Procurement - frequently asked questions
Last updated | 10/09/2011
I have a business, how can I offer my
services to the authority?
Perth & Kinross does not maintain a list of
‘approved’ contractors and suppliers.
In order to ensure fair competition, services and supplies are
currently advertised via the Scottish Government portal www.publiccontractsscotland.gov.uk
Contractors and suppliers are requested to submit an expression of
interest in response to tenders as and when they are
advertised. The acceptable mechanisms for expressing interest
will be outlined in each advertisement.
Back to top
How will I know about opportunities
for Council contracts?
Contract opportunities and Invitations to Tender are
advertised via the Scottish national portal; www.publiccontractsscotland.gov.uk
and in some cases where appropriate via other local or
national publications.
Back to top
What about sub-contractors and second
tier suppliers?
Perth & Kinross Council recognises the importance of
sub-contractors and suppliers within the supply chain and the
positive economic impact this can have within the Council
boundaries and beyond.
Upon award of all contracts of sustantial value an Award Notice
will be published on Public Contracts
Scotland.
Back to top
There are a number of ways in which you can improve your chances
of being successful.
Be prepared for tenders as they are due to for release, register on
www.publiccontractsscotland.gov.uk
and set up appropriate alerts by sector or by geographic
location;
Where possible, note the expiring dates of recurring contracts to
help your organisation plan for placing a bid.
When expressing an interest or completing a tender pack, ensure you
follow the instructions issued, answering all questions and
returning all documents/evidence requested and making sure this is
provided in the format required. Varying from the above can
severely restrict your chances, and may even result in your
application being discounted.
Additional support with completion of tenders is offered by the
national Supplier
Development Programme.
The Scottish Government has also published Tendering for
Public Contracts: A short guide for businesses.
Back to top
What is your policy on Insurance
requirements?
Generally insurance requirements are stated within
tender/contract documents, however as a minimum most contracts will
require the contractor to be covered by an Employers Liability
Insurance to the value of £10 million and Public Liabilities
Insurance to the value of £5 million.
If your current level of insurance is below either of these values
it may be possible for you to agree to put the appropriate levels
in place before the contract commencement date.
In some cases additional insurances such as Professional Indemnity
Insurance may be required and the values to which the provider must
be insured can vary but will be stated in the tender
document.
Back to top
Perth & Kinross Council is committed to ensuring the health
and safety and wellbeing of its residents, visitors, employees
and users of Council facilities and services.
As part of this ongoing commitment we continually assess and
monitor the way in which contractors and suppliers provide their
services to the Council.
This is done in two ways; as part of the tendering process and
during the lifetime of the contract in partnership with the
provider.
In our tender packs potential contractors will be asked to
provide details of their approaches to Risk Assessment and to
provide Method Statements for Safe Systems of Work if appropriate
to the performance of the contract.
We will also ask for copies of your Health & Safety policy and
for statements in relation to the provisions you make to
promote the wellbeing of your employees.
Should you have any further queries relating to the Health &
Safety policies or procedures operated by the Council, please email
the Health and Safety
team who will assist with your enquiry.
Back to top
Perth & Kinross Council is committed to an Equalities
and Diversity Policy covering Race, Disability and Sexual
orientation.
The Council will take into account within tender evaluations
and contracting processes, a potential contractor's approach to
equalities in terms of its employment practices and service
delivery, which will also be monitored and managed during the life
of each contract.
Back to top
As part of the Tayside Procurement Consortium, the Council have
developed a Sustainable Procurement policy which will be published
on this site in due course.
The Scottish Government issued a policy
note in 2009 which encourages organisations to produce an
Action Plan for delivery of sustainable objectives as part of the
procurement process.
Back to top
Full details on how to return your tender should be included
with the tender documents issued and these must be
followed exactly to avoid disqualification and ensure your
response is considered.
Back to top
Where any of the TPC partners enters into a formal contract the
terms and conditions are stated within the tender documents and/or
by negotiated with the successful company.
These terms of payment will generally be based on our standard
terms for the payment of invoices; 30 days from receipt of an
acceptable invoice for goods or services performed.
It is the Council's policy to make payment by BACS transfer.
In some contracts acceptance of the Government Procurement Card
(GPC) will be an essential or desired criteria as this offers the
lowest transaction cost to
the Council. Payment to the contractor is
significantly quicker by this method, averaging around 4-9
days.
Back to top
The three Tayside Councils have a history of procurement
collaboration. To fulfil the objectives of all three Councils
for procurement reform and to establish permanent support
arrangements for collaborative procurement in the region, the
Tayside Procurement Consortium has been created.
If you have any comments on their design or content or purely wish
to contact us please email procurement@pkc.gov.uk.
Back to top
