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.
The Official Journal of the European Union (OJEU) is where tender opportunities above the OJEU thresholds must be advertised. Tenders are advertised across Europe due to EU membership (this may be revised under any Brexit deal.)
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 events to help local businesses improve the quality of their submissions.
Market Engagement Days can take different formats depending on the tender. Usually there is a presentation detailing the opportunity, a question and answer session or perhaps a workshop. It is a great opportunity for suppliers to give and receive feedback and to better understand our aims and ambitions.
Bid responses must be submitted by the time and date stated within the documents. If there are technical issues with Delta that prevent this from happening, email submissions will be accepted. For any other reasons, submissions may be accepted but at the council’s discretion.
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 MEAT (Most Economically Advantageous Tender). This means that we will evaluate on the basis of best value for money. The standard weightings within a tender is 70% quality and 30% price.
Under the 2015 Public Procurement Regulations, approved supplier lists are not allowed to be held. We operate a Dynamic Purchasing System for certain areas of the authority which are entirely online and subject to selection criteria.
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.
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
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.
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. Response requirements will be proportional to the perceived risks involved.
East Suffolk Council and other public sector partners in Suffolk 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.
A contract notice is a formal advertisement notifying suppliers of a contract opportunity or potential opportunity. This will be done via Contracts Finder and OJEU if the value exceeds the thresholds, as well as being advertised on our own website.