Doing business with Warwick District Council
This page is to help contractors and suppliers quote or tender for contracts let by Warwick District Council. It also provides details of our quotation and tender procedures for supplies and services. The council's Contracts Register (195kb, PDF) contains all the contracts currently used by the council, with values and end dates.
Current tender opportunities
Our buyer profile site lists all current tender opportunities (Select 'buyer profile' from the options).
You can also access tender documents. Suppliers will need to register on the site before they can access the documents. In all cases the process is electronic and documents must be returned through the portal. A unique Access Code is given in the contract notice for each tender. This will need to be entered to download and upload documents.
- Provision of Decorating Vouchers. A scheme for Council tenants to receive vouchers for decorating materials. Access Code: AY3Y645D7V. Closing date for receipt of tenders: 12:00 noon 10/6/2013.
- Provision of a Venue Diary & Resource Management System. Software to assist the management of the Town Hall and Royal Spa Centre in event bookings and staff allocations. Access Code: 423XPRN525. Closing date for receipt of tenders: 12.00 noon 10/6/2013.
- Installation, Repair & Maintenance of an irrigation sysytem for the Bowling Greens at Victoria Park. Replacement irrigation system for bowling greens used for national competitions. Access Code: RMHA7GA5JH. Closing date for receipt of pre-qualification questionnaires: 12:00 noon 12/6/13.
About us
Warwick District Council spends approximately £40 million each year with organisations of all sizes, with a wide range of commercial opportunities.
This guide explains how to apply for contracts that are advertised and what is expected of you when working for the council. You are advised also to read the Code of Procurement Practice (175kb, PDF) which contains a more detailed description of the procedures outlined in this guide.
There is a great deal of competition for the council’s contracts and this guide cannot assure individual firms success - however, it should provide enough information to give you the opportunity to be considered for council work.
Warwick District Council has a Procurement Manager whose role is to ensure that all procurement projects are undertaken within the council’s Code of Contract Practice and Financial Regulations, and EU legislation. Procurement is devolved to all budget holders within the authority. Our aim is to provide value for money on supplies and services bought and leased by the council. This does not mean the cheapest but a balance between cost, quality and performance.
How to find out about our contracts
The council encourages competition and welcomes bids from a wide range of businesses. Contracts are awarded on the basis of the most economically advantageous solution for the council taking into account whole life costs, quality and sustainability. The council cannot discriminate in favour of local suppliers but they will be given every encouragement to compete for contracts.
We have recently started to explore shared procurement projects with a number of our neighbouring councils. This ensures that the council gains advantage by the aggregates such contracts afford and in addition shares the costs associated with the procurement exercise.
Where we are the lead or sole authority we will endeavour to advertise lower value contract opportunities on the Contracts Finder. All higher value contracts will be advertised on the OJEU. In every case the information for tenders above £20,000 will also be available on our buyer profile page.
Quotations procedures
Currently we tender for all goods and services over the value of £20,000 anything less than this is termed as a ‘quotation’. Council Officers seeking to purchase goods or service with a value of between £5,000 and £19,999 must obtain at least three (3) written quotations from suitable suppliers/contractors. Any purchases up to £5,000 must be carried out in the most expedient manner and with regard for best value by the Senior Manager/Head of Service concerned.
Tender procedures and where we advertise opportunities
Where the contract value exceeds £20,000 but falls under the European threshold the advertisement will be on this website, general public sector sites and/or appropriate technical journal.
Where the value of the contract exceeds the European threshold (i.e. services and supplies £173,934 and works £4,348,350) it will also be advertised in the Official Journal of European Union (OJEU). There are different types of tendering procedures that can be adopted (i.e. Open, Restricted, Competitive Dialogue or Accelerated). Each procedure imposes minimum timescales covering the tender process to ensure that reasonable time to respond to adverts and prepare submissions is given to all interested parties.
Warwick District Council will normally use the Restricted Procedure wherein potential suppliers responding to the advert are required to complete a Pre Qualification questionnaire (PQQ) to assess their suitability to tender for the contract. A shortlist is drawn up of the firms best able to meet the criteria, these firms only are sent a full set of Invitation To Tender (ITT) documents.
Under EU regulations a Notice of all Contract Awards must be placed in OJEU and unsuccessful tenderers de-briefed.
