Tendering process

Following an invitation to tender, potential suppliers can submit tenders for business.

An invitation to tender usually contains the following documents:

A letter of invitation and instructions for those tendering
Specification of the goods or services required
A price schedule
Other schedules (if appropriate) for example, information schedule
Contract conditions
Method statements (if necessary) for example, health and safety, working practices etc.
Pre-addressed tender return label
Any relevant supporting information such as Equality and Sustainability Policies

Preparing your tender

It is important that, when preparing your tender you carefully read all of the documentation you are provided with. If you have any queries at all you should raise them with the allocated contact officer, the details of which will be included in the documentation.

When preparing your tender you should consider the following:

Answer all questions as fully as possible
Provide all requested information – don't assume we know
If there are any requirements that you cannot meet, although you may be able to offer an equivalent product, you should ensure that this is highlighted within your response
Above all, ensure that you prepare in plenty of time and that your completed tender is submitted to the council by the time and date specified within the tender document and that the envelope is not marked with your name or other distinguishing mark such as franking machine mark or courier's receipt. This ensures that all tenders are opened and considered in accordance with the rules governing council tenders.

If you are unsure, contact us for help.

Tender evaluation

Tender evaluationFollowing receipt of your tender submission, we may contact you to clarify certain aspects of your tender and/or attend a meeting to discuss your tender submission. We may also decide that a visit to your business premises is necessary to assess your ability to satisfy the requirements of the particular contract.

Whether you win or lose the tender, you will be entitled to a de-brief. This will help you to understand where you were not competitive and may assist you in planning for future tender submissions.

Freedom of Information

As a supplier/tenderer/partner/customer/agency providing services to the council, you should be aware of the our obligations and its responsibilities under the Freedom of Information Act 2000 to provide on request access to recorded information held by it.

One of the consequences of those new statutory responsibilities is that information that the council holds about your organisation may be subject to disclosure, in response to a request; unless we decide that one of the various statutory exemptions apply.