3. Frequently asked questions

     

Suppliers often ask us questions regarding purchasing and procurement. We have therefore compiled a list of the most frequently asked questions. If you have a question that is not covered below, contact the Procurement Section on 01303 853401 or email procurement @ shepway.gov.uk

FAQs

• Where does Shepway District Council buy its goods, services and works?
• What size of supplier does Shepway District Council buy from?
• What does Shepway District Council buy?
• What do we look for when purchasing goods or services?
• How does Shepway District Council buy goods and services?
• How do I get on a Shepway District Council Preferred Supplier List?
• What about for non-tendered items?
• Is price the only Tender award criteria?
• Can I get feedback on my rejected tender?
• Who is in the Procurement unit at Shepway District Council?
• What is Constructionline, and how do I register with them?
• How do you find out about upcoming Tenders?

Answers to FAQs

Where does Shepway District Council buy its goods services and works?

Shepway District Council buys its goods, services and works from a diverse range of sources, including local and national suppliers, other councils and partnering organisations.

What size of supplier does Shepway District Council buy from?

Size does not matter - it is the quality that counts. Shepway District Council buys from a vast selection of suppliers ranging from Small to Medium sized Enterprises (SMEs) up to Large Multinational Companies.

What does Shepway District Council buy?

The council buys a wide range of goods and services for use by all departments or, in certain cases, one department in particular. Some examples of commodities or service purchases are:

• Agency Staff
• Building Consultancy and Construction
• Civil Engineers
• Consultancy Services
• Credit Reference Services
• Gas, Electricity and Oil
• Information Technology
• Janitorial Products
• Office Furniture
• Office Products
• Security Services
• Telecommunications
• Vehicle Fuels
• Vehicle hire/leasing
• Waste Management

What do we look for when purchasing goods or services?

Purchasing decisions can be extremely complex and are not only confined to price. The lowest price is not always the most suitable and may not provide the goods or service the Council would want. Examples of issues the Council would consider before awarding business include:

• Delivery and availability against price
• Whole life cycle costs, including spare parts, maintenance costs and projected down time and disposal costs
• On-costs (such as transport and storage)
• Sustainability/Environmental/Corporate Social Responsibility
• Fitness for purpose (quality, suitability for the task to be undertaken etc)
• The cost of the procurement itself

How do Shepway District Council buy goods and services?

The goods and services used by the Council are paid for with public money and so rules are in place to ensure a high level of transparency in all stages of the procurement process.

Broadly speaking the rules fall into five groups:

• European Procurement Directives
• UK Legislation
• Financial Regulations of the Council
• Contract and Procurement Rules of the Council
• Policy decisions of the Council

How do I get on a Shepway District Council Preferred Supplier List?

A decision was made that SDC would not maintain its own Approved List of Suppliers. However, with regards to construction work or maintenance work we randomly selects suppliers from the relevant category on Constructionline, the government approved register of pre-qualified suppliers. For more information on Constructionline go to www.constructionline.co.uk

What about for non-tendered items?

We routinely purchase goods and services for low value, non-tendered items. Officers in the council have a vast wealth of knowledge in this regard. However, we don’t know every supplier and if you think your company can provide something that we need or use on a regular basis, then just get e-mail us at procurement @ shepway.gov.uk

Is price the only Tender award criteria?

If the Tender Documents specify that the award will be made to the lowest offer then yes, providing the supplier satisfies any pre-qualification criteria.

However if the documents specify that the award is to be made to the Most Economically Advantageous Tender (MEAT) then the following criteria may be taken into consideration – quality, price, technical merit, aesthetic and functional characteristics, environmental characteristics, social impact, running costs, cost-effectiveness, after sales service, technical assistance and delivery date/delivery period/period of completion (although this list is not exhaustive).

Can I get feedback on my rejected tender?

Yes, you can get feedback on a tender rejection, if you are not selected to submit a tender or are not awarded the contract. You can ask why not, however answers to some questions may not be disclosed as they may be considered Commercial-in-Confidence and are thus exempt from the Freedom of Information Act 2000.

Who is in the Procurement unit at Shepway District Council?

Procurement Manager – 01303 853377
Procurement Officer – 01303) 853401

What is Constructionline, and how do I register with them?

Constructionline is the UK's register of pre-qualified local and national construction and construction-related contractors and consultants. Owned and endorsed by the Department for Business, Enterprise & Regulatory Reform (formerly the DTI).

They gather and assess pre-qualification information on behalf of public and private sector procurers and provide them with access to over 14,000 fully accredited suppliers free of charge. In addition, they also help contractors and consultants by reducing the need for them to fill-in pre-qualification forms for every tender and provide them with access to over 1,700 buyers.

Over 14,000 contractors and consultants, ranging from sole traders and small specialist firms to large multi-nationals, are registered with Constructionline. The 1,700+ buyers across the UK range from large central government departments and agencies to Local Authorities, Housing Associations, Universities and NHS Trusts. To register with Constructionline you should contact them directly, their details are shown below:

E-mail: constructionline@capita.co.uk
Website: www.constructionline.co.uk

How do you find out about upcoming Tenders?

Tenders for goods and services above an estimated value of £139,893 and for works above an estimated value of £3,497,313 will be advertised in the Official Journal of the European Union (www.ojec.com) and on the South East Centre of Excellence Business Portal (www.sece.gov.uk/businessportal). Tenders may also be advertised in the local press and, where appropriate, a relevant trade journal.