Open Tendering is a one-stage process, where all interested providers responding to an advertisement may submit a tender. Interested providers will be asked to complete and Eligibility document as well as the tender documents.

The advertisement, published on Find a Tender and Contracts Finder as well as the local newspaper (News Shopper), will state where interested parties may obtain tender documents and the date when tenders are due back.
 

This is a two-stage process in which potential providers expressing an interest in bidding are assessed first using a Supplier Questionnaire. A shortlist is then drawn up from the assessment exercise for the sole purpose of inviting bids.

The public notice, published on the Council’s e-tendering platform, Find a Tender, Contracts Finder, the Council website and the local newspaper (News Shopper), will give details on how to express an interest and receive the necessary documentation to apply. This is the process that the Council currently uses the most. 

Competitive dialogue and Competitive Procedure with Negotiation – are typically used for requirements not readily available on the market.

A Framework Agreement is ‘a general term for agreements with providers which set out terms and conditions under which specific purchases (call-offs) can be made throughout the term of the agreement. Such agreements set out the terms and conditions for subsequent call-offs but place no obligations, in themselves, on the procurers to buy anything. With this approach, contracts are formed only when goods, works and services are called off under the agreement.’

The London Borough of Bexley may use framework contracts, which are often let as collaborative ventures between various public sector organisations. One of the main reasons we use this option is that they offer the Council the opportunity to take advantage of economies of scale. Such arrangements are fully compliant and using them not only demonstrates best value in the prices charged but also significantly reduces the costs of procurement.
 

Where appropriate, the Council will work with other local authorities and public service organisations to maximise economies of scale to deliver cost and service efficiencies.

The London Borough of Bexley maintains a number of lists of approved contractors and the majority of our construction-related projects that fall below the Public Contract Regulation Works Contract Threshold are tendered by contractors chosen from these lists. These pre-qualified lists ensure that those firms employed by us to undertake works are suitably qualified to do so in terms of technical ability (including registration with appropriate trade organisations), financial stability (including compliance with the Construction Industry Tax Scheme), health and safety, equal opportunities and environmental policies.

Contractors are sought by public advertisement when the lists are reviewed every 3 years and applications are only considered following publication of this advertisement.

New lists usually come into effect from 1st June in the review year and the position on the list of a successful applicant is randomly selected by computer.

Contractors are then selected for invitations to tender following a strict rotation procedure. These tender invitations are dependent on the Council’s programme of works in any 3-year cycle of the lists.

Presently the Council maintains approved lists for the following trades:

• Building works 
• Mechanical services 
• Roofing works (pitched & flat) 
• Supply & Installation of Modular buildings 
• General adaptations work for people with disabilities
• Building Consultants