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How to do business with Chorley Council

A Guide for Contractors and Suppliers (Updated January 2020)

Introduction

About us

Rules and regulations we must comply with

How to find out about our contracts

Delivery of Social Value through Procurement

Tender evaluation

Equal opportunities

Sustainability and the environment

Contract monitoring

E-Procurement

Small business friendly concordat

Departmental responsibilities

Comments on our guide or other procurement issues

Delivery of Social Value through Procurement

Introduction

Chorley Council spends approximately £8.9 million on annual revenue costs with the private sector and several more million pounds on capital schemes each year; the four year capital programme for 2019-20 to 2022-23 totals £22 million. These spending plans provide organisations of all sizes with a range of commercial opportunities.

A lack of information about opportunities and a lack of understanding of the Council's contracting procedures may be stopping some organisations from applying for Council contracts. This guide aims to help overcome these difficulties and explains how we carry out our procurement activities and how to apply for contracts.

There is of course a great deal of competition for Chorley Council work, and this guide cannot assure individual firms of success. However it should provide enough information to give you the opportunity to be considered for Council work.

 

About us

Chorley Council have operated a shared procurement service with South Ribble Borough Council since January 2009, and working in partnership, a Joint Procurement Strategy has been adopted. The Joint Procurement Strategy includes the Councils' procurement Vision and Joint Procurement Priorities:

Vision:

  • supporting the delivery of quality, cost effective services, and the Councils' corporate priorities, through strong leadership, innovation, and a strategic, commercially aware approach to modern, best practice and socially responsible, compliant procurement processes

Joint Procurement Priorities:

  • procurement that shows strong Leadership, engages all stakeholders, delivering outcomes and complying with relevant rules both internal and external
  • procurement that exploits the benefits of Technology, is market & commercially aware, harnesses innovation, is effectively managed and delivers sustained competitiveness and value for money
  • procurement that is inclusive, sustainable and socially responsible

View the Icon for pdf joint procurement strategy [276.83KB] for more information.

A small shared procurement team has been established, supporting the requirements of both Chorley and South Ribble Borough Councils. The shared procurement team has responsibility for promoting and co-ordinating best practice across both authorities and provide guidance and support to officers involved in the procurement process for individual procurement activities.

Responsibility for individual service requirements rests with the individual managers within the relevant service area. A list of the Council Directorates and Service areas, together with the range of the goods and services they may procure are available below.

 

Rules and regulations we must comply with

Contracts Procedure Rules

Chorley Council has its own internal Contracts Procedure Rules which regulate all procurement and determines the processes that must be followed according to the contract value.

A summary of the thresholds and procedures is included in the table below.

The Council may also access and call-off contracts from public sector framework agreements which have already been through a compliant procurement process.

ValueRequirement

Below £10,000

£10,000 to £25,000

Written, verbal or electronic quotes.

Minimum 3 quotations, electronic or through The Chest or reasons for not doing so recorded

£25,000 to £100,000

Minimum of 3 formal quotes through The Chest.

Where above £25,000 and openly advertised the opportunity will also be advertised on Contracts Finder

£100,000 to £189,330Open Advertisement on The Chest and Contracts Finder - Formal Tenders
£189,330 and Good and ServicesContract subject to the Public Contracts Regulations
£4,733,252 and WorksContract subject to the Public Contracts Regulations
£663,540 and Light Touch Regime ServicesContract subject to the Public Contracts Regulations
£4,733,252 and ConcessionsContract subject to the Public Contracts Regulations

 

How to find out about our contracts

MethodInformation
The Chest

Chorley Council has implemented the regional e-procurement portal "The Chest".

The Chest has been developed for use by Councils registered to use the system across the North West and brings together buyers and suppliers on to a single regional website, making it easier for businesses to find out about procurement opportunities and to grow and develop to the benefit of the local economy.

The Chest provides for tenders and quotations to be advertised/invited, received, completed and submitted electronically, providing efficiencies for both buyers and suppliers. Additionally suppliers may register to receive e-alerts for new procurement opportunities that they may be interested in.

Supplier registration and use of The Chest is free of charge.

