Procurement - Tendering
The Authority Tenders contracts to obtain the best Value for Money, by ensuring processes are transparent and to maximise competition.
Below is a general outline of the Tender process. Not every stage will be used on all occasions and the Authority may introduce other factors. The size, value, complexity and sensitivity of the contract being awarded will determine the chosen procurement procedure.
Advertising the Requirement (i.e. the Contract opportunity)
Expressions of Interest (EOI)
Expressions of Interest are usually required and these should be sent in accordance with the instructions provided within the advertisement.
Pre-Qualification Questionnaire (PQQ)
In the same way that applying for a job means being short listed for an interview, the Authority often requires companies interested in a contract opportunity to be short listed to receive Tender documents. The Pre-Qualification Questionnaire is applied to the first stage of a restricted procurement procedure, with successful suppliers being invited to submit a formal Tender for the next stage of the process.
Evaluation of the Pre-Qualification Questionnaire (PQQ)
The assessment of Pre-Qualification Questionnaire considers many factors. Some of the common factors include: Economic and Financial standing; and Technical and Professional ability - this would typically review Quality Assurance and Service competence; Equalities and Workforce Matters; Health and Safety practices and policies; Environmental Management, Past, relevant and similar experience; and References. (Please note that this list is not exhaustive and the Authority may introduce other factors for the selection process).
Tenders must be delivered to: Committee and Member Services, Lee Valley Regional Park Authority, Myddelton House, Bull’s Cross, Enfield, Middlesex, EN2 9HG. They must arrive by no later than the deadline date given within the Tender documentation, as no extension of time will be permitted. In all circumstances, the envelope must not bear any name or mark indicating the sender. You should not use a postal franking machine which incorporates your organisations name or advertises your product or service. You shouldn’t also use an express delivery service which indicates on the label the name and address of the sender.
Evaluation of Tenders
Tenders are thoroughly evaluated and scored against pre-determined award criteria. Some of the common factors can include: Quality, Aesthetic and Functional Characteristics, Competence, Technical Merit, Technical Assistance, After Sales Service, Delivery (period of completion, delivery date), Sustainability (Social, Environmental and/or Economic aspects), and Price/Cost(s). Please note that these factors are not exhaustive and the Authority may introduce other criteria which will apply to the subject matter of the contract.
As of January 2006 all procurement subject to the EU Procurement Directives must include a statutory Standstill Period. The Authority recognises this as best practice and, as such, adopts this approach for all Tender awards in excess of £50,000.
The Authority will accept:
Written queries about submissions; and
General questions about any aspect of the procurement process.
The Authority will not accept:
Tenders after the closing date and time;
Telephone enquiries (unless specifically invited); and
Lobbying for information from elected Members or officers involved.