• Primary Business Support
  Lower Farm
  Foxcotte
  Andover
  Hampshire SP10 4AA
• 01264 324403
• info@primarybs.co.uk

Procurement

Review of existing contracts as well as establishing new contracts are opportunities to make savings and improve service levels.  As the belt is tightened on budgets these opportunities should be grasped and used to your best advantage.

Smaller contracts can be let through estimates, quotations and tender without commiting to the full European Union procurement process, however there are requirements for openness and transparency that you should be aware of, as well as needing to adhere to your own internal procurement rules.

When it comes to larger contracts, generally within social housing those with a potential value over £173,934 for goods and services and £4,348,350 for works (Jan 2012 thresholds), contracts have to be procured in accordance with EU procurement regulations. The thresholds are for potential contract values and so a service contract for three years, extendable for two further years, with an annual value of £34,787 or more would require EU procurement regulations to be followed. The threshold for services is quite low.

We have undertaken procurement above and below the EU thresholds for clients. We have also undertaken consultation under S20 of the Commonhold and Leasehold Reform Act 2002 (CLARA) as part of the procurement process thus ensuring that when service charges are involved the full costs can be recharged to residents.

We have worked as lead in project groups that comprise housing officers and residents and we have led them through the procurement process, as well as developing the tender documentation, including pre-qualification questionnaire (PQQ), invitation to tender (ITT) and the PQQ and ITT evaluation methodologies.

If you would like us to assist your in-house team to undertake social housing procurement, or manage your procurement projects, get in touch to hear how we can assist you.

If you would like us to undertake an evaluation of your existing procurement policy and procedures to ensure that they are compliant and practical we would be pleased to talk to you about this.

Click here for a case study.

The elements of the work we undertake include:

• Project Management - to identify your precise requirements, advise on the best procurement route and provide advice on Part A and Part B services. Develop a project plan that will ensure the process is delivered in a clearly understood timescale and undertake organisation of project team meetings to agree documentation and undertake evaluation.
• Consultation including S20 CLARA requirements, other resident consultation, resident involvement and compliance with RP consultation requirements.
• Develop the contract documentation including any PQQ and ITT, along with documented evaluation methodologies, and including technical specifications.  Ensure compliance with procurement regulations and your own internal policies and procedures.
• Post the Contract Notice on the OJEU website on your behalf.
• Deal with potential providers' enquiries including issuing and documenting any Clarification Notices.
• Adherence to relevant timetables to ensure full compliance.
• Management of returned documentation and preparation for evaluation including checking for completeness and raising issues with potential providers.
• Organisation and management of site visits, interviews and taking up references, as required.
• Management of the tender evaluation process, including full documentation of the process.
• Notifying successful and unsucessful bidders and debriefing the parties.
• Issuing 'Stand Still' notice and ensure compliance with the Public Procurement Remedies Directive 2007/66/EC.
• Issuing Contract Award Notices in the European Journal.
• Preparation of contract documentation in readiness for signature by the parties..

If you would like to discuss how we can help you in your procurement work give us a call.