The ILL procurement process

Above €50,000 (about £45,000)

An outline specification of the tender is passed to the STFC Industrial Liaison Office (UK ILO) before the tender is released for us to circulate and recommend companies.

These tenders are circulated to relevant sectors on STFC’s Tender Opportunities Service.

Below €50,000 (around £45,000)

ILL finds companies from its procurement database and contacts. The UK ILO may be asked for specialist purchases.

For these tenders, relationships with technical staff at the ILL are vital. Please contact us for assistance in making those links.

Sourcing requests

For purchases estimated to be above €50,000, the ILL issues a sourcing request to the industrial liaison officers appointed by each member country ahead of the call for tender. The sourcing request includes a brief description of the upcoming tender, and the industrial liaison officers can propose additional companies to include in the tender. Only the industrial liaison officers can suggest additional bidders. Firms cannot propose themselves. The final decision on which companies to include is the ILL’s and they cannot always include all suggested companies.

Register with our STFC Tender Opportunities Service to be informed of these opportunities.

Calls for tender

Following the sourcing request, selected bidders receive an invitation to tender. The invitation to tender is sent via email and provides a link for companies to access the tender documentation. The deadline to submit a bid is usually about four weeks from when the tender is issued. Please ensure you submit the information in the correct way as stipulated in the documentation.

If your firm is selected but you decide not to bid, inform ILL of your decision: this will help to ensure you are invited to participate in future tenders.

Contracts are usually awarded on the basis of best value for money.

Tips for bidding at the ILL

If you’re not sure, ask (STFC or ILL):

• Do not make assumptions about what the ILL is asking for, ask.
• Contact details for questions on technical aspects are included in the tender documents.

Contracts are usually awarded on the basis of best value for money, to the firm whose bid meets the technical, financial and delivery requirements.

Country of origin

• For supplies, the country of origin is the country of manufacture or last major transformation (including sub-assemblies and components).
• For services, the country of origin is the country in which the contractor is established.
• Pick your preferred currency: GBP or EUR.
• Be prepared to make a competitive bid.
• All tender documents should be available in English.
• Acknowledge receipt of the tender documents.
• Make sure you complete all documents and double check the number of references required.
• Ensure you submit the information in the correct way as stipulated in the documentation.
• Respect the deadlines.
• A decline is better than no response if you do not wish to bid so if your firm is selected but you will not be bidding please ensure you inform the ILL – this will help to ensure you are invited to future tenders.