Suppliers

Welcome to Welland Procurement’s Supplier support pages. We understand that bidding for public sector work can seem a daunting prospect so please use the resources available here to help you through the process.

Organisations in the public sector are responsible for spending public money, tax payer’s money. For that reason our procurement processes are heavily regulated to ensure that we spend the public’s money wisely to ensure value for money.

Public sector processes are driven by contract value so if the contract is valued:

  • Over £50,000: we tender the contract by advertising it on East Mid Tenders and/or Contracts Finder.
  • Below £50,000: we request quotations directly from possible bidders.

So, there are some steps you can take, as a supplier, to maximise your opportunities to find public sector contract opportunities.

  1. Register your company on the 2 websites mentioned above and be specific when registering about the types of opportunities you are interested in. You will then get notifications when we, or other public sector bodies, advertise a procurement in your area of interest.
  2. Make sure that the public sector organisations in your region understand what you can provide. We rarely meet potential suppliers outside formal procurement processes but that doesn’t mean that we don’t monitor potential suppliers in our region.
  3. Understand how to respond when a procurement is advertised/sent through to you – please see our Tips section below.

Please be aware that tenderers are responsible for ensuring that any procurement documentation that they have been asked upload via the e tendering system (https://www.eastmidstenders.org) is fully uploaded prior to the closing date and time. If your tender submission isn’t correctly uploaded or is uploaded after the closing date and time, it will not be accepted by the procuring Council and therefore won’t be evaluated.

If at any time you need assistance using the e tendering system please read the How Suppliers can log Support Tickets document.

When a public sector organisation buys something, it has to abide by the following principles:

  • Fairness
  • Equal treatment
  • Non discrimination
  • Proportionality

This means that we will treat all responses equally and fairly, we won’t discriminate against a supplier for any reason. We will also work hard to ensure that our process is proportionate to the value and complexity of what we are buying. So we won’t impose difficult requirements on potential bidders when they aren’t necessary.

When we invite you to quote or advertise an opportunity – you will see various documents. It is really important that you read those documents fully, taking special notice of:

  • The Specification: this will describe in detail what we are buying. The information in there should give you enough information to determine whether or not you will be able to supply what we need.
  • The instructions: these tell you important information, such as the deadline for bids, how to respond and how we will evaluate your bid. Taking account of the evaluation criteria and weightings (that is, the relative importance of each criteria), will help you determine where you should concentrate your effort when responding.
  • The Terms and Conditions: you will be required to enter into a contract with the buying organisation based on the terms and conditions we send out with the procurement documents. Make sure that you have read this document thoroughly and understand the risks and benefits.
  • The response document: you will be asked to respond in a particular way e.g., by answering a set of questions and providing a price for the services required. Failing to respond in the required way may mean you are excluded or it may mean that we struggle to find the information we need to properly evaluate your bid.

Remember that these documents are there to help you so make the most of them.

When you are bidding for a requirement valued over £50,000 you will  be expected to complete all or part of a Standard Selection Questionnaire. This is a set of questions we have to ask in order to assure ourselves that your company is suitable to provide what we need. We appreciate that this document contains a lot of information and can look particularly daunting. However, most of the questions simply require a yes/no answer and very little supporting documentation is required up front.

  1. Register on the relevant procurement portals as described above.
  2. If we invite you to participate in market testing, please spare the time to do so. This process is about listening to suppliers so we can ensure what we are buying is fit for purpose. It’s also a really good way of getting to know us as a customer!
  3. Read all the procurement documents thoroughly and if you have any questions, don’t be afraid to ask them. We will answer any questions you might have and our responses might help you submit a better bid.
  4. Ensure you understand how we are going to evaluate your response. This will help you allocate your time to the most important parts of the bid.
  5. Don’t underestimate the time it takes to submit a tender or quotation and plan your resources early.
  6. Make sure that you respond in the way you have been asked to and by the closing date and time. We won’t be able to accept your response if it is late or submitted incorrectly.
  7. Remember that usually we can’t negotiate with you – we aren’t allowed to. So make sure the price you submit is your best possible price and is deliverable. Provide the price in the format requested – remember, we ask will ask for price in a specific format so we can compare all the responses we receive fairly. It’s also worth checking your maths before submission because we will!

Be honest in your response. Remember that your quotation or tender will form part of the final contract and so we will hold you to the promises you have made in your response.