Applying for Contracts

Pre-Tender Process

An advertisement or contract notice will be published which will invite Companies to submit an expression of interest or to offer to provide supplies, services or works. The advertisement will detail the procedure to be followed and provide an outline of requirements.

Applications for tender documents must be made by email, letter or fax.

Companies will either be sent a Pre-Qualification Questionnaire (PQQ) or a Specification of Requirements (SOR) prior to being invited to tender. Alternatively an Invitation to Tender will be issued if following the open tendering process.

The PQQ/SOR will be used to assess the bidder’s suitability to supply the Council and satisfy the requirements of the contract. The PQQ/SOR must be completed in full and returned by the response due date.

The information requested in the PQQ/SOR will provide the Council with basic information on your Organisation, verifying that the Organisation can be identified as a legitimate discrete trading company, that it has acceptable levels of economic and financial standing and that it promotes good practice in areas of equal opportunities, environmental protection and health and safety.

Companies will be required to provide financial information over a two-/three-year period. Private and Public Limited Companies will be required to submit fully audited accounts as registered with Companies House. Other applicants should forward copies of financial statements, business plans or a certified statement of turnover. This information will be used to assess the financial position of the Company in relation to the size of the contract to be awarded and to determine whether the Company is registered for tax and complies with the Council’s insurance requirements.

All potential contractors will be required to submit a Health and Safety Policy detailing how health and safety issues are managed within the company.

Bidders will be required to provide references. Relevant experience and technical ability to carry out works and the ability to provide the type and quality of service required must be demonstrated. Further information may be required and questions may be tailored to the needs of the individual contract. The responses and any supporting evidence will be used to assess whether the Company has the required level of skills and abilities to carry out the work and provide the type and quality of service required.

Subject to compliance with European Procurement Rules and Regulations the following information may also be requested from Companies:

SBC strongly supports Equal Opportunities, Equal Access and positive outcomes for all sections of the community. SBC is aware of its responsibilities under the Freedom of Information Act 2000, Data Protection Act 1998, Human Rights Act 1998, Disability Discrimination Act 1995, Race Relations Act 1996 and Sex Discrimination Act 1975 and as a major purchaser of goods and services SBC recognises its role and promotes ethical trading. Suppliers are encouraged to observe and adhere to these principles.

SBC supports sustainable, environmentally friendly practices thus ensuring a better quality of life for everyone and requires suppliers to follow practices that take into account the environmental impact of their products and services in all stages of the life-cycle (Local Agenda 21).

For some contracts including works, Companies may be required to demonstrate that they have a suitable quality system in place.

Process to be Followed by Tenderers who have met Swindon Borough Council's Pre-Qualification Criteria

Successful companies will be forwarded a set of tender documents consisting of:

• Letter of Invitation – advises when and where tenders should be submitted
• Invitation to Tender – provides guidance for completing the tender documentation
• Contract Specification – sets out what needs to be achieved, including policies, procedures, guidelines, performance standards and expected outcomes
• Schedule of Rates/Pricing Document – provides an outline for costs to be entered
• Terms and Conditions of Contract – provides the legal framework and defines the obligations of both parties
• Quality Requirements/Method Statement Questions – questions how a company intends to provide the service, including supporting evidence demonstrating relevant experience and commitment to Swindon Borough Council policies
• Tender Evaluation Criteria – advises how the submission will be evaluated and the contract awarded
• Pre-addressed Tender return envelope – states the time and date by which the tender submission must be returned. (Late submissions will not be accepted/considered.)
• Supporting Documentation – any other relevant information

Documents may also be available in electronic format.

How to Submit a Tender

Ensure that:

• All requested information is provided
• The goods and services provided are relevant
• The price is competitive
• The quality is excellent
• Contact details are comprehensive
• Deadlines are adhered to – late submissions will not be accepted
• You don’t place any identifying marks on the Tender envelope (this will nullify your submission)
• You don’t request a meeting to discuss your bid during the tendering process

Tender Evaluation and Contract Award

Returned tenders will be evaluated against pre-determined criteria as specified in the tender documentation and will focus on examining how the tender will deliver the service (quality) and the cost of the service (price). The contract will be awarded based on the most economically advantageous tender submission. The successful company will be notified in writing by letter or by official electronic communication.

Debriefing of Unsuccessful Bids

If a bid is unsuccessful we will endeavour to provide feedback within the limits of commercial confidentiality. This information may be useful when submitting future bids.