Following your application, if you are short-listed you will be issued with a tender package.
This will comprise (at least):
- the invitation to tender (ITT) which will incorporate the form of tender
- the specification
- the contract conditions
- a bond or bond undertaking if required
- the parent company guarantee (if relevant)
Contracts are awarded on the basis of lowest price or “most economically advantageous”. Although price remains of fundamental importance we now look at quality and price to make sure that the product or service or works that we buy are the most suitable that we can afford.
The ITT will explain the basis on which your bid will be evaluated. The evaluation criteria will consider a range of quality and other non-commercial issues that may lawfully be taken into account in addition to the price.
If the contract is a complex one or is of particular importance to the council we may ask you to come to an interview or ask to visit one of your reference sites.
Estimates and quotations
We will ask for a quotation (or sometimes an estimate where the scope of the services etc is not entirely clear) for low value, low risk procurements (anything up to £30,000).
We will ask for one quotation where the value of the procurement is under £10,000 and three quotations where the value is between £10,001 and £30,000.
An estimate is an estimate of the cost that we as the purchaser are likely to have to pay you for a service, supply or works.
When you send us an estimate we will need to know how you have compiled the figure.
For example, is it fixed hourly or daily rates for labour and does it include fixed itemised costs for supplies. Any variation from the estimate would need to be explained.
A quotation, if accepted, is the agreed price for the completion of the purchase (subject to unforeseen changes), service or work as described in the letter asking for the quotation.
A tender or competitive tender is the document that lays out all the conditions and the specification and is issued by us and completed and priced by you.
At the end of the evaluation process we will make our decision and let you know the outcome.
We are very happy to provide feedback on your tender submission if you ask for it.
For procurement questions, email Debbie Quincey, the strategic procurement advisor, or call 01223 457400.
