Procurement

Suppliers and Contractors

Procurement covers the full range of activities related to obtaining goods, works and services from initial assessment of the business need, through contract management to the end of the service contract or useful life of an asset, including disposal. In undertaking our procurement processes, we aim to ensure that we deliver a service which best meets the needs of Estuary Housing and our residents.

We work with a variety of suppliers, contractors and consultants to provide our services. These range from small local businesses to large national organisations. We encourage applications from local SMEs and minority groups.

As an organisation, we have established a set of core values which we aim to reflect in all that we do:

  • Being ethical
  • Having honesty & integrity
  • Being customer focused
  • Ensuring equality
  • Being accountable
  • Working in partnership
  • Achieving continuous improvement
  • Having skilled and professional staff

 

Additionally, as a registered provider of Social Housing, our procurement is governed by the Public Contracts Regulations, which require that we operate in a fair, open and transparent way.

We do not currently operate an approved supplier list. For small works requirements, we use Constructionline. Where applicable, we purchase through existing framework agreements.  All other tender opportunities for requirements not available through current contract or framework agreements are advertised on this site. Large contracts are also advertised in the Official Journal of the European Union (OJEU).

 

Key Procurement Policies

Value for Money

Value for Money is the term used to assess whether or not we have obtained the maximum benefit from the goods and services we have acquired or provided. It is a measure not only of the cost, but takes account of the mix of quality, cost, use of resources, fitness for purpose, timeliness and convenience. In assessing VFM, we also consider benefits in terms of reducing wastage and improving service delivery.

 

Equality & Diversity

At Estuary, we value inclusiveness and we are committed to embedding equality and diversity at the heart of our work. We aim to be an inclusive organisation, where individual differences are respected, where staff, people who use services, as well as their families and carers, are treated with dignity and on the basis of their merits, abilities and needs, and where everyone has a fair opportunity to fulfil their potential without suffering discrimination or disadvantage.

We firmly oppose all forms of unlawful discrimination, harassment and victimisation.

We expect everyone who works with us, including our suppliers and partners, to work actively to support us in trying to achieve our aims, comply with our policies and put them into practice.

 

Sustainability

Sustainable procurement is defined as “the process whereby organisations meet their needs for goods, services, works and utilities in a way that achieves value for money on a whole-life basis in terms of generating benefits not only to the organisation, but also to society and the economy, whilst minimising damage to the environment.”

We are committed to playing a part in preserving natural resources and preventing environmental pollution, and use sustainable products and services wherever possible.

We are committed to promoting sustainable procurement in order to deliver tangible benefits to both our local community and to the wider community, covering all aspects of sustainability – economic, social and environmental.

 

Anti-Bribery

Estuary wishes to carry out its business transparently and fairly and therefore operates a zero tolerance policy towards bribery by its board members, employees, contractors, agents and other associated persons. Incidences of bribery could lead to Estuary’s reputation being damaged and also lead to deterioration in its relationship with its tenants, customers, business colleagues and other stakeholders.

Estuary is also committed to working only with other organisations or individuals who commit to doing business without bribery. We would like to encourage firms that want to contract with us to adopt these principles as well.

 

Quotes and Tenders

Estuary’s Procurement Policy and Procedure establishes the threshold values which we adhere to when undertaking procurement exercises.

 

Financial Thresholds

 

Financial Thresholds

Contract Value (excludes VAT)

Minimum Number to be Invited

Up to £2,500

One written quotation, confirmed in writing

£2,500 - £10,000

Two comparable quotations, confirmed in writing

£10,000 to £25,000

Three comparable quotations, confirmed in writing

Over £25,000

Tender process inviting a mimum of five

 

Quotation Requests

For requirements with an estimated value of up to £25,000, we are required to obtain up to three quotes from Contractors/Suppliers. These will be sourced from our existing supplier base, supplemented with market information.   Wherever possible, we will try to ensure that we invite local suppliers and/or SMEs to submit a quotation.

 

Invitation to Tender

The documentation will include a detailed specification of the goods or services required; a pricing schedule; and a number of quality questions. You will also see the scoring criteria, which will explain how your submission will be scored by the Tender Panel. Please make sure that you have responded appropriately to each of the criteria to enable the Panel to score accordingly. If you are uncertain about our requirements, please contact us for clarification.

 

EU Tender Thresholds

 

EU Tender Thresholds

Contract Type

Contract Value (excludes VAT)

Goods & Services

£181,302

Works

£4,551,413

 

 Invitation to Tender OJEU

Contracts that are over the EU thresholds are subject to the full requirements of the Public Contracts Regulations and will be advertised in the Official Journal of the European Union (OJEU). Estuary places its OJEU notices via the BiP Supplier Portal, as well as on this website.

Estuary generally uses the Restricted Procedure process which requires all those that have expressed an interest to complete a Pre-Qualification Questionnaire (PQQ). From the submissions, a shortlist is produced to invite those with the highest score through to the Tender stage. Guidance for Suppliers in relation to the completion of the PQQ is available [need to add link details]

 

Tender Evaluation

We undertake either a price-only or value-for-money assessment to identify the supplier who will provide the best solution.

  • A price-only assessment is usually used for low-value, low-risk, uncomplicated tenders based on a tight input specification.
  • A value-for-money assessment (detailed as Most Economically Advantageous Tender in EU Procurement Regulations) is based upon a balanced review of quality and price.
  • A financial assessment of all bidders is undertaken on all tenders, where appropriate.

Our tender evaluation is conducted objectively and impartially. The criteria and weightings will vary depending on the circumstances and bidders are informed of these in tender documents.

As part of the procurement process we may ask short listed bidders to provide samples; to demonstrate their products or services; and/or to attend a presentation or interview session to discuss their proposals.