Use of the Standing List

When the Council wants work carried out or building consultancy, firms are selected from the appropriate Standing List category.

The Selection Process

The Council operates a policy of strict rotation of contractors invited to tender for projects on a scheme by scheme basis.  In order to strengthen selection procedures and reinforce the separation of duties, all requests for tender lists are processed by the Administration section, rather than Technical staff.  The number of companies invited to tender is determined by the Council's constitution, as follows

Estimated contract value           Max
Between £35,000 - £50,000         5
Between £50,000 - £250,000        6
Between £250,000 - £1 million      8
More than £1 million                    6

Each tender list is formed 50% by selection and 50% by rotation.  The selection element is divided on the basis of recent previous good performance on contracts of similar size.  The rotation element is strictly managed so that every contractor on the approved list will be given the opportunity to tender for work.

Occasionally, all contractors on the relevant approved list are invited to respond to a questionnaire so that a tender list can be drawn up entirely on the basis of selection based on the marking of replies to the questionnaire.

The Council's Constitution also requires that Council wide term contracts be used where available and currently the Council Building Maintenance Term Contract operates up to a value of £25,000 (non residential).  A Council Building Services term contract also operates up to a value of £5,000 (non residential).

There is a need for rotation, given the number of approved companies capable of undertaking the type of work on the approved list.  Whilst no guarantee can be given, companies will be given the opportunity to tender for future contracts in the categories for which they are approved as these projects evolve.  The frequency of the invitation will depend on the number of companies on the list, and the number of contracts sought for that category.

Link to information about how contracts above the EU limit are tendered.

This criteria applies provided there is a sufficient number of firms on the particular approved list category if not then all firms will be asked to tender.

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