PROCUREMENT AND CONTRACT OPPORTUNITIES

We spend more than £12 million a year procuring supplies, works and services from a range of different businesses. As with all government organisations, we’ve got a legal duty to make sure we find the most cost-effective, value-for-money solutions.

The way we do this is governed by our own standing orders, financial regulations and the Public Contracts Regulations 2015 (PCR 2015).

Introduction

West Midlands Fire Service spends around £12 million per annum on the procurement of supplies, works and services
providing companies of all sizes with a wide range of business opportunities. The Service has a statutory duty to ensure that the procurement of supplies, works and services represents the most cost-effective solution and that best value for money has been achieved. The Authority is committed to ensuring that public money is spent in a way that is fair, honest and accountable and that all decisions are transparent. These pages outline the procedures that deliver that commitment.

The Corporate Procurement Section provides specialist support to Fire Service departments in all tasks relating to a wide variety of contractual arrangements. To obtain the best value, most of our procurement is carried out through corporate contracts which have been subject to competition or joint arrangements with other local authorities and emergency services.TheWest Midlands FireService procurement procedures are governed by internal standing orders, financial regulations and EU Procurement Directives.

Where the value exceeds the EU monetary threshold stated above there will be an advertisement on the website for the
Supplement to OJEU (www.ted.europa.eu). Our lower value tenders will be advertised on our website and the government website: www.contractsfinder.businesslink.gov.uk

Procurement Threshholds

Procurement Thresholds (From 1 January 2018)

Value of PurchaseProcurement Process
Below £3,000Obtain 3 quotations if possible
£3,000 – £25,0003 written quotations
£25,000- £100,0003 formal Quotations
In excess of £100,000Formal tender to at least 3 suppliers
Goods or services in excess of £181,302Formal tender (in accordance with PCR 2015)
Works or construction in excess of £4,551,413Formal tender (in accordance with PCR 2015)

Where the estimated value of the contract is expected to exceed the relevant EU threshold, it must be advertised in the Official Journal of the European Union (OJEU.) Rules promoting non-discriminatory and transparent competition must also be followed – PCR 2015 specifies the timescales around this

Tender Procedures and Evaluation

Tendering Procedures

When you have expressed an interest you may receive an Invitation to Tender (ITT) however in some cases you will be
asked to complete a pre-qualification questionnaire (PQQ). These will be assessed on a number of criteria including
technical capability, financial standing, health and safety, equal opportunities and environmental issues. If your PQQis
acceptable you will go through to the next stage which usually means you will be sent an Invitation to Tender (ITT).

Tender Evaluation Criteria

We have an obligation under EU regulations to state what criterion and relevant weightings will be used to evaluate
tenders. Although this is not a mandatory requirement for Contracts valued at between £100,000 and the EU Threshold it
is considered best practice to follow this same procedure when developing the evaluation criteria. The basic criteria will usually be either lowest price or highest price when payment is to be made to the authority e.g. disposal of assets. Alternatively, it will be based on the most economically advantageous tender (MEAT)where considerations other than price also apply. These considerations may include price, service, quality of goods, running costs, technical merit, previous experience, delivery date, cost-effectiveness, environmental considerations, aesthetic and functional characteristics, safety, after-sales service, technical assistance and any other relevant factors.

Approved Lists

Approved Lists

We used approved suppliers lists for building, construction and maintenance supply or service contracts valued below the EU threshold, with a tenders list being produced for each contract. Generally each tender list will consist of six companies: three companies will be selected based upon previous performance, and three will be selected by rotation from the approved list. The rotation element is strictly managed so that every contractor on the approved lists will be given the opportunity to tender for work. 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.

To apply to be an ‘approved list’ company for us, you can use the below application.

This application provides companies with the opportunity to apply to be listed on West Midlands Fire Service approved contractors list. 1.0 Download

The completed form and supporting documents must then be returned to:-

Procurement
West Midlands Fire Service
99 Vauxhall Road
Nechells
BIRMINGHAM. B7 4HW.

Or electronically to procurement@wmfs.net

Key guidance and getting in touch

It’s important to check out our general conditions of purchase document that can be found below. This details what our expectations and terms and conditions when we purchase goods or services.

General conditions of purchase
A document detailing our expectations and terms and conditions when we purchase goods. 1.0 Download

As an equal opportunities employer, we’re committed to promoting equality of opportunity for all people irrespective of sex, age, race or disability. We’re also obliged to ensure that diversity matters are embraced in all our other activities, and procurement is no exception. We seek to ensure that our contractors and suppliers satisfy their legal and ethical obligations.

To contact our procurement team for any queries you can do so via the methods below:

procurement@wmfs.net

0121 380 6166