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Tendering and bidding

Conducting competitive bidding processes to select the best suppliers based on quality, cost, and social value.

The tendering methods described below ensure that our procurement along with other Public Sector bodies is conducted in a transparent, competitive, and fair manner, aligning with legal and policy requirements.

The procurement procedures outlined below will change with the implementation of the Procurement Act 2023 now due for implementation on 24th February 2025. However, how to access the opportunities will remain the same.

The open procedure

This is the most frequently used procedure where any interested party can submit a full tender. All tenders are evaluated, and the contract is awarded to the Most Economically Advantageous Tender. We use this method in straightforward procurements where the requirements are clear and there is no need for negotiation, making it suitable for most procurement requirements.

Any interested supplier can submit a tender. There is no pre-qualification stage making it very accessible.

We evaluate all submitted tenders using criteria that is outlined within our contract notice and Invitation to Tender Documents (ITT) .This typically includes quality, compliance with the specification, social value and cost. Our evaluation process is transparent and strictly adheres to current Procurement Regulations. All suppliers are notified of the outcome and feedback will be provided to unsuccessful bidders.

We may split the requirement into specific Lots. This could be a geographical split for instance by county or Ambulance Region, or could be by service requirements or both.

How to Participate

Suppliers interested in participating in an Open Procedure should:

  • Monitor Procurement Portals: Regularly check government procurement portals for tender opportunities.
  • Prepare Documentation: Ensure that all necessary documentation, such as financial statements, certifications, and references, are up-to-date and ready for submission.
  • Submit Competitive Tenders: Provide detailed and competitive tenders that meet the specifications and evaluation criteria outlined in the contract notice.
  • Follow Guidelines: Adhere to the submission guidelines and deadlines to ensure that your tender is considered.

We publish our contract notices inviting suppliers to submit tenders via:

The restricted procedure

The Restricted Procedure is a two-stage procurement process that we use to ensure that only qualified suppliers are invited to submit detailed tenders. This method helps streamline the evaluation process and ensures that only capable suppliers are considered for the contract. The two stages are:

  • Pre-Qualification Stage (PQQ)
  • Invitation to Tender Stage

Pre-Qualification Stage

The purpose of this stage is to shortlist suppliers based on their capacity, capability and suitability to deliver the contract. This helps to ensure that only qualified suppliers proceed to the next stage.

Invitation to Tender Stage

The purpose of this stage is to obtain detailed proposals from the shortlisted suppliers and select the best offer based on the evaluation process (Most Economically Advantageous Tender)

We use this method for more complex higher value procurements where the requirements are complex, and we need to ensure that the supplier(s) have the necessary expertise and resources to deliver the contract. This method effectively allows us to manage risk and ensure that we can engage with capable suppliers to achieve the best outcomes for the contract.

How to Participate

Suppliers interested in participating in the Restricted Procedure should:

  • Monitor Procurement Portals: Regularly check government procurement portals for tender opportunities.
  • Prepare Documentation: Ensure that all necessary documentation, such as financial statements, certifications, and references, are up-to-date and ready for submission.
  • Respond to PQQs: Submit expressions of interest and complete pre-qualification questionnaires when opportunities arise
  • Submit Competitive Tenders: Provide detailed and competitive tenders that meet the specifications and evaluation criteria outlined in the ITT.
  • Follow Guidelines: Adhere to the submission guidelines and deadlines to ensure that your tender is considered.

We publish our contract notices inviting suppliers to submit tenders via:

Framework agreements

A Framework is a type of procurement arrangement that we use to streamline the purchasing of goods, services or works. It establishes the terms and conditions under which specific purchases (call-offs) can be made over the set period of the Framework, which is typically 4 years. This agreement does not commit to specific quantities or guaranteed purchases but provides a structure for procurement needs. At the end of the framework period the framework is retendered allowing new suppliers to bid and ensure continued value for money.

Suppliers are encouraged to express their interest in joining the framework through the above channels. A pre-qualification process may be used to shortlist suppliers based on their capability and compliance with requirements. Shortlisted suppliers submit their tenders detailing how they meet the specifications and their pricing. Tenders are evaluated against predefined criteria, such as quality, cost, compliance with specification and social value. Suppliers who best meet the criteria are placed on the framework.

When a specific need arises, a mini competition or call-off is conducted amongst the framework suppliers or a direct award is made based on the framework terms. The call-off contracts are managed to ensure compliance with terms and performance standards.

How to Participate

Suppliers interested in participating in a Framework Agreement should:

  • Monitor Procurement Portals: Regularly check government procurement portals for tender opportunities.
  • Prepare Documentation: Ensure that all necessary documentation, such as financial statements, certifications, and references, are up-to-date and ready for submission.
  • Respond to Invitations: Submit expressions of interest and complete pre-qualification questionnaires when opportunities arise.
  • Submit Competitive Tenders: Provide detailed and competitive tenders that meet the specifications and evaluation criteria.

We advertise our Framework agreements through various channels including:

Dynamic purchasing system (DPS)

A Dynamic Purchasing System (DPS) is an electronic procurement method that can be used to purchase goods, services, or works. Unlike traditional frameworks, a DPS is designed to be more flexible and open, allowing new suppliers to join at any time during its duration. This system helps ensure continuous competition and access to the latest innovations and market developments.

We advertise our DPS opportunities, inviting suppliers to apply, and the detailed specification is included in the advertisement. Interested suppliers submit an application to join the DPS. This includes information about capabilities, experience, and compliance with the requirements. We evaluate applications against the predefined criteria, and suppliers who meet the criteria are admitted to the DPS.

Unlike traditional Framework agreements, new suppliers can apply to join the DPS at any time provided that they meet the qualification criteria.

When a specific need arises, we will conduct a mini competition among the suppliers on the DPS.

How to Participate

Suppliers interested in participating in a DPS should:

  • Monitor Procurement Portals: Regularly check government procurement portals for tender opportunities.
  • Prepare Documentation: Ensure that all necessary documentation, such as financial statements, certifications, and references, are up-to-date and ready for submission.
  • Submit Applications: Apply to join the DPS by submitting the required information and documentation.
  • Participate in Mini-Competitions: Once admitted to the DPS, actively participate in mini-competitions to secure call-off contracts.

We advertise our Framework agreements through various channels including:

Procurement within EEAST

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