Trading with the Council - hints and tips on tendering for contracts
General advice on tendering for Council contracts.
Due to the nature of public sector contracts, tenderers should make themselves familiar with the appropriate guidance and/or Codes of Practice that are currently in force and issued by statutory commissions set up by the UK Government. These are:
- the Commission for Racial Equality (CRE) (whose web site address is: www.cre.gov.uk);
- the Equal Opportunities Commission (whose web site address is: www.eoc.org.uk);
- the Disability Rights Commission (whose web sites address is: www.drc-gb.org).
From October 2007 the regulatory functions of these three organisations will be combined into the Commission for Equality and Human Rights (CEHR).
The CRE and the CBI have published guidance for businesses and this can be found at http://www.cre.gov.uk/proc_cbi.pdf. It will be a condition of contract that the successful tenderers will be required to comply with the Council's Equal Opportunities policy that can be found on its website.
The Council has also signed up to the Mayor of London's Green Procurement Code and tenderers may be required, as part of submitting a tender or as part of post tender monitoring, to demonstrate that they meet its principles.
When you are invited to tender you will receive with tender documentation a document called "Instructions to Tenderers". These instructions are given to all those who have been invited to tender and must be read in full otherwise you may find that your tender is rejected.
Please look at the following 12 hints and these should enable you to submit a compliant expression of interest (application) and quotation or tender (if successful with the application).
- Where you are asked to complete a questionnaire, please remember to complete the information accurately. False or misleading information may mean that you will be excluded from any tender shortlist. Questionnaires usually ask about your:-
(1) financial/economic standing, technical capability/experience. This usually covers information about when your company was formed,
(2) what experience you have in providing the goods/services/works being tendered for,
(3) details of where the Council may obtain references on your company,
(4) workforce related information and compliance with race equality and diversity legislation
(5) health and safety arrangements; and
(6) environmental/sustainability procedures.
-------------------------------------------------- - The tender documents will usually comprise
(1) an instruction to tenderers;
(2) a specification;
(3) a form of tender (and pricing schedule); and
(4) contract terms and conditions.
These documents, particularly the instructions to tenderers, should be read carefully and all information completed fully and accurately.
On being invited to tender, you will usually be asked to complete an acknowledgement. Please ensure that you submit this as soon as possible.
----------------------------------------------- - When submitting your application or bid remember that it will only be judged using the pre-published evaluation criteria that will have accompanied or been included with the documentation sent to you. If you cannot locate the evaluation criteria you should contact the person who sent you the documents. It is therefore essential for you to provide all the information requested, and return the information by the date specified. Sometimes the information the Council receives from suppliers is unclear or is in need of further clarification. Once again you should provide any additional information sought by any revised date.
----------------------------------------------- - The specification sets out what you will be expected to deliver over the life of the contract. If you do not understand any part of the specification you should contact the Council Officer named in the tender documentation and request further information. This must be done before the tender period closes.
----------------------------------------------- - Tenders must always be returned by the date given as no extension of time is allowed and any tenders received after the deadline will be returned unopened to the sender. Even if your tender arrives 1 minute late it cannot be considered so it is important that you deliver your tender to the correct address in good time. Therefore you should not leave submitting your tender until the very last minute (even if you are delivering by hand or using a courier), as being delayed in a traffic jam or stuck in a train will not be considered as a mitigating circumstance.
----------------------------------------------- - The Council will open all quotations and tender documents at the same time.
----------------------------------------------- - Ensure you return the tender in the specially printed envelope (or as instructed) otherwise it will not be accepted.
----------------------------------------------- - When your tender is received there will be a delay in award because it will undergo an evaluation by a panel of Council officers using the pre-published evaluation criteria.
----------------------------------------------- - You may be asked to make a presentation of your tender if you are shortlisted.
----------------------------------------------- - The whole process can take quite a few months from tender submission to award.
----------------------------------------------- - Contracts valued at over £50,000 are awarded by Cabinet Members of the Council, and those over £100,000 by Cabinet (as a Key Decision).
----------------------------------------------- - The Council will award the contract to the person/organisation it considers offers best value for money, having regard to both quality and price (as explained in the evaluation criteria). In most instances you will be offered the opportunity of a debrief if you are one of the unsuccessful applicants or tenderers.
Links
- Rules and regulations for tendering for council contracts.
- Procurement and tendering opportunities
- Corporate Contracts
