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Guide to tenders and procurement

Contents:

Introduction

The Procurement Unit provide an advisory role within the council. They offer departments support and guidance on how they should procure goods, services and works in compliance with both the Procurement Contract Regulations and our Accounting Manual, whilst trying to obtain best value for the public purse.

What we buy

The council procures a wide range of goods, services and works.

Examples valued over £30,000 include:

  • capital projects
  • playground development
  • supply and delivery of PPE
  • provision of general building supplies
  • consultancy services
  • security services
  • cleaning services
  • catering services
  • legal services
  • IT related goods and services
  • purchase of waste equipment

Examples valued under £30,000 include:

  • purchase of IT hardware
  • purchase of furniture
  • supply and delivery of leisure uniform/ sports supplies
  • consultancy services
  • maintenance services
  • training services
  • waste goods and services
  • vending supplies and services
  • advertising

Procurement thresholds

The council’s current procurement thresholds are as follows:

Estimated Cost Minimum number of invitations to quote
£3,000 and under VFM Process (obtain 2-3 quotes)
£3,001 to £10,000 Seek quotations from 3 companies as a minimum
£10,001 to £30,000 Seek quotations from 4 companies as a minimum
over £30,000 to Regulated Threshold Public Open procurement via eTendersNI Portal or through a framework 
over Regulated Threshold Public Open procurement (via eTendersNI & FTS or through a framework)

Tips for suppliers:

  • when preparing your quote/tender, read and follow all the instructions in the procurement documentation carefully. Take particular note of the evaluation criteria and address each criteria as instructed. This is the basis of evaluation and selection. Not all quotes/tenders are awarded on cost
  • avoid giving ‘generic responses’, more specific detail tailored to the tender can be beneficial
  • ask for feedback on your tender. Contact the relevant council department for feedback on your tender for future opportunities, even if awarded a tender
  • regularly visit the Tenders section of the council website
  • register your business on eTendersNI, including categorising your business under a CPV code 
  • adding a CPV code allows contracting authorities like the council to find your business
  • email your business details to procurementstaff@lisburncastlereagh.gov.uk and we will endeavour to forward them to the relevant department