Procurement

Frequently Asked Questions for this Service

Question: Does the Council require its suppliers and contractors to tender electronically (e-Tendering)?

Answer: the Council uses an e-tendering solution which is called ProContract and is internet based. Please see the link below for further information. - Related Link

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Question: Does the Council have a policy of favouring local suppliers?

Answer: No, ‘favour’ is certainly not a term we would use as we always try to treat all suppliers equally and fairly at all times. However, like all local authorities, the wellbeing of the local economy is an important strategic issue and thus we are always keen to encourage a strong local supplier base where practical. Above all though, it is not about where a supplier or contractor is based – it’s about how well they can supply or serve the Council that matters.

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Question: How can I find out about contract opportunities with the Council?

Answer: The Isle of Wight Council advertises its contract opportunities on the South East Business Portal. Please refer to the following link for further details. - Related Link

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Question: Does the Council require its suppliers and contractors to trade electronically (e-Procurement, etc.)?

Answer: The Council uses two systems to carry out day-to-day transactions with our suppliers - SAP and Procurement Cards. Please see the link below for further information. - Related Link

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Question: How do I get my business on the Council’s Approved Supplier List? (Sometimes also referred to as a Select List or Approved Suppliers List)

Answer: The Council does not currently maintain an Approved Supplier List or formal accreditation/ pre-vetting system. All contract opportunities are advertised on on the South East Business Portal. - Related Link

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Question: Why are not all contracts advertised?

Answer: In accordance with the Council’s Contract Standing Orders, all contracts over £25k are advertised unless a waiver of Contract Standing Orders has been granted.
For further information regarding the procurement rules and strategy please see the following link. - Related Link

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Question: How do I sign up to get information on contract opportunities automatically?

Answer: The Council uses an e-Tendering system (ProContract) and therefore contract opportunities are available via this system. Registering with the ProContract e-Tendering system is free of charge to suppliers. ProContract is accessed through the South East Business Portal please see link below. On the South East Business Portal you can see tender opportunities for not just the Isle of Wight Council but also other authorities in the South East who are using the ProContract system.

You will need to enter the 'Suppliers' Area' of the site to register, where in addition to your details you will be asked to enter the categories of work or services you provide. Once you have done this, you will receive e-mail alerts when any opportunity is posted to the site that matches any of your chosen categories.
- Related Link

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Question: Where can I see a list of the Council’s current contracts?

Answer: Currently our existing contracts are split between those showing on iwight.com and those listed in the Contracts Register on the South East Business Portal. Please see related link for further details. - Related Link

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Question: What is a tender?

Answer: A tender is a formal invitation to trade under the terms of offer and the documents associated with that offer.

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Question: What is a contract?

Answer: A contract is an agreement between parties, where there has been an offer (tender), acceptance of the offer and consideration.

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Question: What rules and regulations do the Council adhere to when buying goods and services?

Answer: As a public sector body the Council has to follow various rules and regulations. The most important is the EU Procurement Directives which have been incorporated into UK law under the Public Contract Regulations 2015. The Council also follows the procedures listed in its Contract Standing Orders which can be found as part of The Constitution. - Related Link

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Question: I am a new company. Can I still tender for Council business?

Answer: Yes. Within tender documents there is provision for responses for new start-ups.

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Question: What is the difference between an open tender and a restricted tender process?

Answer: An open tender follows a process of a single release of all the tender documents available when the contract opportunity is advertised.
A restricted tender follows a two stage process when suitability is assessed in the first stage and following the assessment the tender documents are then released to those companies/organisations that have passed the suitability assessment.


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Question: What is normally in a tender pack?

Answer: You will normally find:
Instructions and guidance on how to complete the tender documents, a specification which details the specific requirements, evaluation criteria both for suitability and award, a pricing schedule and the Terms and Conditions.


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Question: How are tenders evaluated?

Answer: Tenders are usually evaluated based on the most economically advantageous tender (MEAT). MEAT is a combination of price and quality criteria.

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Question: Who in the Council is responsible for buying ……….? (Referring to a specific product or service)

Answer: Each service area is responsible for making their own general purchases however details of larger /corporate contracts, that by the contract value have needed a procurement process, can be found on our existing contracts lists. Please use the following link. - Related Link

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