The tendering process
We normally use either an open or restricted tendering procedure.
With an open procedure any interested company can tender for the contract.
A restricted procedure will involve a company meeting pre-qualification criteria in order to be invited to tender.
We issue information setting out the background to the project, the council's objectives and an outline of the proposed procurement process. It will also outline the timetable with clear roles and responsibilities.
The tender documents will consist of all or some of the following:
- Instructions to tenderers - provides guidance for completing the tender documentation.
- Form of tender - a company's agreement to the terms and conditions of tender.
- Specification - sets out what needs to be achieved including policies, procedures or guidance to be followed.
- Schedule of rates/pricing document - the document where all prices are entered.
- Terms and conditions of contract - defines how the council will let contracts and the rules tenderers must comply with.
- Return details - states the time and date by which the tender must be returned.
- Any relevant supporting information.
Late tenders will not normally be considered.
Tender evaluation and contract award
Returned tenders will be evaluated based on how the proposals will deliver the service (quality) and the cost of the service (price).
Successful and unsuccessful tenderers will be notified in writing. For OJEU tenders there is a minimum of 10 days between communicating the decision to all tenderers and actually awarding the contract.
The council will aim to offer feedback on unsuccessful bids.