Financial Management Authority

Mini-tender

A mini-tender is a procurement procedure in which, after giving reasonable notice, a buyer invites specified suppliers under a framework agreement to submit written bids for terms that have not been established in the relevant framework agreement. The procedure generally concludes with a contract being awarded to the bidder that submits the best bid based on the award criteria set out in the framework agreement’s tender documents.

Where some of the terms of a framework agreement with multiple suppliers have not been established, the following rules apply:

When awarding each individual contract, the buyer must consult in writing the framework agreement suppliers capable of performing the contract.
The buyer must set a deadline that is sufficiently long to allow the suppliers to prepare and submit bids for the contract in question. When setting the deadline, the buyer must consider the complexity of the contract’s subject matter and the time required to submit bids.
The suppliers’ bids must be submitted in writing, and their contents must remain confidential until the submission deadline has passed.
The buyer must evaluate the suppliers’ bids using the award criteria set out in the terms of the framework agreement.

Preparing and drafting the mini-tender

Review the qualification and minimum requirements of the framework agreement.
The mini-tender must specify:
1. What is to be purchased?
2. What quantity is required?
3. What services are required?
4. What quality standards and professional expertise are required of suppliers?
5. Where and by what deadline must bids be submitted? Specify the date, time and email address or location.
6. What is the deadline for submitting questions or comments?
7. When must delivery take place?
8. How will the buyer evaluate the bids?

If the framework agreement applies to a single government entity:
1. The entity manages, administers and conducts the mini-tender itself.
If it is a central framework agreement administered by the Financial Management Authority:
1. Two options are available:
  1. Submit a service request to the Financial Management Authority’s Procurement Division, which will manage the entire mini-tender process.
    Submit a service request here.
2. The entity manages, administers and conducts the mini-tender itself.
  1. Send the mini-tender to the suppliers under the framework agreement.
If the framework agreement applies to a single government entity:
1. See the suppliers listed in the terms of the entity-specific agreement.
If it is a central framework agreement administered by the Financial Management Authority:
1. See the suppliers listed at www.midlaegirsamningar.is:
  1. Select the correct framework agreement and section.
  2. Select “Suppliers.”
  3. Click “Mini-tender.”
  4. Enter the required information.
  5. Send the mini-tender to all relevant suppliers.

Select the most economically advantageous bid based on the award criteria of the mini-tender.
Notify all bidders of the outcome and provide reasons for the decision.
If it is a central framework agreement administered by the Financial Management Authority:
1. A notice of bid acceptance is published on the Financial Management Authority’s website and sent to the bidders.
  1. Contents of the notice:
  2. Contracting party.
  3. Total amount in ISK, including VAT.
  4. Number of bids received.

Financial Management Authority

Mini-tender

How do I make a purchase through a mini-tender?

1. Preparation

2. Conducting a mini-tender

3. Opening of bids

4. Bid selection

5. The contract is established, and purchases may be made under it.