Chester's Procurement Process

Chester City Council have clear rules that govern how procurement decisions are made.  A simplified guide of the main procurement methods are shown below.  This is provided for information only and is not comprehensive.

Tender: One-Off lists

Adverts are placed inviting applications of interest within a specific timeframe.  The information within these applications will then be used to identify at least five persons who will be invited to tender.  This is done so that firms who would not be successful for reasons such as financial standing are not asked to spend time and money in drawing up bids for tenders they would not be awarded.

Tender: Standing lists

Standing lists are lists maintained by the Council, of suppliers suitable for a specific area of work.  Invitations to join standing lists are widely advertised and once in place these are reviewed annually.  Invitations to tender are sent to at least six persons from the list.

Tender: Open

The invitation to tender is advertised with any person able to submit a tender within the time limits specified.

Written Quotes

Where work is of a specialist nature or does not lend itself to tender procedures, written quotes may be requested which provide a fixed price for the work.

Estimates

For minor works, estimates may be requested To streamline processes, Approved Suppliers Lists are currently being used in the following areas:

• Printing
• Construction, design and management

Approved lists are normally set up for a period of 3 years with a review of their work every year. Requests for applications are made through relevant trade journals and local newspapers. 

The Council adhere to all relevant UK and European legislation governing procurement decisions and processes.  Contracts expected to be worth more than the EU thresholds are advertised through the OJEU.

Chester City Council believe in supporting and encouraging local businesses.  However, the Council does not and cannot decide to use local businesses where the goods or services they provide can be better provided by others.

In other words, the Council cannot undertake positive discrimination on behalf of local firms.  What we can undertake is positive action working with local firms to enable them to realise their potential and win our business as the best provider of goods in services in their sector

Decision Criteria 

"The council will use procurement to find an appropriate balance between quality, equality, value for money, customer focus and employment practices." Chester City Council procurement policy

The criteria that Chester City Council may use in making procurement decisions include:

Quality

Chester City Council are committed to 'improving the quality of life for people in Chester.' Doing that means providing quality goods and services, not simply the cheapest option available.

Equality

The Council has a duty and a commitment to ensuring and promoting opportunities for all, both in terms of accessing services and providing them. We expect our partners to show the same commitment

Value for money

The Council has a duty to ensure that public money which includes both Council Tax and Business Rates - is spent effectively. As such the whole-life cost of procurement will always be a consideration. This includes not just the 'purchase' price but other factors such as operating and disposal costs.

Customer focus

Council services are provided to improve the quality of life for all those who live, work and visit Chester district. To achieve this services need to achieve a workable balance between the needs of the individual user and the impact on the district as a whole.

Employment practices

Employment The Council has six principles which direct the way we work, one of which is to be a good employer. We want practices to ensure that all those who are working for the council whether directly or through a contractor - benefit from this. As such we expect our partners to share this commitment

The relative importance of each criteria varies according to the procurement item being considered. As an example, environmental considerations would be a higher priority in a contract for energy supplies than it would in a contract for supplying temporary staff.