A Guide for
Suppliers
Why we have a guide
The Council buys goods, works and services from a range of
suppliers. Contracts vary from small one-off purchases to large
works or service contracts.
One of the key principles of the Procurement Strategy is to
develop a mixed economy of suppliers and promote partnering
arrangements. We are keen to develop participation by small firms
and the voluntary and community sectors, and to work with suppliers
to deliver community benefits in a way that is consistent with best
value, and in compliance with procurement law.
Therefore we have developed this Guide to assist all
organisations who want to bid for contracts with the Council.
It provides an explanation of our contract and tendering
procedures, and also means we can make you aware of business
opportunities. It should help you in taking practical steps to
ensure that you are in a position to compete for business.
The Council has a duty to protect public interest and to
ensure public money is spent properly. Legal requirements mean that
we cannot favour businesses simply because they are located in the
Borough or employ local people. We have to meet contract
regulations and must always ensure we are providing equal
opportunity and achieving the best quality at the best price.
What we buy
Listed below are typical purchases we make the list is not
exhaustive:
|
Goods
|
Computer hardware |
| |
Computer software |
| |
Stationery supplies |
| |
Mobile phones |
| |
Photocopiers |
| |
Office furniture and equipment |
| |
Vehicles |
| |
Clothing |
|
Works
|
Property maintenance |
| |
Construction contracts |
| |
Engineering including Coast Protection |
| |
Landscaping and grounds maintenance |
|
Services
|
Consultancy (Various) |
| |
External printing |
| |
Agency staff |
| |
Advertising |
| |
Insurance |
| Utilities |
Management contracts (Various)
Contracts will be advertised on the Website.
|
The Regulations we have to follow
We have to follow particular regulations when we buy goods, works
and services to ensure fair competition, probity and value for
money. These cover how we advertise and tender.
These state that if a contract exceeds the relevant European
Union thresholds (Works £3,497,313; Supplies or Services £139,893
these are the limits applicable from January 2008) we normally have
to advertise in the Official Journal of The European Commission,
inviting expressions of interest to tender.
There are European Directives that set the timescales we have
to follow. These rules aim to ensure open and non-discriminatory
competition. You can find out more about the European rules from
BIP Solutions. They also have other useful information about doing
business with the public sector and guidance on how to make the
most of opportunities available.
Council Contract Standing Orders
These regulate how we conduct our business and anyone employed
by the Council (staff, consultants etc.) must conform to them. They
set out the procedures for advertising, evaluating and letting
contracts of different values.
How we decide the tender
procedure
The estimated value of a contract will determine the tender
procedure we follow, including how many tenders we need to invite,
how we advertise and what checks we make. This is set out in the
table below:
|
Type
|
Contract Value
|
Minimum number invited to
tender |
|
Works
|
£1,000 to £50,000
|
Normally 3
|
|
|
£50,000 to £3,497,313
|
4
|
|
|
Above £3,497,313
|
As per EC Procedures
|
|
Supplies and
Services
|
£1,000 to £50,000
|
Normally 3
|
|
|
£50,001 to £139,893
|
4
|
|
|
Above £139,893
|
As per EC Procedures
|
For lower value contracts we do not need to seek tenders and
can award a contract on the basis of value for money.
For larger value contracts, the Council must be satisfied with
the competence of the selected contractor, and will carry out an
evaluation of their financial standing.
How to find out about contract opportunities
We will shortly be starting to advertise contracts on this
part of our website.
If it is of a value above the EU threshold for the relevant
type of contract, it will be advertised in the Official Journal of
The European Commission. The journal is only available via the
internet (
http://ted.publications.eu.int/).
The advertisement will summarise the service we require, the
relevant timescales and deadlines, and will ask for expressions of
interest.
We may also send copies to contractors we expect might be
interested in the contract.
We do not currently keep approved lists of suppliers.
Any approved lists that are created will be set out on the
Approved Lists page of this site.
Tendering for
business
Who can submit a tender?
For all contracts, regardless of value, a contractor must be
selected who:
- can confirm a business contact address and telephone
number
- has an acceptable level of public liability insurance (and
where appropriate, other necessary insurances)
- is registered for tax and holds a valid certificate (where
appropriate)
- is able to provide independent referees from whom reference may
be sought for contracts completed within the last three years
- complies with the relevant industry standards.
The tender process
If you are interested in tendering for a contract you need to
express your interest. Depending on the contract, we may send
a pre-qualification questionnaire, which we will use to decide who
to invite to tender.
