Tenders
How we provide this service
The majority of the contracts that are run by the council are staffed with contractors selected through one of the following methods:
- OJEU Notice - a notification of our intention to award a contract, to which contractors may apply. The notice is published in the Official Journal of the European Union (OJEU), and can be found on a number of tender related websites
- ConstructionLine database - a centrally maintained national database of contractors available to Public sector organisations
- Advertisement - there are instances where we will advertise for contractors. These advertisements are put in Local papers and National magazines that are relevant to the industry. When applying to these advertisements the tendering process is also used.
This service is supported by Property Services, Property.
Should your company be registered to Construction Line or decide to respond to a notice or advertisement and express an interest in bidding for Council work, here are some brief tips which you should bear in mind.
Background
The tender documents you will receive usually consist of the following:
1. Covering letter
2. Pre-Qualification Questionnaire (not used for the ConstructionLine route) - this document contains a series of questions which the applicant must answer, and requires the applicant to provide information relating to their business. The questionnaire is used to "short list" contractors who may be invited to tender for work.
3. Invitation to Tender - this document details important administrative procedures relating to the tender e.g. dates and times, method of tender return, evaluation criteria to be used in the selection of the successful supplier, details of where tender queries should be directed, terms and conditions.
4. Specification - this details the Council's requirements and must be read carefully and complied with.
5. Contract Conditions - This document gives details of the terms under which the Council wishes to do business. These should be read carefully, since it is our policy to contract only on its terms and conditions of contract.
Tips
You should always read the advertisement carefully and submit or request the information required by the dates stipulated by the Council.
The Council normally requires all contractors to complete a pre-qualification questionnaire detailing information about their financial/economic standing and their technical capability. This usually covers information about when your company was formed, what experience you have in providing the goods/services/works being tendered for, details of where the Council may obtain references on your company, and details of your company's finances. To ensure your bid is considered, you must:
1. Provide all the information requested
2. Make sure that you answer all questions accurately
3. Return the information by the closing date specified
Sometimes the information the Council receives from contractors is unclear or in need of further clarification. Once again you should provide any additional information sought by the closing date set.
The tender documents the Council sends out to contractors contain details of our requirements. The documents, particularly the specification, should be read carefully and all information completed fully and accurately. If you do not understand any part of the specification you should ring the Council Officer named in the tender documentation and request further information. This must be done before the tender period closes.
Fax: 01775 761048
Further Information on this service
Equal Opportunities
The Council is an equal opportunities employer and is committed to promoting equality of opportunity for all people irrespective of sex, age, race or disability. The Council is keen to ensure that its suppliers abide by the law and are working to best practice in this area. All suppliers, as part of the tender process, will thus be required to provide evidence that they have equal opportunities policies in place and are committed to them.
Environmental Policies
The Council is committed to using the resources entrusted to it to ensure best value for money at the least possible cost to the environment. As part of this commitment to the environment, the Council's procurement policy will, wherever practicable, focus on:
- Specifying less environmentally damaging products.
- Promoting greater use of renewable sources.
- Encouraging suppliers to use environmentally friendly practices throughout the production process.
When applying for certain Council contracts, you may be requested to supply evidence of your practices and procedures as they relate to the environment.
Health and Safety
The Council is committed to ensuring the health, safety and welfare of its employees and that of all others affected by its undertakings. Contracts to supply goods or services will only be awarded to contractors who can satisfy the Council requirements in terms of resources required and their health and safety competence.
Successful contractors/suppliers are expected to demonstrate compliance with current health and safety legislation including:
- A commitment to the health and safety of its employees, clients and others
- Up to date health and safety policies and procedures
- Adequate risk assessment procedures
- An adequate system of monitoring and reporting accidents, incidents and ill-health
- Access to competent health and safety advice
Contracts are monitored to ensure compliance with contract standards and health and safety requirements.
Links to forms, leaflets and websites providing more information
Constructionline
Procurement Lincolnshire
Source Lincolnshire Portal - Promotes contracting opportunities that exist across local authorities within Lincolnshire.
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Contact Details
If you have any queries about the information provided above, or require further information, please contact Customer Services on 01775 761161 or email info@sholland.gov.uk.
