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Our procurement process

Advertising contracts

We usually select contractors by advertising contracts. We invite businesses to either submit tenders or to express an interest in tendering for contracts.

All our contract opportunities are advertised on:

If a contract is likely to be more than £25,000 it must go to tender. This is required by our financial regulations.

All contracts above the relevant European Union (EU) threshold must be advertised in the Official Journal of the European Union (OJEU). The threshold is:

  • £164,176 or more for supplies and services (excluding social care)
  • £589,148 or more for social care services
  • £4.1m or more for works.

These contracts can be viewed on the Tenders Electronic Daily (Ted) Publication website.

Find out more information about European Union Public Purchasing Directives and how these affect tendering opportunities.


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Advertising contracts

We usually select contractors by advertising contracts. We invite businesses to either submit tenders or to express an interest in tendering for contracts.

All our contract opportunities are advertised on:

If a contract is likely to be more than £25,000 it must go to tender. This is required by our financial regulations.

All contracts above the relevant European Union (EU) threshold must be advertised in the Official Journal of the European Union (OJEU). The threshold is:

  • £164,176 or more for supplies and services (excluding social care)
  • £589,148 or more for social care services
  • £4.1m or more for works.

These contracts can be viewed on the Tenders Electronic Daily (Ted) Publication website.

Find out more information about European Union Public Purchasing Directives and how these affect tendering opportunities.

Questionnaire

Businesses are expected to complete a pre-qualification or company questionnaire to assess their suitability to undertake business with us. If you wish to bid for business with other councils you will have to complete the appropriate pre-qualification process on each occasion.

Selecting a contract

When selecting a contract, we will often consider the following:

  • previous experience and performance (quality assurance, references)
  • technical and resource capacity
  • 'whole-life' costs (not necessarily the cheapest at the time of supply)
  • social/community impact (benefits to local people, equality)
  • environmental impact (such as fuel efficiency and replacement lifetimes)
  • other factors to suit our needs.

When we have a regular need for goods, works and services, they are usually purchased through contracts that are in place for a period of time. This helps suppliers as it stabilises or increases the volume of business and cash flow. It gives us peace of mind that our traders are credible as they meet our requirements and will provide best value or value for money.

We set specific response times for suppliers to prepare and submit their offers. This is usually a minimum of 10 to 52 working days depending on procedure.

We also take into account:

Best value:

  • imposes a legal duty on all local authorities to continuously improve the services they provide, having regard to a combination of the economy, efficiency and effectiveness
  • having a duty to provide the optimum combination of ‘whole-life’ costs and benefits to meet the customer requirement.

Value for money:

  • a combination of economy, efficiency and effectiveness - having the right goods or services at the right quality, in the right place, at the right time
  • the combination of cost, over the whole life of a project, and quality which best meets an organisation’s requirements.

Whole-life costs:

  • considering quality, long-term cost, benefits as well as initial price, for example thinking about cost, environmental and social issues prior to a product’s inception and at the end of its lifeline. 

Contract award

Once a contract has been awarded (contract award), both successful and unsuccessful applicants will be notified.

Tender awards will also be published on Source Nottinghamshire and Due North portal and, when appropriate, in the Official Journal of the European Union (OJEU).

Feedback is available on request to help unsuccessful suppliers and contractors improve their prospects of winning future contracts.

Contract management and monitoring

We will monitor the progress of contracts throughout their lifetime. This ensures that the standard of services provided on our behalf, are being met.

  • for works contracts – this will involve regular communication with a contract administrator and submission of activity records
  • for suppliers and services contracts – an officer will be designated to monitor performance of the contractor.

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