FAQ's

What does the Authority purchase?
 
The Authority purchase a large range of items – such as: recreational supplies; cleaning materials; information technology; building services; horticultural services; office equipment; research services; which it uses to provide its services to the Park’s customers.

Does the Authority always look for the cheapest Quotation or Tender?
 
No. the Authority rarely evaluates purely on price. The majority of procurement projects carried out by the Authority will be assessed on the basis of the ‘Most Economically Advantageous Tender’.
 
This can include consideration of the following factors:-
  • Quality (for example, Project methodology/Method statement)
  • Aesthetic and Functional Characteristics
  • Competence
  • Technical Merit
  • Technical Assistance
  • After Sales Service (for example, Customer Service)
  • Delivery (period of completion, delivery date)
  • Sustainability (Social, Environmental and/or Economic aspects)
  • Price/Cost(s) (financial viability of the Tender)

Please note that the above list is not exhaustive and the Authority may introduce other criteria which will apply to the subject matter of the contract.
 
Why do the procedures seem so long and complicated?
 
The Authority is bound to a number of procurement rules and regulations. The most significant rules and regulations are the EU Procurement Directives, Public Contracts Regulations 2006,  the European Court of Justice Rulings (i.e. the Commission’s Interpretation Communication on Community law applicable to contract awards not or not fully subject to the provisions of the Procurement Directives) and the EC Treaty of Rome, which aim to ensure that the procurement process remains equitable, transparent and open to all regardless of where they are based in the European Union..
 
Where does the Authority advertise its Contract opportunities?
 
This will depend on the size of the contract opportunity. All contracts valued over the EU Procurement Thresholds must be advertised in the Official Journal of the European Union (OJEU). Contract advertisements may also be placed locally or in trade journals.
 
Contract opportunities in excess of £20,000 will appear on the Authority’s Buyer Profile section of the website under current Tenders and Contracts.
 
We spent a considerable amount of time applying for a contract and were not shortlisted. Why?
 
There are various reasons why this could have happened. The Authority acknowledges the amount of time needed to apply for a contract and is happy to provide feedback on a Tenderers proposal.
 
Why is the procurement process so formal?
 
This is to ensure that reliability, transparency, equality and honesty is maintained throughout the procurement process. However, the Authority is happy to answer questions specifically about the Tender and the specification should you have any. We need to ensure consistency in the information provided to Suppliers/Contractors and in the way in which we communicate with them.
 
Will I need to attend an interview during the Tender procurement process?
 
Depending on the nature of the contract it can be considered useful to invite Tenderers to an interview assessment to explore or clarify the details of their Tender proposal. 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 transparency and fairness, the award criteria will be clearly defined within the Tender documentation.

The Authority must be sure that in selecting a Supplier/Contractor it is getting Value for Money and that the Service(s), Work(s) and/or Supplies will be delivered effectively. The Tender evaluation is therefore typically based on two key criteria – firstly, how the Tender proposes to deliver the contract (Quality) and secondly, the cost of the contract (Price/Cost).

The Authority is 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/Costs(s) and Quality, commonly referred to as “Most Economically Advantageous Tender” and to be best able to meet the Authority's specification.

Evaluation of the most economically advantageous Tender can incorporate a number of factors including:-

  • Quality (for example, Project methodology/Method statement)
  • Aesthetic and Functional Characteristics
  • Competence
  • Technical Merit
  • Technical Assistance
  • After Sales Service (for example, Customer Service)
  • Delivery (period of completion, delivery date)
  • Sustainability (Social, Environmental and/or Economic aspects)
  • Price/Cost(s) (financial viability of the Tender)

 

 

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