View Chorley Council and other procurement opportunities on The Chest.
 

Contracts FinderContracts Finder is the National Procurement Portal specifically referred to in the 2015 Public Procurement Regulations on which all local government opportunities which are openly advertised and above £25,000, must be advertised. (£10,000 for Central Government)
Find a TenderFrom 1 January 2021 a new e-notification service called Find a Tender will be used to advertise procurement opportunities above the relevant public procurement thresholds and subject to the Public Contracts Regulations
Newspaper/JournalsWhere considered appropriate, we may also advertise some contract opportunities in local newspapers and/or trade journals.

 

Tender evaluation

Unless Price has been pre-determined to be the most appropriate contract award criterion, returned tenders are evaluated against pre-determined MEAT (Most Economically Advantageous Tender) criteria, usually by a panel of officers. Evaluation will focus on how the Tender proposes to deliver the service/supplies/ works, including quality and cost (price). Where appropriate, whole life costing will be applied. The balance between quality and cost will depend on the particular requirement.

Evaluation criteria and methodology will be pre-determined and clearly stated in the Tender Documents

The procurement procedure may include a pre-qualification or suitability assessment stage which will include an evaluation / assessment of the financial and technical capacity of the company including financial, health and safety, customer references etc.
All Tenderers will be notified in writing of whether or not they have been successful in their bid. Within the limits of current legislation and good practice we will provide unsuccessful tenderers with feedback on the reasons why their bid has failed.
Additionally, selling to the Council will be influenced by specific policies that the Council has adopted. Examples of these policies are described below.

 

Equal opportunities

We want to make Chorley Council a cohesive multi-cultural society in which all differences are valued and celebrated. To achieve this we are committed to the principles of fairness and valuing diversity to everyone who lives, works, studies, invests in, or visits Chorley and have produced a comprehensive Equality Scheme which sets out the details of this commitment.

 

Sustainability and the environment

At Chorley Council we are committed to protecting the local environment, addressing the environmental impact of our activities and ensuring a better quality of life for everyone. We recognise that the Council has a vital role in furthering sustainable development, through its procurement of buildings, goods, works and services and that procurement decisions can have a major socio-economic and environmental implication, both locally and globally, now and for future generations.

To this end, we have adopted a Sustainable Procurement Policy and encourage our suppliers to adopt, practice and promote sustainable policies and procedures.

The Council will specify, wherever possible and practicable, the use of environmentally friendly goods and may include sustainability factors within the specification and evaluation criteria as appropriate.

View our Sustainable Procurement Policy.

 

Contract monitoring

The Council has to monitor its performance as part of its duty under Best Value and our Suppliers and Contractors will be expected to provide the Service in accordance with the requirements set out in the contract documentation.

The Council is continually striving to improve its own performance and expects firms working for it to do the same. The Council will look seriously at the position of any firm that fails to perform to the levels required.

Suppliers and Contractors will be asked to comment on any adverse performance that is reported and should be aware that any instances of poor performance could lead to financial penalties or early termination of the Contract. Examples of adverse performance would include areas such as:

  • poor health and safety practices
  • poor quality of goods or service
  • poor adherence to work programme
  • breaches of legislation which put Council services at risk

 

E-Procurement

E-Procurement is the ability to trade with all suppliers using e-mail and web technology. It removes paper processes and reduces costs for both buyer and supplier, making trading simpler, more efficient and more cost effective. E- procurement also helps reduce costly mistakes, such as incorrect orders and deliveries, and is a key to ensuring quick payment. Without pieces of paper to get lost in the post or mislaid within the department, supplier invoices can be turned around and settled quickly.

Chorley Council currently issues tenders and quotations electronically through the Chest, which is the North West's Regional e-Procurement Portal.

Suppliers are advised to register on The Chest free of charge to view and access Chorley Council and other Authority's procurement opportunities. 

Visit The Chest website

 

E-Procure to pay system

Chorley Council operates a fully electronic procure to pay system across the authority. This system uses internet technology to streamline procurement by employing a simple, browser based interface for the requisitioning and purchasing of goods. The system allows orders to be sent to suppliers by e-mail, or, for those suppliers who cannot yet accept orders by this method, by traditional printing and posting. The Council's preferred method of sending orders is by e-mail.

