Selling to the Council

Procurement strategy

This strategy:

• outlines our priorities for 2021-2024
• shows how procurement will contribute towards the South Tyneside Vision 2011-31 objectives, and the Council's community priorities

View the Procurement Strategy 2021 - 2024

Procurement business process

Procurements below EU threshold - supplies / services / works up to £213,477 inclusive of VAT

2 to 10 weeks (estimated amound of time to complete procurement process once specification is created):

1. Procurement check existing contracts and advise if there any suitable arrangements in place.
2. If none are available, Procurement will identify suppliers using Quick Quote, on an appropriate platform or the NEPO portal. If adverts are issued, they will be available on Contracts Finder.
3. Supplies and services - up to 4 quotations or minimum 4 tenders. Works - minimum 3 quotations, 2 local and 1 Tyne and Wear, using NEPO portal (Quick Quote, Request for Quotations/Tender) where possible.
4. The service area and Procurement evaluate the submissions to identify the best value, using issued evaluation criteria where appropriate. The winning supplier is then informed.
5. A purchase order or contract is put in place (a written contract is required when the value exceeds £100k). The NEPO system holds an audit trail for future reference.

Works over £213,477 (inclusive of VAT) to £500,000

10 weeks (estimated minimum timeline to complete procurement process once specification is created):

1. Procurement check existing contracts and advise if there any suitable arrangements in place. If not, a tender will be required.
2. Suppliers will be selected using a tender list using an appropriate platform - including 2 local and 2 Tyne and Wear providers, where possible.
3. Advertised on the NEPO portal and Contracts Finder. A tender or Selection Questionnaire (SQ) is sent to all suppliers who showed an interest on the NEPO e-tendering system.
4. If restricted procedure is used, SQs are evaluated against the selection criteria. Tender documents are then issued only to shortlisted suppliers that meet the selection criteria.
5. The returned tenders are evaluated against the award criteria detailed in the tender document. The most economically advantageous tender is selected.
6. Successful suppliers are informed of the outcome by procurement and a written contract is agreed.

Supplies / services over £213,477 (inclusive of VAT) and works over £5,336,937 (inclusive of VAT)

20 weeks (estimated minimum timeline to complete procurement process once specification is created):

1. To avoid the need to tender, Procurement check existing contracts and advise if there any suitable arrangements in place.
2. The Procurement Service advertise the opportunity through a contract notice. This is published on Find a Tender (FTS) and Contracts Finder.
3. A tender or SQ is sent to all suppliers who show an interest through the NEPO e-tendering system.
4. If restricted procedure is used, SQs are evaluated against the selection criteria. Tender documents are then issued only to shortlisted suppliers that meet the selection criteria.
5. The returned tenders are evaluated against the award criteria detailed in the tender document. The most economically advantageous tender is selected.
6. Written contract is finalised with the successful and unsuccessful bidders informed of the outcome in writing. Essential 10 day standstill period starts.
7. Contract is awarded and a contract award is published on Find a Tender (FTS) and Contracts Finder.