This guide has been produced to assist suppliers and contractors who wish to supply the Counci
How will the guide help you?
Devon County Council encourages competition and welcomes bids from new and established suppliers.
Contracts are usually awarded on a most economical advantageous tender basis. Whilst the Council will not discriminate in favour of locality, it is committed to supporting and encouraging local firms to compete for contracts.
What are the benefits of working with the Council?
If any supplier is interested in pursuing business opportunities with the Council, they should visit www.devontenders.gov.uk where they can register against contract categories that align with their business. When a contract opportunity arises within a category they have indicated, they will receive an alert and can then decide whether or not they wish to register an expression of interest against that specific opportunity and enter into the tender process.
All Devon County Council tendering opportunities are advertised on the Devon Tenders Portal (address above).
Devon County Council serves 740,800 people across the county and covers 2,589 square miles. Devon County Council is the largest authority in the South West.
The Council procures goods, services and works from a diverse enterprise community. Our requirements range from low value, high volume commodities such as stationery and office supplies to high value, critical and complex works and services such as IT solutions, school buildings, waste management provisions and social care services.
As a public sector organisation the way in which we procure goods and services is governed by both internal regulations and national and European legislation.
The Council spends approximately £460m per annum excluding direct employee costs. The Council also has a Capital Budget which varies each year according to the resources available.
The Council is a member of the Devon Procurement Partnership (DPP) and acts as one of the lead authorities along with Plymouth City Council and Torbay Council. The Partnership consists of 19 permanent member organisations. The other members of Devon Procurement Partnership are:-
Dartmoor National Park
Devon & Cornwall Constabulary
Devon & Somerset Fire & Rescue
East Devon District Council
Exeter City Council
Land Registry (Plymouth)
Mid Devon District Council
North Devon District Council
Petroc (formerly North Devon College)
Plymouth City Council
South Hams District Council
South West Water
Teignbridge District Council
Torridge District Council
University of Exeter
West Devon District Council
The Importance of Effective Procurement
Effective procurement supports the Council’s aims and objectives helping the Council to deliver high quality services which meet the current and future needs of local people and provides value for money.
Sometimes the Council will create or join in with a partnership contract that all of the Devon Procurement Partnership authorities are able to call-off from and on other occasions it will procure only for itself. A strategic decision is taken in each instance, dependent on the circumstances and requirements.
All of the Council’s services are delivered through five Directorates:
Each of the Directorates has a representative on the Procurement Policy Group of Devon County Council so that corporate and consistent procurement processes and systems are used across the authority.
What does the Council procure?
The Council requires a wide range of goods, services and works in order to function and to deliver services to the Devon community.
The following is a selection of some of our categories of needs:-
Devon Procurement Portal
For information about forthcoming tender opportunities with Devon County Council the easiest way to be kept up to date is through our Procurement Portal.
Join Devon’s E-tendering Portal on the Suppliers Area on the Devon Procurement e-tendering portal at www.devontenders.gov.uk and register your company against the contract categories aligned with your business.
Use of the Devon Procurement Portal is free of charge to suppliers and user guiders are available in the Suppliers Area section.
Official Journal of the European Union (OJEU)
It is a legal requirement for Devon County Council and other public sector bodies to advertise contract opportunities in certain categories, and above certain financial thresholds, within the Official Journal of the European Union (OJEU). However, it can be time-consuming for suppliers to constantly scour the online journal (OJEU) to find out if opportunities exist, therefore all Devon contracts are also advertised on the Devon Procurement Portal (as above) which provides a one-stop shop for finding opportunities, registering for opportunities and carrying out an electronic tender process.
OJEU thresholds currently stand at:
Goods and services contracts over £139,893
Works (construction) contracts over £3,497,313
If you want to view contract opportunities through OJEU these can be viewed at http://ted.europa.eu/
Contracts may also, from time to time, be advertised in the local press or specific trade publications as appropriate.
The contract notice or advertisement will invite suppliers to submit an expression of interest for a contract. The advertisement will detail the procedure to be followed and what information is required from you, the supplier. It is essential that suppliers provide all of the requested information (you will lose scores where there are gaps in your information).
It is crucial that where a tender closing date and time is set that suppliers leave plenty of time to submit their bids. Leaving it until 11.50 when there is a 12 noon cut-off threshold is fraught with danger. Suppliers are advised to allow tolerance in their timescales to be able to cope with any unforeseen hiccups such as their computer running slowly, a power cut etc. as tenders received after the due date and time will be rejected by the Council for probity purposes.
In such cases where a suppliers bid is rejected on the grounds they were late submitting their tender, the supplier will have wasted their organisation’s time and resources without securing the opportunity of competing to win the business. It cannot be stressed enough that tender submissions should not be left to the last minute. Ideally submit them the day before the deadline date.
The Council applies the principle of “proportionality” to its tender exercises which means that the level of testing of suppliers’ commercial and technical capability and compliance increases with the value and risk in the procurement. Generally the areas of testing are divided between those matters “commercial” and those that are “technical”.
In general, the information requested under the commercial banner is about the organisation itself rather than the product or service in question. The Council needs to verify that the supplier can be identified as a legitimate discrete trading organisation (address of office, registration number and company group information), that it has acceptable levels of economic and financial standing and that it promotes good practices in areas of equal opportunities, environmental protection and health and safety, for instance.
