Working with Fareham Borough Council

Your Questions Answered

 

• I have a business, how can I offer my services to the Council?
• What about Approved and Selected Lists?
• Where do you advertise?
• What about sub-contractors and suppliers?
• Do I have to complete a Pre Qualification Questionnaire (PQQ) for every tender I apply for?
• How can I improve my chances?
• What is your policy on insurance?
• What is your policy on health & safety requirements?
• What is your policy on contractors and the environment?
• What are your terms for payment?
• Can we do business electronically?
• How is my company affected by Freedom of Information (FOI)?

I have a business, how can I offer my services to the Council?

Contra to popular belief Fareham Borough Council does not maintain a list of contractors and suppliers.  We do, however, endeavour to ensure fair competition for all services and supplies by advertising  contracts and tenders in the local press and, where appropriate, specialist trade journals.

Contractors and suppliers are requested to submit an expression of interest in response to tenders as and when they are advertised.  These expressions can only be accepted when received electronically or in hard copy format, and must include all information requested within the advert. Verbal expressions of interest will not be accepted.

 

What about Approved and Select Lists?

The Council does not generally use an approved list, unless this is the chosen route for procuring a particular supply.  We have, however, adopted the EXOR accreditation scheme to achieve a consistent vetting standard across Council contracts.  We will, therefore usually expect all of our suppliers and contractors to be accredited with EXOR. 

While we will continue to publicise tender opportunities and encourage supplier interest in the Council's contracts, the EXOR list of accredited suppliers will be our first step in the contract letting procedure.

 

Where do you advertise?

This is dependant on the nature of the contract in question, however we will usually publicise tenders opportunities in the local press and the OJEC journal or specialist trade journals.  The definitive list of all tender opportunities will, however be published on the Council's website.  To be sure that you don't miss out, businesses are encouraged to subscribe to our email notification service.

 

What about sub-contractors and suppliers?

Because Fareham Borough Council recognises the importance of sub-contractors and suppliers within the supply chain we have dedicated pages on our web site that encourages them to take part within the tendering process.

 

Do I have to complete a Pre Qualification Questionnaire (PQQ) for every tender I apply for?

Again, this is dependant on the nature of the tender, but usually, the answer to this will be yes.  By doing this, we are able, as a public body spending public money, to provide a full audit trail of each and every purchase we make.

We do, however, endeavour to provide our PQQ's in a simple, consistent format and will aim to draw the majority of information from the EXOR accreditation database where this is feasible.

 

How can I improve my chances?

There are a number of ways in which you can improve your chances of being successful.

The first is being prepared for tenders as they are due to for release, i.e. keeping an eye on the contracts register and the contract expiry date of the contracts your company may be interested in.

Subscribe to the Tender Mailing List and receive copies of all tenders as they are released, directly to your nominated email account. 

When expressing an interest or completing a PQQ, ensure you follow the instructions issued, answering all questions and returning all documents/evidence requested and making sure this is provided in the format required.

• Do not answer the questions by sending in company annual reports/brochures that require the evaluation team to search for the information required. 

• Be honest and open. If you are unable to answer a question give the reason why.

Failure to follow the above two bullet points can severely restrict your chances, and may even result in your application being dismissed.

Become accredited through the EXOR Group.  This is where the Council will first look to compile a group of prospective suppliers and ensure that you are included in the evaluation process.

 

What is your policy on insurance?

Insurance requirements will be stated within tender/contract documents; however as a minimum most contracts will require the contractor to be covered by an Employers and Public Liabilities Insurance to the value of £5,000,000.

 

What is your policy on health & safety requirements?

Fareham Borough Council is committed to ensure the health and safety of its residents, visitors, employees and users of all its facilities and services. Health and Safety will therefore form an integral part of the evaluation criteria for all relevant tenders.

Health and Safety also forms an important part of the EXOR accreditation process.

As part of this on going commitment we continually assess and monitor the way in which contractors and suppliers provide their services to Fareham, whilst also reviewing the way in which we carry out such assessments.

 

What is your policy on contractors and the environment?

Fareham Borough Council will endeavour to put into practise the principles of a sustainable environment contained within the Local Agenda 21 Initiative, and will expect its contractors to do so as well.

 

What are your terms for payment?

Where the Council enters into a formal contract, the terms and conditions are stated within the tender documents and/or negotiated with the successful tenderer.  These terms of payment will generally be based on our standard terms for purchase orders, which are, that payment will be despatched 30 days from receipt of an acceptable invoice for goods or services performed.

 

Can we do business electronically?   

Yes.  The Council is fully committed to using technology as a way of easing the 'Procure to Pay' process both for itself and for its suppliers.  A number of initiatives have already been put in place and continue to be developed.

Further information is available on Doing Business Electronically.

 

How is my Company affected by Freedom of Information (FOI)?

The Freedom of Information Act applies to all information held by public bodies. It also applies to specifically designated private companies that perform public functions but not to other private companies, see the Department for Constitutional Affairs Website (this is an external hyperlink) . However, all of the information that FBC holds about your company is covered by FOI, as is any information that you hold on the Council's behalf.

 

If you require any further information, please email procurement@fareham.gov.uk.

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