Why does the Council ask for a tender and not a quote?
The Council has a statutory obligation under the Government's Best Value Review regime to seek competitive prices. Generally, it is the level of value and risk that determines if the Council asks for a quote or goes out to tender.
What is the difference between a tender and a quote?
The Council will normally seek 3 written quotes for low value work, supplies or services. If the nature of the request is complex, has a higher value, or requires a certain specification that needs to be matched, then the Council will 'Competitively Tender' the works, in accordance with the Council's Contracts Procedure Rules.
What is OJEU?
OJEU is the Official Journal of the European Union. When contracts for works, supplies and services exceed a specified threshold value, local authorities and other public organisations must advertise their details in this publication, calling for expressions of interest.
I've seen advertisements for a Tender and I would like some details. How do I obtain these?
The Council always provides a named contact for information when it places an advertisement for work. You must comply with the requirements of the advertisement and contact the named Officer direct.
What is the difference between a tender and a contract?
A tender means a formal invitation to trade and the documents associated with that invitation. A contract is a term used for when parties have reached agreement.
What is a tender?
This is the process by which the Council decides who is the best provider. The tender itself is the completed and priced document that lays out all the terms, conditions and specification.
The time allowed for pricing and submitting a tender varies; it is normally around 4 to 6 weeks.
Can I submit a tender with my own alternative conditions attached?
No, a tender will only be accepted if it is submitted in accordance with the instructions to tender and in accordance with the terms and conditions of the contract as stated.
Can I talk to Elected (Councillors)/Members of the Council about a tender I wish to submit?
No, this could prejudice your tender in a bidding situation. Elected Members must have no part in the bidding process.
How will I know what criteria is being used to evaluate a tender?
The criteria will usually be set out in the advertisement for "Expressions of Interest" and in the tender documents.
My company is new and will be unable to provide three years' audited accounts or names of referees, can I still do business with Council?
Yes, the Council does not discourage new businesses. A view will be taken on your company's suitability and any potential risk to the Council. Thorough investigations will be made examining your financial status and past performance where possible. You could also be invited to an interview to further examine you suitability.
If my company is interested in doing business with the Council what information do I need to supply?
When submitting a tender each supplier will be asked to provide certain information to assess their suitability. The following information will normally be requested:
- Three years audited accounts
- A bank reference may be requested
- Details of public liability and employee liability insurance
- Evidence of a pro-active approach to equality issues
- A copy of the environmental policy, if one exists
- Health & safety policy
- Details of similar work undertaken or contracts fulfilled
More specific requests may be made in relation to particular contracts and may involve the completion of a pre-qualification questionnaire.
Does the Council have a policy that favours local businesses?
No, the Council does not show favour to any company or individual, although under its responsibility to promote the social, economic and environmental wellbeing of the area local businesses are encouraged to compete for Council contracts. For high value contracts, European procurement regulations require equality of treatment across the European Community.
If I am unsuccessful, what can you tell me about the winning bid?
We will inform you who was successful and briefly outline the reasons for the award. This could include a number of reasons. For example, you are too costly, you have insufficient skills or lack knowledge, you may have failed to understand what is required or failed to complete the documentation correctly. Whatever the reason, if you ask for feedback, we will provide it.
How do I get on the Council's list of approved suppliers?
All approved lists are reviewed annually and as part of that review existing contractors will be asked if they wish to remain on the list and adverts will be placed inviting applications from new suppliers for inclusion on the list. Applicants will be required to supply information similar to that requested in a pre-qualification questionnaire.
