Building the Economy in Bridgend

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1 Bridgend County Borough Council SUPPLIERS GUIDE Building the Economy in Bridgend

2 C O N T E N T S PAGE 1 Foreword 2 Who to Contact 3-4 The Purchasing Process 5 Where do I find out about Council Tenders? 6 Supplier Criteria 7-8 Conditions of Contract Award

3 WHO TO CONTACT The procurement of goods, services and works is ultimately the responsibility of the Director of each of the five Directorates of the Authority and the appropriate Cabinet Member. In the case of the goods and services in common use the Head of Strategic Procurement is authorised to act on behalf of the Authority in formulating corporate contracts. Purchases under 1,000 are delegated to individual officers. The following is a list of central stores or departments where corporate purchases occur. Potential suppliers should contact these people directly:- Public Buildings & Highways Maintenance Barry John I.T. and Communications Peter Richards Steve Durbin Printed Materials Bill Hopkin Corporate Procurement Linda Harris Fleet Anthony Thomas Building Maintenance Alun Roberts Architects Martin Keegan

4 THE PURCHASING PROCESS The procedure, which the Council uses in purchasing goods and services, depends on several factors. These include: the value of the goods and services concerned, the frequency with which they are required, United Kingdom and European Community laws (particularly for higher value contracts). TYPES OF CONTRACTS There are two main types of contracts / agreements. Either - A purchase of a product or service by a specified date, or - A framework arrangement for an agreed period of time without a commitment to purchase a specific quantity. TENDERING TO SUPPLY GOODS AND SERVICES WORTH OVER 200,000 ECU ( 154,477 APPROX.) Under European Procurement Directives, purchases of certain goods and services over a threshold of 200,000 ECU ( 154,477 as at 1 January 2002) must be advertised in the Official Journal of the European Communities (OJEC) and subject to formal tendering process.any business which can meet the Council's 3 requirements is permitted to either submit a request to participate in the first stage of the tendering process or to submit a tender, depending on the procedure selected by the Council.This culminates in the award of a contract, which details the terms under which the contract has been awarded. For a purchase, a series of purchases or contracts worth more than 154,477 approximately, the Council usually requires at least four formal tenders. The successful supplier must conform to the Council's specification and quality standards and will be subject to a number of contract conditions. TENDERING TO SUPPLY GOODS AND SERVICES WORTH BETWEEN 19,310 ECU APPROX. ( 25,000) AND 200,000 ECU ( 154,477 APPROX.) The Council usually requires a minimum of four formal tenders to be issued for a purchase, a series of purchases or contracts worth between 25,000 and 154,477 approximately. The successful supplier must conform to the Council's specification and quality standards and will be subject to a number of contract conditions. Such tenders are advertised in the local press (normally The Western Mail) and an appropriate trade journal.

5 QUOTATIONS FOR PURCHASES, A SERIES OF PURCHASES OR CONTRACTS WORTH BETWEEN 1,000 AND 25,000 Purchases, a series of purchases or contracts worth between 1,000 and 25,000 are not normally advertised but usually receive at least 3 formally written quotations. The successful supplier must conform to the Council's specification and quality standards and will be subject to a number of contract conditions. PURCHASES FOR GOODS AND SERVICES WORTH LESS THAN 1,000 The Council requires individual officers to obtain value for money for purchases of less that 1,000 and to be able to substantiate this by keeping appropriate records. WHAT WE ASK OF YOU Following an invitation to tender (ITT) potential suppliers can submit tenders for business. An invitation to tender usually contains the following documents:- A letter of invitation to tender Acknowledgement Tender form Schedule of requirements Instruction to tenderer Definitions Standard Conditions of Tender Vendor Appraisal Form/ Environmental questionnaire 4 Pre-printed return envelope All documentation should be read carefully and any queries should be raised with the contact officer. If there are any requirements, which you cannot meet, you should ensure that your alternative offer is highlighted in your response. An alternative offer may lessen your chances of being awarded the contract but that is better than being awarded a contract that you cannot fulfil and which could place you in breach of contract. Above all ensure that your completed tender is being submitted to the Council by the time and date specified within the document and that the envelope is not marked with your name or other distinguishing marks (e.g. franking machine mark or courier's receipt).this ensures that all tenders are opened and considered in accordance with the rules governing Council tenders. Please note that late tenders cannot be considered. You may be required to clarify certain aspects of your tender and/or attend a meeting to discuss your tender submission. The Council may also decide that a visit to your business premises is necessary to assess your ability to satisfy the requirements of the particular contract.

