The London Borough of Bromley spends a significant proportion of its annual budget on a wide range of goods, services and works. Expenditure in this area is over £55m, in addition to the approved capital programme which is about £138m a year. Tenders for the supply of goods, services and works for the Council are advertised on an ongoing basis and we encourage as wide a selection of contractors as possible (particularly Bromley-based concerns) to submit bids.
Local authority tendering and contracting is strictly governed by Contract Standing Orders, Financial Regulations and the relevant EU Procurement Directives where applicable. It is all fully transparent and is based on genuine and fair competition.
Corporate procurement
The Council has a central procurement function to co-ordinate procurement activity within the borough. Its remit includes promoting the use of corporate contracts (and where possible entering into contracts with other London boroughs or other consortia), ensuring that all staff concerned with procurement and tendering follow best practice, and implementing the recommendations made in the report on local authority procurement by Sir Ian Byatt (the Byatt Report) and the National Procurement Strategy.
The Procurement Unit also plays a central role in e-procurement. We will be working closely with our suppliers to make e-procurement possible soon.
What the Council buys
The Council has established a number of contracts either through the normal tendering processes, the London Contracts and Supplies Group, London Utilities Consortium or one of the other central or local government consortiums. These contracts cover such areas as:
- stationery supplies;
- printing agency staff;
- mobile telephones;
- computers;
- computer consumables;
- photocopiers;
- fire extinguishers;
- maintenance of fire extinguishers;
- statutory advertisements;
- job advertisements;
- gas;
- electricity;
- heating fuel oils;
- liquid Petroleum Gas (LPG);
- borough maps and guides;
- confidential waste;
- diaries;
- microfilming;
- pagers;
- paper;
- photography;
- radios;
- promotional items;
- window cleaning;
- uniforms;
- rock salt;
- vehicles;
- leased cars; and
- vehicle maintenance.
In addition most direct services have been placed with private contractors i.e. refuse collection, waste disposal, recycling, street cleansing, highway maintenance, building maintenance, office cleaning, grounds maintenance, golf courses, sports pavilions and swimming pools, highways engineering, heating and ventilation, electrical engineering, structural engineering, payroll and pensions administration, payment of benefits, staff restaurants, computer development and IT training, etc.
Contract Standing Orders
For the purchase of goods and services, the Council's Financial Regulations and Standing Orders require that quotations and tenders be obtained according to the value of the contract as follows:
Up to £2,500 - only a single quotation need be obtained.
£2,500 - £40,000 - at least three competitive quotations.
£40,000+ - at least four tenders to be obtained.
(EU directives apply if over appropriate threshold.)
Tendering for Council contracts
When a contract is due for renewal an advertisement is placed in a local newspaper and where applicable, a trade publication. If the total contract value exceeds the appropriate EU thresholds it must also be advertised in the Official Journal of the European Union (OJEU). Please note however that contracts for works and services included on the Council’s approved list of contractors are not subject to this procedure unless they exceed the EU threshold.
There are two main procedures for tendering:
Open tendering
A one-stage procedure where all interested contractors receive tender documents and can submit a tender accordingly. The advertisement will state where tender documents are obtained and the tender return date.
Restricted tendering
This is a two-stage procedure where a shortlist of potential contractors is drawn up before tender documents are issued. The advertisement invites expressions of interest and potential contractors are vetted both technically and financially before the list is drawn up. Tender documents are then sent only to contractors included on the list. The advertisement will state where to send initial expressions of interest and the tender return date.
There is also a third tendering procedure known as Negotiated Tendering. This is not as widely used as the two methods described above and is only used under specific circumstances, i.e. where there is a case of extreme urgency, there is only one supplier in the given market or where received tenders have been deemed inappropriate.
Submission of tenders
Tender documents are issued under the open or restricted procedure as above and usually consist of the contract specification, terms and conditions, form of tender and all the information required to submit the tender documentation. For the open tender procedure, the tender package will normally include the required financial and technical questionnaire.
The return date will be clearly marked and all tenders must be returned by this time and date. Tenders received after this deadline will not be accepted under any circumstances and may be returned to sender. This rule is strictly observed to ensure fairness and true competition.
Once received, tenders are evaluated accordingly in a fully auditable and transparent manner. The evaluation criteria will be stated within the tender document. The contract will be awarded to the contractor whose tender offers the Council the best value for money regarding price, quality and ability to meet the terms of the specification. This is sometimes referred to as the ‘Most Economically Advantageous Tender’, or MEAT for short.
The Council is not however obliged to award the contract solely on the lowest price tendered.
Remember...
Before submitting tenders, potential contractors should ensure that they:
- have read the advertisement and fully understand the contract requirement;
- have answered all questions accurately and in full;
- have included any required documents and attachments with the tender submission;
- have discussed any queries about the contract or the tender with the lead officer named on the tender document before the due date; and
- return the tender by the due date and time duly signed where required.
‘Small works’ list and Exor
The Council maintains a ‘small works’ list of contractors who are authorised to carry out minor works up to £25,000. The list contains works associated with the building, civil engineering and landscape trades. Contractors are vetted both financially and technically before being included on the list as the number of contractors permitted within each category of works/services is limited.
For works or services for which there is an associated category on the list, only contractors included on the ‘small works’ list will be invited to tender.
Works over £25,000 are dealt with differently, and are subject to a tender process. A company called Exor carries out the process on our behalf. Contractors can also apply to be included on this list.
Applying for inclusion on the 'small works' list and Exor database
The Council’s ‘small works’ list is administered by the Environment and Leisure Services Department (Telephone: 020 8313 4475). If you wish to apply to be included on the list or have any queries regarding categories of works and services incorporated, please use the above contact number for further details. You will need to provide audited accounts, copies of your policies as detailed below plus any other supporting documents as required by the Council.
Environmental policy
We recognise that we play a leading role in promoting environmental improvement. We are a major purchaser locally of works, goods and services and many of these can have a significant impact upon the environment. We therefore emphasise the importance of contractors procedures and how they deal with environmental issues at a practical level.
Equalities and diversity
We are committed to equal opportunities in all aspects of our operation and encourage suppliers and contractors to implement similar policies. It is therefore a requirement that all prospective contractors are able to demonstrate their compliance with our policies in this respect.
Health and safety
We are committed to ensuring the health, safety and welfare of our employees, contractor staff, the public and all others affected by our undertakings. All contractors will therefore be expected to demonstrate compliance with all relevant health and safety legislation and to submit their health and safety policies and procedures, along with confirmation of their level of public and employee liability insurance cover.
Contact
Telephone: 020 8313 4475 / 4583
Fax: 020 8313 4746
Address: Corporate Procurement
Civic Centre, Stockwell Close, Bromley BR1 3UH.
Office hours: Monday to Friday 9am to 5pm
Useful website links: