Procurement

When an opportunity is advertised, potential providers will be directed to register or log in to the Proactis eProcurement Portal, where the full procurement process is managed.

Documents you may see in the portal

The following documents are typically included as part of the procurement pack:

• Procurement Pack – Guidance and instructions outlining the procurement process
• Specification – A detailed description of the services or goods the council requires
• Pricing Document – A template for providers to complete with their proposed costs
• Questionnaire – A series of questions and evidence requests used to assess the provider’s suitability
• Terms and Conditions – The legal framework governing the agreement, bringing together the specification, pricing, and questionnaire

Submitting your tender

Each advert will clearly state the closing date and time for submissions.

Providers must ensure their submission is completed and uploaded before the deadline. Late submissions, or incomplete uploads, may result in disqualification, so early submission is strongly recommended.
During the advertising period, providers can complete, upload, and submit their responses. This period is also an opportunity to raise clarification questions if anything in the documentation is unclear. This is encouraged, as errors or omissions identified after submission cannot usually be corrected and may lead to a non-compliant submission.

Government Guidance for SMEs
The Government provides guidance for small and medium-sized enterprises (SMEs) on basic tendering requirements, including:

• responding to tender questions
• demonstrating value for money
• social value expectations
• general tips for applying

Although aimed at central Government procurement, many of the principles also apply to local authority processes.

Evaluation and award

Once the deadline has passed, submissions are evaluated in line with the published criteria. Successful provider(s) will then be appointed.

At the end of the procurement process, successful provider(s) enter into a formal agreement with the council, confirming the specification, pricing, questionnaire responses, and terms and conditions.

While the sourcing process concludes at this point, contract management begins. Ongoing collaboration between the provider and the council’s commissioning teams is essential throughout the duration of the contract.

Key considerations in procurement documents

Below are some important topics that may appear within procurement documentation:

Modern slavery

The council is committed to preventing modern slavery. Requirements relating to modern slavery appear within our agreements, and providers are expected to comply fully.

TUPE (Transfer of Undertakings – Protection of Employment)

Some contracts may involve the transfer of staff from one provider to another. Where TUPE applies, details will be set out in the Procurement Pack and the legal terms and conditions.

Insurance requirements

Providers must hold appropriate insurance cover. Typical minimum levels include:

• £5 million Public Liability Insurance
• £5 million Employers’ Liability Insurance
• £2 million Professional Indemnity Insurance (where required)

These values may vary depending on the nature of the procurement.

Data and cybersecurity

The council and its providers must ensure robust protection of all data. Some procurements may include a Third Party Security Questionnaire to confirm the security of a provider’s data systems. All requirements must be fully completed as specified.

Accreditations

Certain procurements may require specific accreditations. Providers should begin any necessary applications early to avoid delays that could affect eligibility.

Social value

Some opportunities will ask providers to outline the social value they can deliver as part of the contract. Social value usually relates to positive local community benefits delivered alongside the core service. Tender documents will provide clear guidance on what is required.