailed description of the subject matter of the procurement. The initial vendor submissions are reviewed and a preferred bidder selected without further dialogue. A price-only Best and Final Offer (BAFO) or Reverse Auction is allowed and optional.|
|Option 1b: Low Value (<$100,000) RFP/Q without Dialogue||This template is a simplified version of Option 1a is suitable for RFP/Qs with a value of less than KYD$100,000.|
|Option 2: RFP with Dialogue||This file package is suitable for RFP/Qs where it is not feasible for the entity to formulate a detailed description of the subject matter of the procurement. This options allows for a multi-stage, vendor-involved refinement of requirements and specifications in order to obtain the most satisfactory solution for the entities needs. An initial submission is requested from vendors then reviewed to determine the top-ranked vendors with which dialogue can be conducted in keeping with the policies of the Central Procurement Office. A technical and pricing BAFO process is used to accept refined submissions for final review and ranking. A reverse auction is typically not suitable.|
|Option 3: Pre-qualification Package||This file package is suitable to start the procurement of the goods or services that are of a confidential or sensitive nature and the disclosure through a public competitive process is likely to compromise defence, security, public safety, or is likely to cause economic disruption or is otherwise contrary to the public interest. Suitably qualified vendors are then invited to participate in a secondary, invite-only procurement process in line with option 1 or 2.|
|Option 4: Market Research||This file package can be used where an entity is unfamilair with the subject matter or market in which they are interested in conducting a future procurement or where an entity needs to gauge the level of interest in providing new goods and services to the entity. An entity shall not award a contract as a direct result of market research. A competitive method in line with Options 1 or 2 must be subsquently be undertaken in order to award a contract or a direct award approval process must be initiated.|
|Option 5: Framework Agreement Bolt-On||This file package can be be used as a "bolt-on" i.e. in addition to options 1 or 2 above, in accordance with the policy established by the Central Procurement Office, under the following conditions -
(a) the need for the subject matter of the procurement is expected to arise on an indefinite or repeated basis during a given period of time; or
(b) by virtue of the nature of the subject matter of the procurement, the need for that subject matter may arise on an urgent basis during a given period of time.