Guidelines for Procurement: Spending Between £10,000 and £49,999
Guidelines for conducting procurements between £10,000 and £49,999, emphasizing on achieving best value for the Council, obtaining quotes from multiple suppliers, conducting market research, and identifying bidders to invite to quote. Recommendations include utilizing the Quick Quote system, engaging with a variety of suppliers, and ensuring fair competition.
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Route One Spend between 10,000 and 49,999 Before you Proceed The value of the procurement must be the total value of the contract, excluding VAT, over the entire lifetime of the contract. Requirements must not be "split" into contracts of lower value, or reduced in duration, to avoid the need to conduct a full tender exercise. Consider whether your requirement could be met through an existing national, sector led, local or UK wide framework or contract . If you are unsure please check with the Quick Quotes team. If no existing contract is in place, any new procurement for contracts between 10,000 and 49,999 must achieve best value for the Council. Please follow the Route One Journey for guidance on how this can be achieved. You should obtain written quotations from a minimum of 3 suppliers who have the experience and expertise to meet your requirements. Where Best Value can be demonstrated without obtaining three quotations, or where three quotations cannot be obtained, authority to proceed on the basis of Best Value may be given by the appropriate Executive Officer. The use of the Public Contracts Scotland Quick Quote system is mandatory. Quotes obtained in writing or email are not acceptable. Where the Public Contracts Scotland Quick Quote system cannot be used, authority to proceed may be given by the appropriate Executive Director or Head of Service.
Spend Between 10,000 and 49,999 Zone A Development Market Research The rules do not prevent pre-procurement market engagement prior to publishing a Quick Quote. It is actually recommended that a level of market research is undertaken to inform the Invitation to Quote and how the Quotations will be evaluated. This can be desk based e.g. using the internet, or through engagement with suppliers. For example, it may be appropriate to undertake research with suppliers if in-house knowledge of the market is incomplete. Points to note: Meetings with potential bidders must be undertaken with care and in such a way as does not distort competition (e.g. the Statement of Requirements must not be drawn up in such a way as to favour a particular solution). Care should be taken to engage with a good cross section of potential bidders to best inform your strategic options i.e. the views of a Small and Medium sized Enterprise (SME) compared with a large or multi-national supplier may be different. If a supplier is not on PCS, they need to register so they can get access to the Quick Quote system and submit bids. Any discussions on costs at this stage should be indicative only, and this needs to be made clear to any potential bidders. Service Area Tasks Suggested Templates / Links Quick Quote Team Tasks Link to PCS Supplier finder; http://www.publiccontractsscotl and.gov.uk/SupplierFinder/Supp lierFinder_Search.aspx Conduct Market Research -
Spend Between 10,000 and 49,999 Zone A Development Identify Bidders to Invite to Quote 3 quotations are required to be obtained, and you should, where available invite 6 suppliers to provide a quotation. These 6, where available should be: At least one organisation located in South Ayrshire (SME where possible); Two organisations located in Ayrshire (or 3 if there are no suppliers within South Ayrshire who can meet the requirement); The current incumbent supplier to the Council; One organisation who is not a current supplier of the requirement to South Ayrshire Council; and One other organisation at the discretion of the Quick Quote owner. Bidders may be identified by searching the register of suppliers on Public Contracts Scotland (PCS). You can search for bidders by category, or by postcode. Note that the supplier finder tool is an optional facility that suppliers can make use of, therefore it may not return a full range of companies. Therefore it is recommended that the other available search tools are used. If you need any assistance with searching for suppliers, please contact the Quick Quotes Team. Service Area Tasks Suggested Templates / Links Quick Quotes Team Tasks Guidance for identifying suppliers using Public Contracts Scotland Assist Service Users where necessary to view suppliers. PCS Supplier Finder Guide Seek Authorisation if Public Contracts Scotland is not used to obtain quotations Sign off required Inform QQ team of decision. -
Spend Between 10,000 and 49,999 Zone A Development Complete a Request for Quick Quote Action (RQQA) Once you have completed your market research and identified suppliers to invite, you should complete a Request for Quick Quote Action (RQQA) form which is available on Re-Wired. From there the team will begin to process your request and keep in contact with progress updates. The use of the Public Contracts Scotland Quick Quote system is mandatory. Quotes obtained in writing or email are not acceptable. Where the Public Contracts Scotland Quick Quote system cannot be used, authority to proceed may be given by the appropriate Executive Director or Head of Service. The Quick Quotes team will be responsible for processing your Request on the Public Contracts Scotland system. You will be responsible for providing the team with any additional information they might require (e.g. specialist knowledge and answering suppliers questions) in a timely manner in order to make the whole process as quick and easy as possible for everyone involved. You can register for viewing privileges on Public Contracts Scotland, however you will not be able to add/edit any information. Any changes required should be made through the Quick Quotes team. Service Area Tasks Suggested Templates / Links Quick Quotes Team Tasks Process RQQA and gather additional information as required. Complete RQQA available on Re-Wired. Request for Quick Quote Action Register on Public Contracts Scotland for viewing privileges - Public Contracts Scotland
