The process
Bidding procedures for Council contracts often seem testing, but each stage is necessary, as the Council must award every contract on the basis of obtaining value for money for local taxpayers.
The following illustrates a typical procurement process within the Council.
Defining the Procurement Activity
The Council defines its aims, decides what is needed, prepares the business case and then decides how the procurement exercise will be carried out. It will take account of market conditions, legislation and Council Policy.
Inviting Tenders
The Council invites suppliers to put in an offer (tender) in response to an advertisement. In some cases suppliers have to pre-qualify before invited to tender. They do this by answering a questionnaire and supplying information about financial status, previous experience and references, etc.
Evaluating Tenders
The Council evaluates the tenders against set standards (or criteria) relating to value for money. In this way there is an objective assessment and comparison process to judge each tender against the others.
Awarding the Contract
The Council awards the contract to the supplier whose bid offers the best value for money and debriefs the others on where their bid fell short.
Performing and Managing the Contract
The Contractor performs the contract and the Council manages it, checking and monitoring the contractor's performance throughout.
Issues to consider at each stage of the tender process
Potential bidders can increase their chances of being successful in their applications to carry out work for the Council if they pay attention to the following aspects of the process.
Do
- Keep an eye on this website, the Official Journal of the EU and the buy local site for tender notices
- Study the entire tender document carefully ensuring you meet all the requirements
- Ensure you supply all the information and details we ask for
- Ensure your submission reaches us by the deadline, as we are unable to accept tenders that have arrive late even if they were posted before the deadline
- Do not hesitate to contact the Corporate Procurement Team if you require any further information.
Reasons for disqualification
- Identification marks on the envelope
- Tender documents received after the closing date for the receipt of tenders. Please return your tender documents no later than the time indicated on the closing date for the return of tender documents. If you should miss the deadline, your tender will not be considered.
- Tender documents sent to wrong address. They must be returned to the stated return address.
- Tender documents returned in the open post without the self addressed gummed label affixed
- Form of tender not signed.
Reasons for non acceptance
- Uncompetitive - failure to submit the most cost effective, best value offer
- Not quoting a price for the specified product (and the alternative submitted is not the equivalent)
- Not supplying samples of products when requested
- Not supplying samples of management information, reports or COSHH data sheets with the tender documents
- Unsatisfactory references (performance) or financial history.
