The tender process
Achieving value for money through procurement is essential and is something we continually strive to achieve.
As a local authority we have agreed procedures for tenders and contracts which we must follow. We understand that these procedures may seem testing for some suppliers but please be assured that every stage is necessary if we are to deliver robust services and both achieve and generate efficiencies for Cumberland Council taxpayers whilst mitigating against the potential risks to the council and its customer and end user.
Procurement process within the council
The following is our typical procurement process:
Identifying the needs for procurement
We will identify if there is a need for procurement of services, goods or works, and/or are there any other routes available. Once the business case and subsequent options appraisal is completed, the need for procurement and suitable route to the market is defined and timetabled. At this stage, we will be developing a project brief and deciding how the procurement exercise will be carried out. We will take account of possible outcomes and barriers to the procurement exercise including:
- business intelligence/market conditions
- early stakeholder engagement
- internal staff engagement
- legislation and Council policy
Seeking expressions of interest
On completion of contract briefs, we will publish advertisements and contract notices, inviting suppliers to submit an expression of interest. Once received suppliers may be required to provide supporting information, either via a selection questionnaire or within the tender pack. This will include details about their financial status, previous experience and references.
The documentation to be completed will depend on the process used by the authority, the value and complexity of the tender/service being procured and the potential size of the market.
Selection Questionnaire (SQ)
In a single stage process (known as an Open procedure) a questionnaire is sent with the tender documents and is used as part of the technical and financial appraisal.
Inviting tenders
We can invite suppliers to provide tenders from either an advertisement or from those who have successfully passed the expression of interest stage. For example - they have completed a successful SQ. If you receive an invitation to tender, you are being invited to make an offer. Within the tender pack there will be as a minimum:
- a letter of invitation outlining details of all the documents in the pack and the closing date for return of tenders
- terms of contract
- specification
- pricing schedule
- evaluation criteria used to judge the responses.
Specific requirements will apply to individual procurements as will the level of detail and information to be supplied. The main methods used for tendering are the open and restricted procedures.
Evaluating tenders
We evaluate tender submissions against set standards (or criteria) relating to how the tenderer proposes to deliver the services (quality), including social value and the cost of the services (value for money). This criterion is outlined in each tender pack sent out and allows us to provide fair and transparent evaluations of tenders ensuring an objective assessment is achieved and each submission is judged on its own merit.
Awarding the contract
We will inform candidates and tenderers as soon as possible, of decisions reached concerning the conclusion of and the award of the contract. On most occasions we award the contract to the supplier whose bid offers the Most Advantageous Tender (MAT). Contracts with a value in excess of £500,000 will be subject to a decision by Cumberland Council’s Cabinet.
We will inform all tenderers of the decision:
- the successful tenderer selected.
- the unsuccessful tenderers of their scores and the scores of the successful tenderer, why they weren’t selected, and areas they could have improved their submissions.
Performance and management of the contract
The contractor performs the contract and the council manages it, checking and monitoring the contractor’s performance throughout the whole life of the contract.
Things to consider at each stage of the tender process
Potential bidders can increase their chances of being successful in their applications to carry out work for us if they pay attention to the following aspects of the process.
Watch for opportunities published on The Chest, the councils’ web sites and social media platforms, the Cumberland Council Business Bulletin, Find a Tender and the local and trade press for tender notices.
Study the entire tender document carefully making sure you meet all the requirements.
Make sure you supply all the information and details asked for in the required format, answering the questions asked and not the questions you wished were asked.
Make sure your submission is returned before the deadline, as tenders are not usually accepted if they arrive late - even if they were posted before the deadline. If you encounter technical difficulties near the deadline for submitting a bid, then contact us as soon as possible to let us know.
Check your submission to make sure that you have included and attached everything you intended to. Do not attach promotional information that has no relevance to the tender being applied for.