Tendering and letting contracts can often appear confusing and bureaucratic to suppliers and can be seen as a barrier to small and medium enterprises (SMEs)
However, we have made efforts to reduce the amount of information requested from suppliers so that the information we request is relevant and proportionate to the particular contract in question. Our aim is to be as transparent as possible in our process.
It should be remembered we are spending public money and we are audited through strict guidelines and processes. The aim of South Wales Police Authority is to achieve best value in all purchases we make.
National, regional and local framework agreements provide suppliers of goods and services with access to a much wider market than they have previously enjoyed. Through participation in consortia contracts, framework agreements and electronic tendering, suppliers are able to expand into much larger markets.
Whenever we invite companies to tender, we:
- Specify our needs in terms of outputs whenever appropriate, to encourage innovation;
- Invite tenders from a sufficient number of suppliers to ensure there is genuine competition;
- Ensure tendering procedures and documentation are as clear and concise as possible, and only ask for the information necessary to evaluate bids;
- Inform all tenderers of the evaluation criteria and weightings on which the decision to award the contract will be based;
- Provide all tenderers with the same information and opportunity.
Tendering thresholds
Companies applying for South Wales Police business must follow the appropriate tendering procedure. The higher the projected value of the goods, works and services, the more rigorous the tender procedure.
If the business opportunity is very straightforward and the value is below the threshold for inviting tenders, then a quotation will be requested. If the business opportunity is valued above the EU threshold then usually we ask suppliers to complete a PQQ (Pre Qualification Questionnaire). This enables the Authority to ensure that companies are legally, financially and technically sound. Only those who pass the pre-qualification stage will be invited to submit a tender.
For purchases in excess of the EU consolidated procurement directives thresholds, tenders will be invited in accordance with the EU procurement directives Open, Restricted, Negotiated or Competitive dialogue procedures. These requirements will be advertised as required in the Official Journal of the European Union (OJEU).
All public expenditure has to be fully documented, from the initial decision and authorisation to purchase, to the final award. Our Procurement Policy aims to be fair, reasonable and totally transparent, giving an equal opportunity to all bidders. This is achieved by using pre-agreed evaluation criteria. Normally this will be the ‘Most Economically Advantageous Tender’ (MEAT). The procurement process has to be undertaken in a manner that can be scrutinised and shown to have been carried out with propriety.
*Tendering Tips for Suppliers*
- Register your company on the Sell2Wales website in order to view current South Wales Police Tender Opportunities.
- Register your company on the e-tenderwales website so that you are ready to tender when the relevant opportunities arise. Keep your contact details up to date so that you do not miss out on opportunities.
- Always return your tender submission by the closing date and time specified. When submitting a tender electronically, due consideration should be given to the length of time it may take to upload any attachments through the web portal. Documentation not submitted by the specified due date and time is likely to be excluded from evaluation.
- Always respond to any requests for clarifications or further information by the specified date.
- Make sure you supply all the information requested in the Invitation to Tender documentation.
- Do not change in any way the tender documents you return, except when asked to do so.
- Only submit the information that is required. Supplementary information, that is not requested, will not be taken into account when scoring/awarding the contract.
- When referring to your internal forms or policies, always provide a copy in your submission.
- During the tender process, if you are unsure of any aspect of the tender you should always contact us for assistance, usually via the messaging facility within the e-tender.