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)
All information relating to the Authority’s procurement projects can be found on the In-Tend website. Registration is free and information can be viewed once you have logged in. The In-Tend Supplier Guide will help with step to step guidance. (attached)
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 via the In-Tend Procurement Portal.
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. Contract award notices will be placed on the Contracts Finder portal as required by Public Contract Regulations 2015.
The Authority will accept:
Written queries about submissions; and General questions about any aspect of the procurement process should be corresponded via the In-Tend Procurement Portal
The Authority will not accept:
Tenders after the closing date and time;
Telephone enquiries (unless specifically invited)
Lobbying for information from elected Members or officers involved
Download our full terms and conditions for the supply of goods and services.