As well as carrying out procurement activity in-house, we also work with Welland Procurement, who support and advise us on procurement processes for requirements that are £50,000 and above in total value.

Visit the Welland Procurement Website to find out more information on public sector procurement, procurement documents, top tips for tendering and useful links.

How we award contracts

Contracts and Procurement

Procurement in the public sector from 1 January 2021

The United Kingdom (UK) has left the European Union (EU) and on 31 December 2020 the transition period ends. At the end of the transition period, current public procurement principles and legislation will not be affected (such as procurement procedures and financial thresholds), however, the Council will have to change where it advertises new procurement opportunities:

How we award contracts

Tendering is a formal competitive process where bidders compete for contracts. This process is followed to ensure competition, transparency, fairness and accountability.

Councils are subject to UK and EU legislation on public procurement, as well as the Council’s own internal regulations (Contract Procedure Rules). This means that almost everything we buy must be subject to a competitive process. This can take the form of either a quotation or tender exercise.

Contracts are awarded as a result of a fair, open, transparent, non-discriminatory and compliant procurement process and we are committed adhering to these principles.

To give yourself the best opportunity of being awarded a contract by the Council through a competitive process, you need to:

  • Read all the quotation / tender documents thoroughly and ask questions (if you have any) before any stated deadline
  • Respond in the required format, including answering all questions and providing all of the required information by the required time and date (the tender deadline)

You will be advised within the documents as to how quotes and tenders will be evaluated – usually on both price and quality criteria. The bidder with the highest score following that evaluation will be awarded the Contract. At this point, the successful bidder will be asked to sign a written Contract with the Council. If you have been unsuccessful, you will be notified in writing and given feedback on your quote or tender.

The Procurement Process

The procurement process we follow depends on the estimated total contract value of what we are looking to buy. The information below gives an overview of these values and the type of procurement process:

  • Below £10,000: we carry out a single quotation process for award to a supplier
  • Between £10,000 and £49,999: we shall request at least three quotations from suppliers
  • £50,000 and above: this is our tender threshold, where tender opportunities are advertised and a formal tender process is followed using Contracts Finder and East Mids Tenders
    e-tendering portal.

The information you will need to provide

Before proceeding further please make sure you read the privacy notices for Accountancy Services and Welland Procurement Services.

The information you will be asked to provide will vary depending on the nature and value of the contract. However, you may be asked to provide some or all of the following information:

  • Information relating to your organisation
  • References
  • Technical information relating to the nature of the contract
  • Financial information
  • Insurance details

You will also be asked to respond to specific questions designed to find out how you will deliver the contract, along with a price for your proposed contract delivery.

Please ensure that you provide all the information requested or explain why you have not been able to do so. Please also ensure that you respond in the required format – this will help the evaluators' assess your quote or tender properly and will also help to ensure that you don’t miss anything out.

Contract register

This document lists all currently active contracts as well as all Purchase Orders above £5,000.

Contracts Register (Excel Spreadsheet, 28.04 Kb)

Last updated: Monday, 22 March 2021 10:49 am