What to expect in a procurement

When we advertise a contract opportunity, suppliers must register or sign in to the Proactis eProcurement Portal. All stages of the procurement process are managed through this portal.

Documents you may find in the portal

The procurement pack will usually include:

• Procurement Pack: Guidance and instructions on how to take part in the procurement.
• Specification: Details of the goods, services, or works the council requires.
• Pricing Document: A template for you to complete with your proposed costs.
• Questionnaire: Questions and evidence requests used to assess your suitability.
• Terms and Conditions: The legal terms that will apply to the agreement.

Submitting your tender

Each opportunity will include a closing date and time.

You must complete and submit your tender before the deadline. Late or incomplete submissions may be disqualified, so we recommend submitting as early as possible.

During the tender period, you can:

• complete your response
• upload supporting documents
• submit your tender
• ask clarification questions if anything is unclear

We encourage you to ask questions during this stage. Once submitted, you will not usually be able to correct errors or provide missing information.

Guidance for small and medium-sized enterprises (SMEs)

The Government provides guidance for SMEs on bidding for public sector contracts. This includes advice on:

• responding to tender questions
• demonstrating value for money
• meeting social value requirements
• preparing a strong tender submission

Although the guidance is aimed at central government procurement, many of the principles also apply to local authorities.

Evaluation and award

After the submission deadline, all tenders are assessed against the published evaluation criteria.

The successful supplier or suppliers will then be awarded the contract and enter into a formal agreement with the council. The agreement will include:

• the specification
• pricing
• questionnaire responses
• terms and conditions

Once the contract is awarded, contract management begins. Suppliers and council teams will work together throughout the contract to ensure services are delivered as agreed.

Important considerations

Modern slavery

The council is committed to preventing modern slavery. Suppliers must comply with all modern slavery requirements set out in the contract documents.

TUPE (Transfer of Undertakings (Protection of Employment) Regulations)

Some contracts may involve the transfer of staff between service providers. Where TUPE applies, details will be included in the procurement documents and contract terms.

Insurance requirements

Suppliers must have appropriate insurance cover. Typical minimum requirements are:

• £5 million public liability insurance
• £5 million employers' liability insurance
• £2 million professional indemnity insurance (where required)

The required levels may vary depending on the contract.

Data protection and cybersecurity

Suppliers must have appropriate measures in place to protect data and information systems.

Some procurements may require completion of a Third Party Security Questionnaire. All security requirements must be completed as instructed.

Accreditations

Some contracts require specific accreditations or certifications. If these are needed, suppliers should start the application process early to avoid delays that could affect eligibility.

Social value

Some opportunities will ask suppliers to explain the social value they will deliver as part of the contract.

Social value means the wider benefits a contract can bring to local communities, alongside the main service being provided. Procurement documents will explain the requirements and how responses will be assessed.