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1. What is the difference between a tender and a contract?
The term tender means a formal invitation to trade under the terms of offer and the documents associated with that offer. A contract is, generally speaking, a legally binding agreement between parties, where there has been offer, acceptance and consideration.
2. What is going to win me the contract?
The evaluation criteria are key to your success. These will be published with the specification and will show you how proposals are going to be evaluated, along with the relative percentage weightings of each award criteria.
3. Can we get together with another company to submit a joint proposal?
Yes, as long as the proposal makes it clear that one of you is going to take overall responsibility for the work done and as long as there is a legal entity with whom we can enter into a contract. Again, this is only permitted where no conflict of interest is created. Failure to inform the Council of a joint tender in the first instance whilst expressing an interest will be considered as collusion and the tender application will not be considered.
4. My company has done lots of work for Westminster City Council before, surely I don't have to describe my company's experience in detail, the way I would to a new client?
Yes, you do. Each tender must stand alone and will be assessed on its merits. Also there is also a high possibility that the Evaluation Panel will be made up of a variety of stakeholders, some of who have never heard of you, and therefore will only judge you on what you put in your tender application.
5. How much detail should I include in my proposal?
Evaluation of tenders is not a matter of checking boxes to indicate that a criterion has been addressed or not. Westminster City Council Evaluation Panel would like to see specific details on how you intend to produce the results and meet the Panel expected objectives stated.
6. How important are the closing dates?
Absolutely crucial. If your tender submission is not received on time, it will not be allowed to passed onto to get evaluated by the Panel.
7. What are the financial thresholds that apply?
Before the Council seeks expressions of interest from organisations to provide work, supplies or services it has to calculate the likely estimated value of the contract(s). All public bodies (including the Council) are governed by procurement rules arising out of the European Union. The estimated value will determine which procedure must be used and this is governed by type. For more detail on the threshold values that apply please click on the following link. www.ojeu.com
8. What is the financial threshold for works contracts?
The estimated financial threshold for works contracts is £3,611,474. Above this level a contract notice must be published in the "Official Journal of the European Union"
9. What is the financial threshold for supplies contracts?
The estimated financial threshold for works contracts is £144,459. Above this level a contract notice must be published in the "Official Journal of the European Union"
10. Does Westminster Council provide notice and feedback for all applicants that are unsuccessful through the tender process?
Yes, Westminster Council representatives ensures that all unsuccessful applicants are contacted in writing within 14 calendar days. Applicants are also provided details in the letter on who to contact if they require further feedback around he reasons they may have been unsuccessful in their application at this time.
11. How are proposals evaluated?
The first thing the team does is make sure each tenderer has submitted all the information required and that the tender is not irregular. Then the evaluation panel will look to see if the tenderer has addressed all of the criteria. Points are given to indicate how each tenderer performs against each of the criteria, balancing price and quality where appropriate. This can be done by each team member giving a number and the recorder writing down the average of the marks, or it can be done by consensus. Either way, the proposal is discussed in detail and opinions are exchanged as to the extent to which each criterion is met.
12. What is classified as a Small Medium Enterprise or Black Asian Minority Enterprise? And what is Westminster Council doing to address it?
13. What is Westminster’s Approved Providers List?
Please click on the following link to get more details.
Approved List Page Link
14. If I have concerns with the fairness of the process who should I speak to?
If you have concerns with the process you should start by talking with the contact person shown in the request for proposal.
2008 Westminster City Council. Contact the Council