How to tender for council contracts
When an approved or pre-qualified supplier applies for a tender, a set of Invitation to Tender (ITT) documents will be issued. It is important that all questions and requests for information are answered fully as these will form the basis for the tender evaluation.
Tender evaluation
Returned tenders will be evaluated against pre-determined criteria, set out in the ITT. Evaluation will focus on (but may not be exclusive to) examining how tender proposals deliver the service (quality) and the cost of the service (price) over the term of the contract.
The council will award the contract on the basis of 'Best Value' or Most Economically Advantageous Tender (MEAT). The definition of Best Value is 'the purchase of all goods and services on the most advantageous terms and conditions having regard to value for money and including price, quality, quantity, reliability, fitness for purpose, timeliness and reliability of the delivery, economy over time, reliable after sales service, environmental considerations and total cost to the authority'.
Those tenderers short listed may also be requested to give presentations or attend clarification meetings on their offerings prior to contracts finally being awarded.
Contract award
If you are successful in your tender submission you will be notified in writing and may be requested to sign a “form of agreement” to signify acceptance of the contract.
Debriefing
If you are unsuccessful you will also be notified in writing. You may also request a debrief on why your tender submission was unsuccessful.
Contract performance
All accepted suppliers are monitored throughout the contract period against the pre-defined performance criteria stated in the tender documents.
Contracts have to be delivered in accordance with the requirements set out in the contract documentation.
The council is continuously striving to improve its performance and it expects its suppliers to do the same.
Any suspicion of fraud or corruption will be taken seriously by the Council in accordance with the Council policies.
Supplier lists
Warwick District Council is no longer holding select lists of approved suppliers but will let framework contracts for specified goods and services. The frameworks will be for a maximum term of 4 years and will be let through an open transparent process involving advertisement as described above.
Minimum Requirements / Standards
Suppliers must be able to meet a minimum standard. The amount of supporting documentation requested will reflect the size of the company tendering for the contract. The standards are based on the following criteria:
- Equalities
In relation to procurement and contracts The Council is committed to equality of opportunity irrespective of sex, race, disability, religion or belief, sexual orientation or age.
We aim to ensure that our procurement activities are operated in a way that is non-discriminatory. Our suppliers, contractors and consultants are expected to have equal opportunity policies in place, which comply with all relevant and current legislation and codes of practice. They are also expected to demonstrate actions they have taken to integrate their equal opportunities policy into their organisation.
If you wish to do business with the Council, you need to have an awareness and understanding of our commitment to equalities. In particular, the Race Relations (Amendment) Act 2000 places a duty on public authorities to promote racial equality and prevent racial discrimination.
- Health & Safety
The Council is committed to ensuring the health, safety and welfare of its staff and that of all others who are affected by its business and operations. Successful contractors, suppliers and consultants are required to comply fully with health & safety legislation and also to be fully committed to ensuring the health & safety of its staff, customers and others. Depending upon the nature of the goods/services/works,
organisations may be required to submit to the Council, for review, their Health & Safety Policy and, where appropriate, their risk assessments and method statements for work to be carried out for the Council.
- Financial Information
Financial information relating to your business for each of the last three years will be requested. If you are a Private Limited Company or a Public Limited Company you must submit fully audited accounts as registered with Companies House. Other applicants including voluntary and community organisation should forward copies of internal management accounts or a certified statement of turnover. All companies will undergo a financial health check before a contract is awarded.
- Sustainability & Environmental Policies
We are committed to the sustainable development of the Warwick District area, an objective of the Council which aims at protection and enhancement of the environment. In order to promote this we expect our suppliers to demonstrate similar levels of environmental care and commitment. This may be demonstrated by policy, but in all cases should be supplemented by evidence such as certification or external verification.
- Insurances
The Council will seek evidence of current insurances relevant to the work you propose to undertake on our behalf. As a minimum we require Public Liability Insurance and Employers Liability Insurance. Professional Indemnity Insurance may be required for certain areas of work. In all cases the level of cover will be commensurate with the value of the goods, services or works undertaken.
E-Commerce
We are constantly looks for ways in which to improve efficiency and drive down costs and are currently looking at increasing the use of electronic transactions to support procurement and purchase processes. If you would like any further information on this topic please contact the Procurement Manager.
Council contacts
For all enquiries please contact our Procurement Manager: Melanie Gillman
Email: melanie.gillman@warwickdc.gov.uk
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