Spend Between 10,000 and 49,999 Zone B Quotation Statement of Requirements A Statement of Requirements is required to be included with the Quick Quote document. This Statement of Requirements will be prepared by the Procurement Support Assistants and will be based on the information provided in the submitted RQQA. It is important to include as much detail as possible at this stage so that suppliers can provide accurate Quotations for the goods/services/works required. A Statement of Requirements prepared by the Procurement Support Assistant will contains (but is not limited to) the following sections which will be tailored for each requirement: - Background - Duration - Services Required - Pricing Schedule - Evaluation Criteria - Terms and Conditions It is recommended for Route One spend that all quotations are evaluated only on price. By only selecting those suppliers to quote who have the experience and the expertise to meet your requirements for the goods, services or works, best value can be achieved by awarding to the supplier who provides the lowest priced quotation. If quotations are to include further Award Criteria and to be evaluated on more than simply price, please contact the Quick Quotes Team for further guidance. Any quotes which exceed 20% quality weighting will be required to be approved by the Service Lead Procurement. Service Area Tasks Suggested Templates / Links Quick Quotes Team Tasks Complete required specification fields in RQQA document. Draft SOR and assist where required to complete. -
Spend Between 10,000 and 49,999 Zone B Tender Receive and Evaluate Bidders may ask questions about the Quotation documents and as a result we may wish to issue further information or clarification on information not contained within the original documents. If any clarifications are required by suppliers, the Quick Quotes team will contact you for further information and answer any bidder questions on the Public Contracts Scotland portal. Any questions asked by Suppliers via the PCS portal will be communicated to you via email. You will be advised of the Questions and Answers deadline date and will be required to respond in a timely fashion to allow suppliers time to process any additional information before submitting their quotation. You should keep to your original timescales identified in your brief document however, in exceptional circumstances you may choose to consider extending the deadline for receipt of quotations. The time limit for quotation responses should reflect the complexity of the requirement, but should be sufficient for the supplier to make a considered response. Received Quotations will be opened and evaluated by the Quick Quotes team as soon as is practicable after the submission deadline. If you chose to have a quality weighting in your scoring methodology then you and another member of staff will be required to complete this part of the evaluation. Quotation responses received through the Quick Quote facility are receipted in a fully secure mechanism. Once the quotations have been evaluated, the Quick Quotes team will send you an Evaluation Summary document via email. You should review this and make a decision on who to Award the Quick Quote to. Once you have made your decision, please communicate it to the Quick Quotes team and they will notify suppliers via Public Contracts Scotland. You should take care to treat all suppliers on an equal basis at all times throughout this process. If less than 3 quotations are obtained, reasons should be sought from the suppliers who did not submit their quote and Executive Director or Head of Service approval gained before preceding to the next stage. Service Area Tasks Suggested Templates / Links Quick Quotes Team Tasks Answer any supplier questions arising from the Quick Quote in a timely manner. Open Quotation Responses in line with Quotation documents - Conduct quality evaluation in line with Quotation documents Conduct price evaluation in line with Quotation documents - Seek Authorisation if 3 quotes are not obtained Sign off required -
Spend Between 10,000 and 49,999 Zone C Contract Notify Suppliers The Quick Quote will be awarded in Public Contracts Scotland by the Quick Quotes team. The award of the Quotation should be conducted with approval from the appropriate person with delegated authority to procure and commit the Council to the contract. Awarding a contract on Public Contracts Scotland will automatically add this new contract to the Corporate Contract Register, and notify both the successful and unsuccessful bidders. A bidder is entitled to ask for the reasons why their quotation was unsuccessful. It is essential that all feedback is documented and based on the objective criteria used to evaluate the quotation. De-briefing provides suppliers with positive constructive feedback to help improve their performance in future competition. It can also provide an opportunity for suppliers to suggest improvements to our procurement processes. Once the award process has been completed, the quotation becomes live and can now be referred to as a contract. The successful supplier should now be set up on Oracle if not already included, to allow a Purchase Order to be raised. Service Area Tasks Suggested Templates / Links Quick Quotes Team Tasks Quick Quote only award contract - Request successful supplier set up in Oracle. - Supplier Request Form Raise a Purchase Order i-Proc Oracle -
Spend Between 10,000 and 49,999 Zone C Contract Retention of Documentation All documentation relating to this Quotation must be retained. Service Area Tasks Suggested Templates / Links Quick Quotes Team Tasks Retain all documentation relating to this quotation process - Corporate Records Management
Spend Between 10,000 and 49,999 Zone C Contract Contract Management The supplier's performance should be managed throughout the lifetime of the contract and you should ensure that the goods/ services/works are delivered in line with the performance or service level expectations i.e. Quality/ Service/ Cost/ Delivery identified in the original Quotation. You should manage the contract to ensure that any changes to the original quotation are minimised. Variations to the brief or extensions to the period of the original quotation may result in a situation where a new procurement process becomes necessary. Variations/Extensions are an exception and should be kept to a minimum and with the appropriate authorisation. They should only take place where the changes that you make would not materially alter the original contract. Where a significant change to the contract scope, value or duration is proposed please contact Strategic Procurement for advice. You may wish to conduct a review of the contract on its completion or a 'lessons learned' process to identify what went right and what could be improved for future quotation processes. It is worthwhile involving the supplier in this review, however it must be recognised that any such information should be entirely objective in its nature. You may also be asked to complete a short survey in regards to your experience of the Quick Quotes process. This allows the team to focus on continually improving the service they provide and helps achieve Best Value. Service Area Tasks Suggested Templates / Links Quick Quotes Team Tasks Manage the supplier in line with the project brief in the original quotation. - - Complete feedback Survey on The Wire Survey on the Wire -
