How we invite bids and select suppliers

The way we invite bids depends on the value of the contract:

Estimated value up to £25,000 (excl. VAT)

To ensure best value, we will request quotes from a minimum of three suppliers (two of which should be based in Torbay).

This process is likely to be undertaken by email and applies when the requirement is not complex and can be assessed purely on the ‘basis of price’ or ‘price and simple quality requirements’.

£25,001 (excl. VAT) to Threshold (inc. VAT)

For higher value contracts, in addition to requesting written quotes from three suppliers as above, Torbay Council may alternatively choose to invite suppliers to bid electronically through the SupplyDevon hub or Supplying the South West and Find a Tender. This can take the form of either a request for quote or open invitation to tender. The Supplying the Southwest e-tendering platform is our preferred method of advertising all formal tendering requirements and managing our contracting opportunities. All current and potential suppliers interested in tendering for our business are encouraged to take time to register, free of charge, on the Supplying the Southwest.

Suppliers may also be selected via call-off from an established framework or dynamic purchasing system or from an approved standing list. This process is undertaken when best value is offered and will be in accordance with the individual Framework requirements. Suppliers will have already been selected by public sector bodies and so any potential suppliers should make sure they monitor the procurement advertising so they can express an interest in tendering to be included for these types of contracts or framework agreements when they arise.

There are some contracts where we may work collaboratively with other authorities or public bodies, in order to achieve economies of scale and get better value for money, as well as often offering suppliers a more attractive and more sustainable contract. Generally these opportunities will be advertised through Supplying the South West. Where best value is demonstrated we may also direct award to a company wholly owned by the Council or jointly owned with other contracting authority.

Above Threshold (inc. VAT)

Where a contract is to be tendered, it will be openly advertised through Supplying the South West and Find a Tender. Alternatively, suppliers may also be selected via call-off from an established framework or dynamic purchasing system or via direct award to another contracting authority where the conditions set out in the Regulations permitting direct are met and best value is demonstrated.

Regulated Procurement Spend Thresholds

There are individual thresholds for:

• the supply of goods and services;
• the provision of works;
• the supply of certain social and other specific services.

These thresholds are outlined below and are reviewed and amended every two years. The current thresholds are applicable from 1 January 2024 to 31 December 2025.