FAQ and Useful weblinks

If there is any term that you do not understand in this guide? Or if there are still some unanswered questions please contact the Procurement Team.

1. How can my company become a supplier to the council?
Single purchases for low value or low risk items, goods or services will normally be issued following an enquiry and quotation process. More formal processes are used for higher value contracts.over £50,000.  You should regularly read the advertisements on the Harrow website to know when the council is seeking tenders.  Suppliers based in Harrow who are seeking contracts of any value should register within the Harrow Business Directory.  Any supplier, wherever they are based, who is seeking to bid for contracts over £50,000 should also register with Harrow Council's Bravo E-tendering portal.

2. Must I use email and the web?
It is Government policy to widen electronic communication. Whilst not using the web or e-mail does not specifically bar you, the increased costs of order processing, for example, will mean that you may not be the Most Economically Advantageous Tender. Electronic advertising is the only method accepted for tenders following EU procedures.  Harrow Council's Bravo E-tendering portal is used for many tenders for contracts over £50,00 in value. 

3. Must I complete a PQQ every time that I apply to tender?
Yes. All formal tender requests require the questions to be answered.  Use of the Bravo e-tendering portal allows suppliers to submit PQQ documentation just once.  If that supplier competes for a different, future contract that requires completion of a slightly different set of PQQ questions, they will only be required to answer the additional question; they will not be required to material submitted for a previous PQQ, although they may update their submissions (e.g health and safety policy) if they wish.

4. How can I improve my chances of being successful?
Instructions are given in each advertisement and issued with each set of documents. By carefully following these instructions you will receive the same treatment as the other companies who submit tenders.

Ensure that you complete the documentation in good time and, if you have any questions, ask them in good time. Each advertisement will have the name and contact details of the Procurement Officer who is managing the tender.

Some other tips are:

• Follow the instructions exactly
• If hard copies are requested, ensure you supply the correct number of copies
• If hard copies are requested, ensure you deliver to the correct address
• Ensure you supply the correct number of copies
• Ensure you deliver to the correct address
• Use the requested format
• Do not ignore questions, always give an answer or an explanation and make sure that it's clear which question in the Invitation to Tender each of your answers or responses refers to. This will make it easier to evaluate
• Don't be put off by the tender documentation - you can always ask for help.
• Read the documentation carefully and understand what is required of you.
• Bear in the mind the audience that you're writing for. The evaluators, who may have to read and assess a large number of detailed tenders, will appreciate clarity, brevity and relevance. Don't include publicity material in your submission unless you're specifically asked to
• Be clear on your pricing model and state any assumptions you have made when pricing (for example, resources required by you and/or the Council, timescales, etc).

Remember, the evaluation is made on what you provide. There will be no reference made to your web site or any promotional literature.

5. Why are you interested in my internal policies?
The Council will always ensure that potential suppliers are fully committed to Health and Safety. This protects Harrow employees, residents and authorised visitors.

Harrow is required, and is fully committed, to the promotion of equality in respect of all sections of the community. Potential suppliers are a part of the community. We intend to be consistent in providing equality in all of our services and require those people and organisations working on our behalf to practice equality to the same high standards.

An objective of Harrow Council is to improve the environment in which we live and work.  Potential suppliers are required to demonstrate a commitment to sustainability and to mitigating negative environmental impact.

6. What are your Payment Terms?
Our normal payment terms are 30 days from the date on the invoice unless other terms are agreed in the contract. Payments will normally be by BACS transfer.

7. Why must I trade using e-procurement?
It is Harrow's, (and the Government's), intention that all purchasing will be carried out electronically as soon as possible. We recognise however that not all suppliers are, or will be, prepared for e-procurement. In these cases, there may be circumstances where it is still economically advantageous to the Council to contract, but each decision will be taken on its merits.  Bravo our e-tendering portal has a 24 hour support desk that will help with any queries, questions you may have when using their system.

http://www.harrow.gov.uk/info/200148/tenders_and_contracts/1951/faq_and_useful_weblinks/2