Procurement frequently asked questions

What sort of things does the council purchase?

The council purchases a huge range of items, which it uses in providing its services to the public. It also pays contractors to do work and provide services directly to the public on the council's behalf.

Examples include: stationery, uniforms, vehicles, cleaning materials, books, catering equipment, furniture, window cleaning, catering, pest control, refuse collection, consultants, roofing, plumbing, glazing.

I guess you are looking for the cheapest tender?

We very rarely evaluate a tender purely on price. In the majority of our procurement projects we are looking for the ‘Most Economically Advantageous Tender'. In addition to price, this can include consideration of factors such as:

• Quality issues
• Competence
• Experience
• Technical merit
• After sales service
• Delivery date
• Technical back up
• Policy issues such as equalities & sustainability
• Financial viability of the tender

If I am accepted onto a standing list am I guaranteed to get some work with the council?

No, being accepted onto a standing list does not guarantee the award of contracts. They are lists of companies who have been assessed as being able to carry out the work to the necessary standards. As and when specific contracts arise the standing lists will be used to draw up a shortlist of companies who will be invited to tender. Selection of contractors to be invited to tender is done on a strict rotation basis.

Your procedures seem long and complicated; does it need to be this way?

As a local authority we are bound by a number of rules and regulations in terms of how we conduct procurement. Most significant are the EU Procurement Directives, which aim to ensure that the procurement process remains fair, transparent and open to all regardless of where they are based in the EU.

Further information on the EU Procurement Directives is available in the 'Selling to the Council' guide, see the link below.

Where will I find details of contracts you are advertising?

Very often this will depend on the size of the contract. All contracts valued over the thresholds set out in the EU Procurement Directives must be advertised in the Official Journal of the European Union.

Adverts may also be placed in local and national press and in trade journals.

Details of forthcoming contracts also appear on the Bristol e-Procurement System (BePS) website. Suppliers will need to register onto the system. Expressions of interest can be made through the system, and tender documentation can be accessed.

I applied for a contract you advertised and have been told that I've not been shortlisted/selected. Can you tell me why?

Yes, we are happy to provide feedback on tenderers' performance. We can advise you on which areas of your tender were strong and which were weaker so that you have an opportunity to use this information in developing for future contracts.

Why does the tendering process need to be so formal?

This is to ensure that reliability and honesty is maintained throughout the process. However, we are happy to answer questions specifically about the tender and specification should you have any. We need to ensure consistency in the information provided to contractors and in the way in which we communicate with them.

Will I need to attend an interview/presentation during tendering?

Depending on the nature of the contract it can be considered useful to invite tenderers to an interview/presentation to explore the details of the contract in more detail. This also provides tenderers with further opportunities to find out more about the contract in question.

How will my tender be evaluated?

Tender evaluation is always carried out in a comprehensive, equitable, auditable and transparent manner. To ensure fairness the evaluation criteria and method will be clearly defined before tender documents are issued.

The council must be sure that in selecting a supplier/contractor it is getting value for money and the services will be delivered effectively. Evaluation is therefore based on two key criteria – how the tender proposes to deliver the contract (quality) and the cost of the contract (price). The council are looking for the best balance of quality and price, not just the lowest price. In most cases additional criteria will also be used in evaluating tenderers.

Contracts are awarded to the provider who is considered to offer value for money, having regard to price, quality and best value – sometimes referred to as “most economically advantageous tender”, and to be best able to meet the council's specification. Evaluation of the most economically advantageous tender can incorporate a number of factors including:

• Quality issues
• Competence
• Experience
• Technical Merit
• After Sales Service
• Delivery Date
• Technical Back up
• Policy issues such as equalities & sustainability
• Financial viability of the tender

The criteria to be used will be listed in the tender documents, in order of importance. The weightings of the criteria may also be given.

What are the benefits of selling to BCC?

The public sector accounts for 40% of the UK's spending on goods and services. This expenditure covers almost anything from food to aeroplanes to uniforms.

Public-sector organisations are good customers. They have to be fair, honest and professional in the way they choose suppliers and in any dealings with them. Local authorities are less likely to be subject to fluctuations in the market and they pay promptly and in line with agreed contract terms.