If you are successful in being invited to tender, we will
forward the following documents to you, as appropriate:
- An invitation to tender showing when, where and how the tender
should be submitted
- Contract conditions defining the terms of business between the
Council and supplier
- Specification setting out the Councils requirements and any
technical requirements
- Schedule of rates for entering prices
- Form of Tender - where you make your formal tender offer
It is important that you follow all instructions about what
you need to include and how to return the tender, to avoid
disqualification. The tender must be submitted on time, as no
extension will be allowed.
Awarding
and managing contracts
Evaluation of tenders
Once received, all tenders will be kept securely until the
closing date. They will be opened together in a controlled way.
Details of the contractor and the value of the tender will be
recorded in a register.
To preserve the integrity of the competitive process,
evaluation of tenders is carried out objectively and in a
consistent way. We often select suppliers on the basis of overall
value for money. Price is important, but there are occasions when
other criteria will be considered such as quality, reliability,
delivery times, technical assistance, after sales service
etc.
If necessary we will carry out post-tender discussions with
tenderers to seek more clarification on non-financial aspects of
the tender, prior to awarding the contract.
Awarding Contracts
The Council will inform all tenderers of the outcome of their
tender as soon as is practical after they have been opened, and
will discuss terms and conditions with the successful
tenderer.
With regard to contract documentation, for contracts valued
under £50,000 we will normally issue a purchase order supported by
standard or non-standard terms and conditions and other necessary
attachments or conditions.
If the value is more than £50,000 we will normally prepare
full Conditions of Contract documents. This will cover relevant
matters such as dayworks, collusion, corruption, insurance,
liquidated damages, performance guarantees, sub-contracting and
policy requirements.
Contract Management and
Monitoring
The Council will monitor progress of the contract, or the
standard of services provided on our behalf, to ensure that the
requirements of the contract are being met.
For works contracts this will involve regular communication
with a contract administrator and submission of activity records.
For service contracts an officer will be designated to monitor
performance of the contractor.
Payment will be made in accordance with the agreed terms and
conditions. Should you have any difficulty with regard to payment
within the agreed terms and conditions please let Hilda Cheverton,
Procurement Manager (Tel: 02392 446396) know as we pride ourselves
on paying promptly.
Policy
considerations
Health and safety
Contracts will only be awarded to
contractors who can satisfy the Councils requirements in terms of
health and safety competence, and that can demonstrate compliance
with health and safety legislation. You can get more information
from the Health and Safety Executive.
Equal
opportunities
The Council is committed to
promoting equality of opportunity irrespective of sex, age, race or
disability. We will ensure that our contracts are delivered in a
way that is non-discriminatory. We expect all of our suppliers to
have equal opportunity policies in place, and to comply with all
current legislation and the codes of practice issued by equality
commissions. You can get more information from the Equal
Opportunities Commission2 or from the Disability Rights
Commission2.
Sustainability
The Council is committed to
addressing the environmental impact of it activities. Our suppliers
are encouraged to demonstrate an awareness of sustainability issues
and to promote practices that are consistent with our Policy. You
can also get more information on sustainable procurement from the
Environment Agency2.
Who to contact
If you would like more general information please
contact:
Hilda Jackson,
Procurement Manager,
Havant Borough Council,
Civic Offices,
Civic Centre Road,
HAVANT, Hants.
PO9 2AX
Tel: 02392 446396
The following organisations may also be able to provide help
and information:
Office of Government Commerce
Tel: Service Desk 0845 000 4999
BIP Solutions
Park House
300 Glasgow Road
Shawfield
Glasgow
G73 1SQ
Contact Details
Health and Safety Executive
Caerphilly Business Park
Caerphilly
CF83 3GG
Tel: 08701 545500
Fax: 02920 859260
Equal Opportunities Commission
36 Broadway
London
SW1H 0BH
Tel: 0207 222 1110
Fax: 0207 222 2810
Disability Rights Commission
FREEPOST MID02164
Stratford upon Avon
CV37 9BR
Tel: 08457 622 633
Fax: 08457 778 878
Textphone: 08457 622 644
Environment Agency
Southern Region
Colvedene Court,
Colden Common,
Hampshire,
SO21 1WP
Tel: 08708 506506
PLEASE NOTE
This guide applies to doing business with Havant Borough
Council. Procedures for other local authorities may be different;
depending on their functions, structure and location. Havant
Borough Council is constantly working to improve its service to the
community and as a result the procedures and other information in
this guide may change over time. Havant Borough Council does not
provide any kind of warranty that the use of this guide will result
in the awarding (or continuation) of a council contract. Changes to
the procedures in this guide might exceptionally be made for
particular contracts.
Back to top
Back to main page