Doing business with the council

All contracts for purchase by the Council will fall under the definition of works, goods or services.

  • Works - In general this will include the execution of building or engineering projects. It can range from civil engineering or construction projects right through to the installation of fixtures / fittings or work such as plastering or joinery.
  • Goods - This will include contracts for the purchase, hire or installation of goods. The definition of goods is extremely broad, but will include computer software as well as utilities such as electricity or gas.
  • Services - This will include any proposed public service contract. Again this is a wide ranging definition, but examples could include waste collection or recycling contracts.

The procurement process the Council is required to follow when purchasing works, goods or services is dependent upon the type and estimated value of the contract.

For 'lower value' contracts, quotations will be obtained and the budget holder and relevant head of service will make the decision as to which supplier to award the contract to. This decision will normally be based on best value for money. Quotations will be obtained using www.delta-esourcing.com. This is a web-based service that provides suppliers the chance to respond to opportunities that arise with the Council as well as over 525 other public sector bodies, representing thousands of individual buyers.

For all other contracts, the proposed works, goods or services will be advertised as widely as possible. Potential suppliers will be asked to express their interest in applying for the contract and complete tender documentation, which will be evaluated against pre-determined criteria to find the successful candidate. Prior to contract award, all interested parties must be informed of the outcome of the tender process. A 'stand-still' period must then be allowed for debrief and objection. Further information on the tendering process can be found in our tendering guide.  

However as an alternative to tendering, where appropriate, the Council may opt to use Framework Agreements to award contracts. This could be through a direct call-off or through further competition with the suppliers on the framework as appropriate.

EU procurement procedure

All local authorities and public sector bodies are subject to EU public procurement directives that govern how it may purchase goods, works or services over a specific value.

How the Council will determine which procurement process to use

The Council will use the thresholds detailed below to determine the appropriate procurement process

TYPE OF CONTRACT / ESTIMATED VALUE  

PROCUREMENT PROCEDURE

Works

Goods / Services

 

Up to £3,000 Up to £3,000 One oral quotation (confirmed in writing where the total value exceeds £500)
£3,001 to £50,000 £3,001 to £50,000 Three written quotations
£50,001 to £4,104,393 £50,001 to £164,175 Invitation to tender* to at least three, and normally no more than six candidates
£4,104,394 and above £164,176 and above Follow the EU procurement procedure (EU threshold figures with effect from 1st January 2016)

*However as an alternative to tendering, where appropriate, the Council may opt to use Framework Agreements to award contracts. This could be through a direct call-off or through further competition with the suppliers on the framework as appropriate.

For further information on doing business with the Council please email procurement@eaststaffsbc.gov.uk