6 WHERE DO I FIND OUT ABOUT COUNCIL TENDERS? Contracts that exceed the EC Procurement Directive tendering threshold are advertised in the Supplement to the Official Journal of the European Communities, which is available in electronic form via the Internet and free of charge at The advertisement will give brief details about the particular contract and how to apply for an Invitation to Tender. Bridgend County Borough Council Procurement Unit Corporate Services County Supplies Building Waterton Bridgend CF31 3YR On receipt of the request for the inclusion in the list you will be sent an application form for you to complete and return. Tenders for contracts exceeding the EC Procurement Directive tendering threshold will also be advertised on the Council's Website ( ) Some contracts may also be advertised in a local newspaper (normally the Western Mail) or trade magazines. HOW TO APPLY FOR TENDERS THAT ARE NOT ADVERTISED: The authority is in the process of compiling an updated Approved List of Suppliers. To apply to become an Approved Supplier, you should write to: The Head of Strategic Procurement and Performance Management Your application will be evaluated and if all criteria are met you will be added to the Approved List of Suppliers and invited to quote / tender as and when requested. If unfortunately you do not meet the Council's minimum criteria you will be contacted by a Purchasing Officer to discuss the problem area. If appropriate they could refer you to the Economic Development Unit. The E.D.U. can advise you on obtaining formal quality standards, environmental management systems or in other ways. We can arrange to get the help you need to meet our criteria. This may well help you secure work with other buyers with similar criteria. 5

7 SUPPLIER CRITERIA To have a chance of becoming a supplier, a company must meet certain criteria. These will depend upon the value of the purchase / contract concerned but will include such things as: The ability to produce or supply the product/product knowledge Value for money After sales service/technical back up The company's financial stability. Assessments will be made of a potential supplier's financial strength and credit worthiness. Quality Assurance Systems. The Council does not always require suppliers to have formal quality accreditation but will look at ways in which the company can ensure they can meet the Council s quality requirements. Good material management The company's policies with regard to Health & Safety, Equal Opportunities and Environmental Issues. 6

8 CONDITIONS OF CONTRACT AWARD Once you have been awarded a contract there are a number of conditions that you should give particular attention to:- CONTRACT COMPLIANCE The performance of suppliers to the Council will be monitored over the duration of any contracts and they will be expected to comply with the terms of the contract at all times. Suppliers may be required to attend regular contract review meetings.the aim of the Council is to seek continual improvement from its suppliers, with particular emphasis on quality, value for money, whole life costing, sustainable development and product / service development. INVOICING AND PAYMENT Bridgend County Borough Council recognises the importance of prompt payment and attempts to pay invoices within 30 days of receipt of the invoice. To assist the Council to pay you on time and in accordance with the contract terms you should ensure that your invoice:- Provides sufficient detail to easily identify the goods or service supplied. Shows the correct quantities and prices and is only submitted for goods already delivered or services provided. The Council encourages the use of BACS for payment of invoices and is currently looking at different methods of paying suppliers e.g. purchase cards. DEBRIEFING If you are not awarded a contract following the submission of a quotation or tender, it is possible to request a debriefing so that you can get some idea of why you were unsuccessful. Is sent to the address shown on the purchase order or specified in the contract document. Quotes the purchase order number. 7

9 FOR FURTHER INFORMATION PLEASE CONTACT:- TEL \WEB ADDRESS BRIDGEND COUNTY BOROUGH COUNCIL PROCUREMENT UNIT ENQUIRIES ECONOMIC DEVELOPMENT UNIT - ENQUIRIES 8

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