Tender Applications
Should your company decide to respond to an advertisement and express an interest in bidding for Northumberland National Park Authority work, here are some brief tips which you should bear in mind.
Background
We have three methods of tendering – ad hoc list, standing list and open tendering.
Under the ad-hoc list procedure a public notice is used invite persons or bodies interested to apply for permission to tender and will specify a time limit, not less than 14 days, within which applications are to be submitted. After the expiry of the time period, invitations to tender will be sent out to not less than four of the persons or bodies who applied and are considered suitable.
Under the standing list procedure a list is compiled and maintained by the Chief Executive. Where the size of the contract merits, public notices inviting inclusion will be made at least 3 weeks before the list is to be compiled. All lists will be reviewed at regular intervals of not less than 3 years or more than 5 years. Invitations to tender for a contract will be sent to not less than 3 of the persons or bodies on the list for the appropriate category.
Under open tendering at least 14 days public notice will be given inviting tenders under open competition.
Public notices will be published in either the Newcastle daily newspaper "The Journal", on this website or, where relevant, in a trade or professional journal.
The tender documents published consist of the following:
- How to Tender section of the document details important administrative procedures relating to the tender e.g. dates and times, method of tender return, evaluation criteria to be used in the selection of the successful supplier, details of where tender queries should be directed
- Contract Questionnaire - this document covers basic financial and technical information about your company eg. accounts, insurance levels, etc.
- Specification - this details the National Park Authority's requirements and must be read carefully and complied with.
- Contract Conditions - This document gives details of the terms under which the National Park Authority wishes to do business. These should be read carefully, since it is our policy to contract only on its terms and conditions of contract.
Whichever procedure the National Park Authority follows, you should nevertheless read the advertisement carefully and submit or request the information required by the dates stipulated by us.
The National Park Authority normally requires all suppliers to complete a questionnaire detailing information about their financial/economic standing and their technical capability. This usually covers information about when your company was formed, what experience you have in providing the goods/services/works being tendered for, details of where the we may obtain references on your company, and details of your company's finances.
To ensure your bid is considered, you must:
- provide all the information requested
- make sure that you answer all questions accurately
- return the information by the closing date specified
Sometimes the information the National Park Authority receives from suppliers is unclear or in need of further clarification. Once again you should provide any additional information sought by the closing date set.
The tender documents the National Park Authority published on the website or sends out to suppliers on request contain details of our requirements. The documents, particularly the specification, should be read carefully and all information completed fully and accurately. If you do not understand any part of the specification you should ring the National Park Authority Officer named in the tender documentation and request further information. This must be done before the tender period closes.
Equal Opportunities
The National Park Authority is an equal opportunities employer and is committed to promoting equality of opportunity for all people irrespective of sex, age, race or disability. The National Park Authority is keen to ensure that its suppliers abide by the law and are working to best practice in this area. All suppliers, as part of the tender process, will thus be required to provide evidence that they have equal opportunities policies in place and are committed to them.
Environmental Policies
The National Park Authority is committed to using the resources entrusted to it to ensure best value for money at the least possible cost to the environment. As part of this commitment to the environment, the Authority's procurement policy will, wherever practicable, focus on:
- specifying less environmentally damaging products
- promoting greater use of renewable sources
- encouraging suppliers to use environmentally friendly practices throughout the production process
When applying for certain National Park Authority contracts, you may be requested to supply evidence of your practices and procedures as they relate to the environment.
Health and Safety
The National Park Authority is committed to ensuring the health, safety and welfare of its employees and that of all others affected by its undertakings. Contracts to supply goods or services will only be awarded to contractors who can satisfy the National Park Authority requirements in terms of resources required and their health and safety competence.
Successful contractors/suppliers are expected to demonstrate compliance with current health and safety legislation including:
- a commitment to the health and safety of its employees, clients and others
- up to date health and safety policies and procedures
- adequate risk assessment procedures
- an adequate system of monitoring and reporting accidents, incidents and ill-health
- access to competent health and safety advice
Contracts are monitored to ensure compliance with contract standards and health and safety requirements
Local Government Service List Number 828
Email: finance@nnpa.org.uk
Telephone: 01434 611503
Fax: 01434 611654
