East Suffolk Council

Procurement frequently asked questions

What is the difference between a Request for Quotation (RFQ) and an Invitation to Tender (ITT)?

We use ITTs for contracts of £75,000 in value and RFQs for anything below this amount. The process and documentation reflects the risk and value associated with the procurement. A tender will likely have more complex requirements, be of higher value and therefore carry a higher risk. Having more comprehensive documents will help to manage these.

How does the Council try to support local businesses?

We are committed to supporting local businesses, to help the economy of East Suffolk. We are unable to positively discriminate towards local businesses in our tenders as we must remain open, fair and transparent, however we run Meet the Buyer events, work with partner organisations and produce guidance documents to help local businesses improve the quality of their submissions. 42% of our spend is with suppliers based in the East Suffolk district.

Do you engage with suppliers during tenders?

Engagement with suppliers before and during tender periods can take different forms such as:

• Preliminary Market Engagement events for suppliers about a tender advertised either on the Government’s contract site and/or the Council’s own sites and social media. This may be a presentation detailing the opportunity, a question and answer session or perhaps a workshop either via Teams or in person.
• Informal conversations bearing in mind the principles of fairness and transparency.
• Requests for Information sent to suppliers with specific questions to answer.
• Trade shows and networking.

Market Engagement is a great opportunity for suppliers to give and receive feedback and to better understand our aims and ambitions.

How can I improve my chances of winning a Council contract?

• Make sure that you read the documents and instructions carefully and clarify anything you do not understand.
• Take note of the weightings of the evaluation criteria and answer appropriately to that.
• If there is a Preliminary Market Engagement event, this is a great opportunity to learn more about the contract so try to attend if possible.
• Make sure you have answered all the mandatory requirements.
• Give your best realistic price. We cannot renegotiate the price after the response has been submitted.
• Give evidence and examples of any relevant skills and experience in quality questions.
• Use feedback received from any previous unsuccessful bids.
• Take a look at the example tender documents on Supplying the Council page for further tips.

What happens if I do not submit my tender response in time?

Responses must be submitted by the time and date stated within the documents. Any late submissions are not able to be accepted.

Is the Council only interested in the lowest price?

Each RFQ and ITT has different weightings and evaluation criteria, so it is important that you take note of this. Some may be based solely on price, however most of our contracts are based on the principle of MAT (Most Advantageous Tender). This means that we will evaluate on the basis of best value for money. The standard weightings within a tender are 70% quality and 30% price.

How can I get onto the council’s approved supplier list?

Under the 2015 Public Procurement Regulations and Procurement Act 2023 we are not allowed to hold approved supplier lists.. We operate Dynamic Purchasing Systems for certain areas of the authority which are entirely online and subject to selection criteria. For more information, please see In-tend East Suffolk Council Electronic Tendering Site.

If our bid is successful, will we be given preferential treatment when the contract comes up for renewal?

No. Suppliers cannot be treated preferentially if/when a contract comes up for renewal. A new tender process will be run and offers will be based solely on the basis of what is contained within their submission.

What is Social Value?

Social Value is the term used to describe the added benefits a contract can bring to the community beyond the initial service delivery. Public bodies must consider how public contracts improve the economic, social and environmental well-being of the area. Social Value can mean a variety of things, from creating apprenticeships to using recycled materials. East Suffolk Social Value Policy.

What does Social Value mean for me in terms of my bid/tender submission?

We are always looking for new ways to gain value for money and bring added benefits to the communities of East Suffolk. Normally there will be a list of examples that we are seeking to be provided as part of the contract. You may already be providing social value which you are unaware of, for example by hiring apprentices, local staff or using local supply chain partners.

Please use East Suffolk’s Social Value Ask to help you select outcomes that are linked to the Council’s objectives for Social Value.

Why do you request so much information from suppliers in your Request for Quotation and Invitation to Tender documents?

We aim to make the procurement process as streamlined as possible. We are spending public money, so we have to be sure that the suppliers we are awarding contracts to are able to meet our requirements and standards. We must ensure we are running procurement processes in line with our Contract Procedure Rules and also relevant legislation if applicable. We try to keep response requirements proportional to the perceived risks involved.

Are there any training sessions available to help me complete tender documentation?

East Suffolk Council and other public sector partners hold training days for suppliers to learn how to improve their bid responses and therefore have a better chance of winning a tender. Please contact us for more details.

View information to the tender documents

Take a look at the example tender documents on Supplying the Council page for further tips.

What is a tender notice?

A tender notice is a formal advertisement notifying suppliers of a contract opportunity or potential opportunity. This will be done Find a Tender Service as well as being advertised on our own website.