Supplying Walsall Council FAQ

Does the council use a third party supplier accreditation scheme such as Exor or Construction-line?

No. The council operates and manages its own database.

When does the council ask for a tender and a quote?

The council has a statutory obligation under the Government's Best Value regime to seek competitive prices.

Generally, for Walsall Council, it is the level of value and risk that will determine whether the council asks for a quote or goes out to tender.

At what level does a quote become a tender?

The council will normally seek 4 written quotes for low value work, supplies or services. If the nature of the request is complex, or requires a certain specification that needs to be matched, then the council will 'Competitively Tender' the works, in accordance with the council's Contract Procedure Rules.

What is a competitive tender?

A tender is the completed and priced pre-prepared document that lays out all the terms, conditions and specification. The council usually invites between 6-7 suppliers to provide a tender. The tender enquiry is issued to all suppliers on the same day. They are not then allowed to canvass or collude with the council about it, other than to seek clarity.

The tender period allowed for pricing and submitting a tender varies dependent upon the nature of the contract; however we normally allow a minimum of 2 weeks.

Tender returns all come back in plain, unmarked envelopes to the appropriate officer for opening, on the same day and at the same time.

What is the difference between a tender and a contract?

People often use the same terms for different things and different terms for the same thing.

The term tender formally means an invitation to trade under the terms of offer.

A contract is the term used for when the parties have reached agreement.

What is the OJEU? And European Procurement Laws?

OJEU is the Official Journal of the European Union.

When contracts for works, supplies and services are over a certain value threshold, local authorities and other public sector organisations have to advertise their details in this publication, calling for expressions of interest.

If I am on Walsall Council's unified lists will I still have to apply formally in response to an OJEU notice being published?

Yes.

If I want to apply for a tender do I have to submit some pre-qualifying information about my company?

This will depend on the tender. If a pre-qualification questionnaire is required for shortlisting it will be detailed within any advertisement.

Does the council have a select list of approved suppliers/contractors?

The Council operates a unified list of contractors for works and construction based requirements. We have approved contractors for many types of work and we use these for inviting firms to tender for a significant number of council contracts. There are currently six main categories; civil engineering; building; electrical engineering; mechanical engineering; specialist works; and environmental works. Within this there are 165 sub categories and approximately 1650 organisations listed. Where the unified list is used to select firms, generally there will be no advertisement, and only firms chosen from the list will be allowed to tender, based upon their financial capability to operate the contract. The only exception to this is where the contract is subject to E.U. Tendering Thresholds. See European Rules.

If you would like to apply for a place on the council’s unified list you are required to go through an application process to verify your suitability and competence. You can request an application form for the unified list via this website or write to us at the following address:

Neville Hannington
Procurement & Contract Development Manager
Walsall MBC - Establishment
28 New Forest Road
Ryecroft
Walsall
WS3 1TR
Telephone 01922 642801
Email hanningtonn@walsall.gov.uk

The application from should be completed and returned within the timescales specified. When all sections of your returned application form have been evaluated and approved by us, you will be added to the approved list. You will then be sent a letter to confirm that this has happened.

Where can I get access to the OJEU notices?

This publication is available in CD-ROM format only, and you can subscribe to OJEU by either of the following ways.

·By telephone. You can phone The Stationary Office (HMSO) customer services for subscription to OJEU. Phone: 0870 242 2345

·Online access. You can subscribe to OJEU on-line, through the HMSO's web site: www.clicktso.com - International publications - Public procurement opportunities - scroll down to EC Tenders

Information can also be obtained on the OJEU Website