The system goes on to allow Council buyers to electronically "Goods Receive" and, process the invoice for fast and efficient payment to the supplier by BACS. BACS is the Council's preferred payment method.

To ensure effective operation of this system and achieve maximum process efficiencies for both the Council and the Supplier it is essential that every invoice quotes an official Council order number. Invoices that do not quote an order number may be returned to the supplier unpaid as considered appropriate.

 

Small business friendly concordat

Chorley Council recognises the important contribution that small businesses can make to the delivery of public services and the vital role these businesses play in the local and national economy. We aim to encourage a mixed range of suppliers in order to help develop and stimulate a varied and competitive marketplace and have adopted a small and medium sized enterprise (SME) friendly procurement concordat. The Concordat is a voluntary, non-statutory document, and our signature to it demonstrates our pledge to actively engage with small businesses and also our commitment to good procurement practices in general.

 

Departmental responsibilities

Directorate / Service areaGoods / services purchased
Commercial Services 

Assets Development and Business

Night Concierge Services

Relevant Consultancy Services

Digital Office Park

Relevant Consultancy Services

Cleaning Services

Facilities Management

Community Centre equipment and furnishings

Market Walk and Town CentreMarket Walk, Markets and Town Centre Services, equipment and products
Property and Facilities

Relevant Consultancy Services

Building Facilities Management and Maintenance Services

Utilities contracts

Customer and Digital 
Customer Services/Direct Services/Systems and Compliance/Transactional

Relevant Consultancy Services

Debt recovery

Out of Hours Call services

Customer Services/Enforcement

Customer Services/Waste

Licensing Services & equipment

Relevant Waste and Recycling Contracts

Waste and Recycling Capital Equipment

ICT

Data Centres

Storage

Networks

DR

Hardware

Software and Licensing 

Printing

Mobile Phones and Desktops

CCTV

TV's

Wi-Fi

AV equipment

Planning

Planning and Digital Services

Relevant Consultancy Service

Development Control

Building Control and Environmental Improvement Services

Streetscene

Specialist Vehicles

Plant and Equipment

Pesticides
Specialist Cleansing Services

Bowling Green Equipment 

Grounds Maintenance Materials

Street Cleansing Equipment/Vehicles

Cleaning Materials

Protective Clothing

Highway Materials and Services

Early Intervention and Support 
Communities/Neighbourhood Priorities

Play and Equipment Activities

Health and Wellbeing Services

Housing Solutions and Public Protection

Dog Kennelling Services

Pest Control Services

Alley Gates and Graffiti Removal Services

Homelessness Services 

Young Peoples Housing Services

Environmental Health Consultancy Services

Spatial Planning

Relevant Consultancy Services

Improvement and Renewal works to Open Spaces and Parks

Horticultural supplies

Policy and Governance

 
Communications and Visitor Economy

Relevant Consultancy Services

Events infrastructure

Advertising and Publicity Material

Restoration and Improvement works

Astley Hall

Legal, Democratic, Electoral and Services

Relevant Consultancy Services

Elections/Committee Services Software

Civic Building Services

ProcurementCorporate wide agreements
Shared Financial Services

Treasury Management Services

Banking

Financial Management Information Systems

Electronic Card Payment Services

Leasing Consultancy Services

Tax Advice

Transformation and Partnerships and HR Services

Relevant Consultancy Services

Recruitment Advertising

Agency Staff

Occupational Health and Counselling Services 

Health and Wellbeing Initiatives

Payroll

Training and Development Packages and Computer Software

Digital TransformationSoftware and Cloud Services

 

Comments on our guide or other procurement issues

We are committed to quality and are always looking for ways to improve our service. If you have any views, positive or otherwise on your procurement experience with the Council, or any comments on how we may improve this Guide, we would like to hear from you. Please send your comments to:

Corporate Procurement , Chorley Council , Town Hall, Market Street, Chorley, Lancashire, PR7 1DP

Email: procurement@chorley.gov.uk

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