Questionnaires are often used as a means
of assessing and short-listing applicants for select
tender lists for supplies of goods and for specific service
The pre-qualification questionnaires vary according to the
nature of the contract being considered but will usually include
information requested provides basic details about a prospective
supplier and verifies that it can be identified as a legitimate,
discrete trading organisation.
Depending on the
size and nature of the contract, companies may be asked for certain
financial information relating to the recent historical performance
of the company. This information is used to assess the
financial position of the organisation in relation to the size of
contract. Information is also required to check that an
organisation is registered (if appropriate) for tax purposes and
complies with specific insurance requirements.
Technical Resources and
Information is requested to enable the
council to assess the resources a prospective supplier has at its
disposal to carry out the contract. By taking up references the
council will be able to make an assessment of past performance.
We strongly support
equal opportunity, equal access and positive outcomes for all
sections of the community and aims to ensure that organisations
that provide services on behalf of the Council comply with equal
opportunity legislation and promote equality of opportunity.
We operate an Environmental Management System (EMS) to help us
measure and manage our environmental impacts. As part of this
we require potential suppliers and contractors to comply with
our sustainable procurement guidelines and as a measure of
this we expect applicants to complete the appropriate
questionnaire, see link under Selling to the
Health and Safety
Depending upon the
nature of the goods and/or services, prospective suppliers may be
required to submit a health and safety policy which refers to
health and safety legislation. Historical data may also be
requested which indicates their record and performance in health
and safety issues.
Tendering For Contracts
If an organisation is successful in applying for a tender, a
set of tender documents will be forwarded. Occasionally the Council
may use an open tendering procedure. This means that that all
applicants will be invited to tender for the contract.
The tender documents will typically consist of all or some of
Letter of Invitation
This will advise where, and by when, tenders should be
Instructions to Tenderers
This provides guidance for completing the tender
Form of Tender
The Company's agreement to the terms and conditions of
Terms and Conditions of Contract
Defines how the council will let the contract, the rules the
tenderer must comply with and the relationship between the Council
and the successful contractor.
what needs to be achieved including policies, procedures or
guidelines to be followed. It sets out the performance standards
and outcomes expected. It will also list the key criteria
which will be used to assess bids received and to select the
winner. This will normally be a combination of quality
criteria and overall costs.
The pricing document where the tenderer enters their price for
performance of the contract.
Quality requirements/ Method statements
Defines how a company intends to provide the supplies or service,
and provides evidence demonstrating relevant experience and
capacity. This will be used in evaluating the bid. A company
will be expected to demonstrate its commitment to Council policies
as outlined in the documentation.
Tender Evaluation and Contract Award
All tenders received by the closing time for tenders will be
evaluated against the relevant criteria. The Council will
select the winning bidder on the basis of overall value for
money. Evaluation will focus on examining how the tender
proposals will deliver the service (quality and reliability) and
the cost of the service (price and associated costs). The balance
between quality and cost will be dependent upon the particular
service area. The successful tenderer will be notified in
writing or by e-mail.
Suppliers and contractors will be monitored to assess their
compliance to any Service Level Agreement forming part of any
contract. Contracts have to be performed in accordance with
the requirements set out in the documentation. Contract conditions
will be strictly applied.
The Council is continuously striving to improve its performance
in all aspects of the organisation and it expects its contractors
to do likewise.