Procurement FAQs
FAQ's relating to Selling to the Council
Q: How do I sell to the council?
A: Please see our selling to the council page and supplier guide document. You can find useful contact names on the procurement contacts page (page 5)
Q: Where do I find out what things the council buys?
A: We have listed some of the items on our selling to the council page. We publish our spending (over £500) every quarter.
Q: How do I find out about supplier opportunities?
A: We advertise all contract opportunities on our website. If you want to find out about future opportunities anywhere in the south east, you can register on the South East Business Portal for free, giving your chosen areas of interest. You'll then get an email every time there is a relevant opportunity, including with this council. There are links where you can register with other regional portals.
Q: How likely am I to win a council contract?
A: Our tendering process, selection of bidders and award of contracts are fair, open and objective. We use criteria in our documentation to determine which offer is the most economically advantageous and offers the best quality over the lifetime of the contract e.g. approach to health and safety, price and ability to meet the essential requirements. We do not distinguish between small and large organisations and we evaluate all potential suppliers in the same way.
Q: How can I improve my chances of winning a council contract?
A: When responding to tenders, you need to make sure you clearly demonstrate that you meet the required standards and service delivery requirements at an economically advantageous cost.
Q: Do I have to submit my documentation electronically or can I send them by post?
A: We accept tender documents and pre qualification questionnaires in either hard copy or electronic form, or both. We do encourage suppliers to submit documents electronically in order to simplify the process and to reduce environmental impact. Full instructions on how to submit documents electronically are included in the tender information document for each contact.
Q: What happens if I can't get my tender in on time?
A: You must return your tender by the deadline stated. Our policy is to reject any tenders received after the deadline.
Q: Is the council looking for the cheapest tender?
A: Procurement regulations allow us the choice between the "lowest price" and the "most economically advantageous tender" (MEAT). Our policy is to use MEAT when selecting tenders and it can be broken down as the combination of quality and whole-life costs that will meet the user's requirements. For more information please refer to our Tender Evaluation Policy.
Q: How are tenders evaluated?
A: Our evaluation process is set out in the tender evaluation policy. The policy brings together best practice in procurement and clarifies the process to be followed by council officers. Please refer to the procurement process guide page for a summary of the tender evaluation policy.
Q: Can you give me feedback on why I've not been invited to tender?
A: Under directives, suppliers are legally entitled to request feedback on any unsuccessful bids made. Within the limits of confidentiality, we can tell unsuccessful suppliers which aspects of their bid were the strongest, which were the weakest and potentially advise on how to improve and develop for the future. Being unsuccessful in one contract does not mean you will not be successful in future contracts. You should use the feedback we give you to help improve any future bids you make.
Q: I run a small business and I do not produce annual accounts. Can I still win council business?
A: Yes you can. For the majority of contracts below £25,000 we do not need to see any accounts. The only information we need from you is your annual turnover and the accounting period to which it relates.
Last reviewed: 06 - 02 - 2012
