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.

European

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

Email: hilda.jackson@havant.gov.uk

Website: http://www.havant.gov.uk/

The following organisations may also be able to provide help and information:

Office of Government Commerce

Tel: Service Desk 0845 000 4999

E-mail: servicedesk@ogc.gsi.gov.uk

Website: http://www.ogc.gov.uk/

BIP Solutions

Park House
300 Glasgow Road
Shawfield
Glasgow
G73 1SQ

Contact Details

Tel: 0141 332 8247,
Fax: 0141 331 2652,
Email: bip@bipsolutions.com

Website: http://www.bipsolutions.com/

Health and Safety Executive

Caerphilly Business Park
Caerphilly
CF83 3GG

Tel: 08701 545500

Fax: 02920 859260

Email: hseinformationservices@natbrit.com

Website: www.hse.gov.uk

Equal Opportunities Commission
36 Broadway
London
SW1H 0BH
Tel: 0207 222 1110

Fax: 0207 222 2810

Email: media@eoc.org.uk

Website: http://www.eoc.org.uk/

Disability Rights Commission

FREEPOST MID02164
Stratford upon Avon
CV37 9BR

Tel: 08457 622 633

Fax: 08457 778 878

Textphone: 08457 622 644

Website: http://www.drc-gb.org/

Environment Agency

Southern Region

Colvedene Court,
Colden Common,
Hampshire,
SO21 1WP

Tel: 08708 506506

Website: www.environment-agency.gov.uk/business/

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.

The following link provides more information prepared by the Department for Business and the Office of Government Commerce on selling to government bodies generally - Winning the contract

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Havant Borough Council, Civic Centre Road, Havant, Hampshire PO9 2AX