The council must invite tenders where the value of goods or services exceeds £150,000 or the EU Public Procurement threshold. Potential contracts are publicly advertised in the local or trade press.

Tendering for contracts

If you are selected to tender, you will usually be sent a pack of documents. These documents will vary dependant on the type of contract, but will typically include:

• A letter of invitation
• Instructions to tenderer - this document details tender dates and times, method of tender return, evaluation criteria and details where tender queries should be directed
• Tender questionnaire - this document covers basic financial, technical and company information
• Specification - details of the exact requirements for the goods, service or works
• Contract conditions - details of the terms and conditions under which we wish to do business
• Price schedule/details of offer.

Whichever procedure we follow, you must read the information supplied carefully and submit all the documentation requested by the stipulated return date. The success of your bid is determined by the quality of this information.

The tender documents are all opened at the same time. They are then each thoroughly examined. To ensure fairness the criteria and method used will be clearly defined before evaluation commences. We will normally award the contract to the supplier we consider offers best value, having regard to price, quality etc.

We are always prepared to debrief unsuccessful tenderers to assist them in developing their abilities to tender for future contracts.

European Union (EU) directives

For business over £144,371 for goods and services or £3,611,319 for works (1 January 2006 - 31 December 2007), the council is required to follow EU Public Procurement Directives. Potential contracts of this size are advertised in Official Journal of the European Union (OJEU). Contracts awarded are also announced there.

These values are cumulative during the life time of the contract not just for single purchases.

The council publicly advertises any potential contracts in the local or trade press and where values are relevant in OJEU.

The issue of an advertisement does not imply that the council will award a contract. Award of contracts, will be announced , in OJEU, if at that level.

The council will debrief unsuccessful tenders by arrangement with the awarding manager.

Criteria for awarding a contract are made known in the tender documentation.

Outcomes of previous invitations to tender
Directorate of Environment and Development Services - Tenders received for bus services 2005
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Top ten tips on how to tender

1. Read the documentation clearly and understand what is required of you.
2. Provide all of the information requested. If you cannot provide some of the information, for whatever reason, ask for advice.
3. Don't include publicity material in your submission unless you have specifically been asked to.
4. Don't be put off by the tender documentation – you can always ask for help.
5. You must complete and return the documents by the given time and date. Make sure to sign anything that should be signed.
6. Where relevant, cross-reference the answers or responses in your tender to the questions in the invitation to tender. This will make it easier to evaluate.
7. Be clear on your pricing model and state any assumptions you have made when pricing (for example, resources required by you and/or the council, timetables).
8. If you are unsuccessful, make sure you ask for a debrief, you are entitled to one and it will help you to understand where you went wrong.
9. Read the questions carefully and answer them accurately and precisely.
10. Again, if in doubt - ask!