The areas assessed may include:
Suppliers may be asked for certain financial information. Private limited companies and public limited companies may be requested to submit fully audited accounts as registered with Companies House and sometimes references are taken from credit checking agencies. Other applicants may be requested to forward copies of financial statements, business plans or a certified statement of turnover. This information is used to assess the financial position of the supplier in relation to the size of the contract. Information is also required to check that a supplier is registered (if appropriate) for tax and complies with the Council’s insurance requirements. In high risk contracts where non-performance could result in significant financial loss or where operational performance is crucial, suppliers may be required to submit a Parent Company Guarantee or a Performance Bond
Experience, Technical Ability and Capacity
The Council will also assess whether a supplier has the relevant experience, technical ability and capacity to carry out the categories of work or to provide the type and quality of service required. If an application relates to a specific contract, it will be necessary to provide references. Visits to reference sites may also be required. Further questions may be asked tailored to the needs of the individual contract and the responses and supporting evidence will be used to assess whether a supplier has the required level of skills and abilities to fulfil the contract.
Health and Safety
Depending upon the nature of the goods/service/works, suppliers may be required to submit their Health and Safety Policy. Subject to compliance with European Procurement Rules and Regulations other information may also be requested from suppliers such as:
The Council strongly supports equal opportunity, equal access and positive outcomes for all sections of the community. The Council aims to ensure that suppliers that provide services on behalf of the Council comply with equal opportunities legislation and promote equality of opportunity. It also aims to encourage those organisations and individuals with which it does business to observe and adhere to the principles contained within the Council’s Equal Opportunities Policy. Questions may be asked about how equality issues are included in a suppliers employment practices. Copies of the Council’s policies can be obtained by e-mail to email@example.com
Sustainability: Social, Environmental and Economic Sensitivity
Devon County Council is committed to protecting the environment and ensuring a better quality of life for everyone now and for future generations. The Council expects its suppliers to commit to working with the Council to reduce adverse impact on the environment in service delivery and particularly to assist with the Council’s aspirations to become a low carbon authority.
For certain contracts including works contracts, suppliers may be required to demonstrate that they have a suitable quality assurance system in place. This may be demonstrated by certification by an approved assessment company or by our review and acceptance of the organisations quality manual.
Criminal Records Bureau (CRB) Disclosure
When a supplier is to perform works in a location where there are vulnerable people involved eg. schools, homes for the elderly; they may be required to provide evidence of Criminal Record Bureau disclosures for all personnel who would be employed within these areas. This forms part of the Council’s risk management strategy and without this information a supplier will not be allowed to carry out works where vulnerable people are present.
The above outlines some of the more regularly requested evidence but suppliers may well be asked any numbers of other questions which relate to the particular procurement exercise being undertaken.
Tendering for Contracts
Suppliers will either be invited to tender (where an open tendering procedure is being followed) or be sent a pre-qualification questionnaire where a two stage process is adopted.
The purpose of a pre-qualification questionnaire is to assess the potential bidder’s suitability to supply the Council and ability to satisfy the contract before tenders are issued. It saves time and effort being unnecessarily spent on completing tenders by a bidder.
Tender Evaluation and Contract Award
Returned tenders will be evaluated against the pre-determined criteria as specified in the tender documentation. Evaluation will focus on examining how the proposals will deliver the service (quality) and the cost of the service (price). The balance between quality and price will depend on the particular service area. The Council will award the contract on the basis of the most economically advantageous tender.
Within the limits of commercial confidentiality, the Council will always provide unsuccessful tenderer’s feed-back upon their request to find out why their bid has failed. This information can be used to help with any future bids as being unsuccessful in one contract does not mean that a company will be unsuccessful in future.
Devon County Council has to monitor its performance as part of its duty under Best Value, and suppliers and contractors to the Council are monitored to assess their compliance with pre-defined performance criteria. Contracts have to be performed in accordance with the requirements set out in the contract documentation. Contract conditions will be strictly applied. The Council is continuously striving to improve its own performance and it expects its contractors to do the same.
Small and Medium Enterprises
The Council is committed to supporting and encouraging smaller and south west based organisations to compete for business and to improve their ability to meet the Council’s requirements whilst complying with the requirements of EU Regulations, Standing Orders and best practice guidance.
In order to aid under-represented organisations the Council aims to:
The Council has a commitment to Implementing Electronic Government which aims to increase levels of electronic business which includes electronic tendering, ordering and invoicing. The aim is to improve efficiency and reduce the costs associated with the procurement process, for both the Council and the supplier. It is recognised that e-commerce can help suppliers by opening up products and services to a wider market. The Council will seek to work with suppliers which can help deliver its e-Commerce strategy.
How we did business traditionally in the past ...
... now and for the future?
Less steps in the process
No chasing for payment
Electronic Trading - getting started
The first step is to ensure that you have internet access and email in your organisation and that you have a dedicated address for receiving electronic orders. Many companies use individuals' email addresses, but this can lead to chaos when an employee is sick or on holiday. Someone needs to check these emails regularly.
These emails can be treated as standard paper orders and keyed into accounting systems in exactly the same way as any order received through the post. This ensures that your company can trade electronically with any client.
The next level is to set up a web site which allows you to take orders and payments for goods, and accept purchase orders and create electronic invoices if you sell services. There are inexpensive web tools available which will allow you to do all this without having to become a web expert!
If you wish to accept credit cards for payment you will also need to have an electronic merchant account - your bank will be able to help you with this. This will need to be integrated with your web site, again this is commonly done and there is lots of help around to get you up and trading.
The final level is to integrate this with your accounting system in order to cut out any duplication of effort and re-keying of information. Many of the most popular accounting packages can be easily integrated with your web information and your accounting package provider will be able to give you practical guidance.
A supplier’s guide to trading electronically with the Council is available from firstname.lastname@example.org