A FIVE STAGE TENDER PROCESS

The tender process typically leads to three or four companies becoming WPA framework suppliers. This promotes competition and ensures our partners receive maximum efficiency.

The five stages the tender process 

Stage 1: Identifying framework opportunities

  • Every partner can contribute to the frameworks WPA creates. They can ensure the requirements and specifications meet the needs of local communities and Welsh quality, price and value standards
  • Reviewing market data that identifies relevant trends and opportunities
  • Assessment of technical developments and innovations that introduce new product and service opportunities
  • Identifying how our partners can meet the requirements of the Building Regulations and British and European Standards

 Stage 2: Identifying suppliers of products and services

  • Framework opportunities are advertised to prospective framework suppliers through appropriate channels
  • To meet requirements of Public Contracts Regulations 2015 framework opportunities are always advertised in the Supplement to the Official Journal of the European Journal (OJEU) via Tenders Electronic Daily (TED) and Contracts Finder
  • WPAframeworks are based on two or three regional Welsh lots enabling companies of all types to apply, from small local suppliers to large networks.

 Stage 3: Pre-qualification questionnaires (PQQ)

Route A – Restricted Procedure

  • Suppliers wishing to join a WPA framework need to complete a PQQ
  • PQQ’s address the following criteria: company standing, financial standing, employment practices, health and safety practices, environmental awareness, capacity and geographical range, installation capability, technical capability and quality system management, administrative capability, experience of supplying the public sector
  • LHC will review the submissions on behalf of WPA to assess each tenderer’s capability to proceed to the short list of suppliers who will receive an invitation to tender (ITT)

Route B – Open Procedure

  • On some frameworks the PQQ stage is omitted. Suppliers are allowed free and open access to the tender and offer documentation (ITT)
  • The tenderers’ suitability is assessed by asking Suitability Assessment Questions within the ITT. Questions cover capability, legal status and financial standing

 Stage 4: Offer documents and evaluation.

  • Tenderers shortlisted from the PQQ stage or tenderers under the open procedure are invited to submit offers
  • Offers address: specification for products and services, testing and certification, service capability, pricing
  • Scores are then awarded to each tenderer in respect of each evaluation criterion
  • A detailed evaluation report shows for each tenderer the following: weighted score under each heading, value for money index, company or companies recommended for appointment

 Stage 5: Appointing framework suppliers

  • We typically expect to appoint three or four of the highest scoring tenderers to each regional lot
  • Numbers are based on likely demand and other considerations