Key Procurement Policies

These are the financial thresholds we use to decide the right number of quotes or tenders we require to ensure value for money for us and our customers:

Financial Thresholds

Contract Value (excludes VAT)	Minimum Competition Requirements
Up to £2,500	One written quotation, confirmed in writing
£2,500 - £10,000	Two comparable quotations, confirmed in writing
£10,000 to £25,000	Three comparable quotations, confirmed in writing
Over £25,000	Invitation to Tender process either through a framework agreement or advertised on Contracts Finder
Public Contracts Regulations 2015 Competition Requirements
Goods and Services above £214,904 inc VAT	Invitation to Tender process either through a framework agreement or advertised on Find a Tender
Works above £5,372,609 inc VAT	Invitation to Tender process either through a framework agreement or advertised on Find a Tender

 

 

 

For requirements with an estimated value of up to £25,000, we are required to obtain up to three quotes from contractors/suppliers. These will be sourced from a combination of our existing supplier base, supplemented with new suppliers.

 Wherever possible, we will try to ensure we invite local suppliers and/or SMEs to submit a quotation.

To maximise opportunities to achieve value for money, where practicable, requirements over £25,000 are made open to any supplier to apply for.

The documentation will include a detailed specification of the goods or services required; a pricing schedule; and a number of quality questions suppliers have to answer.

You will also see the scoring criteria, which will explain how your bid will be scored by the Estuary.

Additionally, contracts that are over the Public Procurement thresholds are subject to the full requirements of the Public Contracts Regulations 2015 and will be advertised on the Contracts Finder website as well as on this website.

Estuary generally uses the Open Procedure process to encourage wider competition.

We undertake an assessment to identify the supplier who will provide the best solution.

• A value-for-money assessment (detailed as Most Economically Advantageous Tender in the Public Contracts Regulations) is based upon a balanced review of both quality and price
• A price-only assessment is rarely used, usually only for very low-value, low-risk, uncomplicated requirements based on a tight specification.
• A financial assessment of bidders is undertaken on all tenders, where appropriate.

Our tender evaluation is conducted objectively and impartially. The evaluation criteria and how important they are will vary depending on circumstances and suppliers will be informed of these in tender documents.

As part of the evaluation we may ask short listed bidders additionally to:

• provide samples.
• demonstrate their products or services.
• attend a presentation or interview session to discuss their proposals.
• provide references.

Where these are used, suppliers will be informed up front if these will form part of the evaluation process.

In keeping with fairness and transparency, all suppliers involved in a tendering process will be notified of the winning supplier, the reasons for awarding to them and feedback on their bid if they are unsuccessful.

We use our terms and conditions of contract or nationally recognised terms and conditions such as JCT for works contracts.