Application process
Tender selection
When we identify the need for a tender, we post a notice on the Buyer Profile page of our Procurement Portal, which provides details of the application process.
Most exercises will be conducted under the open procedure, meaning that all offers received by the deadline will be considered. Under the less common restricted procedure, pre-qualification documents are issued to interested parties.
Returned documents are evaluated and then shortlisted. We then issue tender documents to the shortlisted companies.
Website: Procurement Portal
Return of tender documents
Our Corporate Procurement section uses an electronic tendering process managed on our behalf by BiP Solutions Ltd. This secure process loads tender documents into the system for download by participating companies. Responses can subsequently be returned to the "Vault" until the designated closing time. Until that point, no other party (including the Council) can access the information.
This service is free to participating companies and results in reduced printing, postage and delivery costs.
Website: Delta electronic tendering suite
Tender evaluation
We aim to ensure that all tenders are evaluated in a comprehensive, equitable, auditable and transparent manner. Where appropriate, we will set up an evaluation panel to carry out this process. To ensure fairness, the criteria and evaluation method will be set out in the Invitation to Tender (ITT) documents.
We will award the contract to the supplier who we consider offers the best value for money, with regard to price, quality and other criteria applicable to individual contracts. This is sometimes referred to as the “most economically advantageous tender”, and means that contracts are awarded to the company best able to meet our specifications.
For more details, please use the Contract evaluation process link on the left of this page.
Tender notification
We will issue an official letter of acceptance to the successful tenderer and will notify those who were unsuccessful in the process. If you are an unsuccessful tenderer, you are welcome to obtain more detailed feedback about your offer from the officer responsible.
We also intend to carry out regular post-implementation reviews with successful tenderers, where appropriate.
Our procedures
We have a number of controls and procedures in place, in order to balance best value and accountability in the tender process. In addition, we use several methods of tendering, depending on the nature and value of the procurement.
We do recognise that the procedures may appear to be lengthy and time-consuming at first sight, especially if you are a small to medium company and not familiar with such procedures. Every effort has been made to ensure that the application process does not place an undue administrative burden upon companies. If you have any difficulty understanding the process, or complying with the procedures, please contact a member of our Corporate Procurement team.