Bids will be evaluated in accordance with the award criteria
stated in the Invitation to Tender. Where appropriate, whole-life
costs will be taken into account.
Service Departments will consult Commercial Hub concerning
more complex contracts, and where bids are based on the supplier’s
own contract terms.
If it seems that one or more bidders have misinterpreted the
specification, Service Departments will consult Commercial
Hub on whether all bidders should be provided with a revised
specification and invited to revise their tender.
We are not bound to accept the lowest, or any, bid. If a
contract is awarded, this will not necessarily go to the
lowest-priced bid, but to the most economically advantageous
All bidders will be notified in writing via the e-tendering
portal, simultaneously and promptly, of the result of the award
For contracts with a value of over £100,000, a period of 10 days
will ordinarily apply between notifying unsuccessful bidders and
the successful candidate signing the contract.
All contracts will be in writing and will clearly state:
- the general conditions of contract which apply (usually the
Council’s Standard Conditions of Purchase)
- any special conditions which apply
- the specification of the goods, works or services to be
- the agreed programme of delivery
- price and terms of payment
- termination procedures, for when the contract comes to its
- provisions for early termination if the contractor fails to
fulfil his contractual obligations.
Bonds and Parent Company Guarantees
A bond is an insurance policy, under which the Council can claim
for losses if the contractor does not fulfil a contract. Generally
a bond will be required if:
- the total value of the contract exceeds £500,000
- it is proposed to make stage or other payments before the
contract is complete.
A parent company may be required to guarantee a contract if:
- the subsidiary is unable to obtain a bond
- the contract is awarded based on evaluation of the parent
- there is concern about the financial stability of the
Before engaging a consultant, a business case must be prepared
for the Director or Assistant Director, specifying the required
results or deliverables, and the schedule of fees to be paid.
Consultants will be selected in accordance with Contract
Procedure Rules. The terms of any appointment shall be confirmed in
a formal contract incorporating the agreed scope of the services to
be provided. Consultants shall be briefed on the need to observe
Contract Procedure Rules.
Consultants shall be required to provide evidence of, and
maintain, professional indemnity insurance.