Drafting the reply form

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The entity must transcribe the specifications into a reply form. In order to have similar and directly comparable offers, the entity must require all tenderers to use the reply form. Offers that do not conform to the format of the reply form will be disregarded. This will be clearly stated in the specifications.

Ideally, the reply form is structured in the same way as the specifications. 

Two types of information are to be provided by tenderers on the reply form:

  • technical and organisational information describing all the components making up the service proposed by the tenderers (“technical offer”);
  • financial information relating to the price of the service (“financial offer”).

A. The technical offer

The following tables summarise the type of information that may be requested on the reply form for the main areas of the specifications.

Table 5 : Structure of the reply form for the technical offer

B. The financial offer

The financial offers are presented in tabular form showing the various cost items corresponding to the components of the proposed service. These tables should be strictly identical for all tenderers so that their offers may be compared.

The presentation model for the financial offers proposed below distinguishes between, firstly, operating costs and, secondly, investment.

The financial offers are presented according to the volume of business indicated in the specifications (here). However, the entity may request that the financial offers be projected against various usage scenarios, for example:

  • a minimal usage scenario;
  • a usage scenario corresponding to the volume of business recorded at the time of the tender process;
  • a maximum usage scenario that may correspond, for example, to the number of meals served in a new restaurant after a period of growth in the number of end users.

1. Operating costs

Operating costs distinguish in turn between:

Note: if the entity asked tenderers to submit an offer incorporating different levels of catering service activity, a separate reply form is required for each of the scenarios.

2. Investment

The reply form should make it possible to group the investment offers by type, in order to show the financial impact of the investment on the meal cost to be borne by the entity.

In addition to the summary table, intended to facilitate the comparison of offers, tenderers will provide, in the form of an annex, detailed figures (identification of specific areas, listing of equipment and furniture…) that will enable the entity to make a qualitative assessment of the investment offers.

Table 11: Summary of investment

  Cost excluding tax Cost including all taxes
Total without fees    
Various fees, contingencies    
Overall total    
Investment impact on meal    
Cost of meal with investment impact :    

Content of this guide

With the financial support of the EU
Grant Agreement
VS/2004/0655 SI2.39852