How to do business with Maidstone borough council

Evaluation of tenders and managing contracts

Tenders are evaluated against the pre-determined criteria detailed in the tender documents. Evaluation will focus on examining how the tenderer proposes to deliver quality services or supplies and the associated cost. The balance between quality and cost will depend on the particular requirement.

Interviews and Presentations

At any time during the tender process, e.g. short listing or tender evaluation, tenderers may be invited to give a presentation or attend an interview as part and in support of tender submissions.

Tenderers will be sent a letter informing them of whether or not they have been successful in their bid. Within the limits of current legislation and good practice the council will always offer unsuccessful tenderers an opportunity to discuss the reasons why their bid has failed.

Contract monitoring

The council has to monitor its performance as part of its duty under Best Value. Successful tenderers will be expected to provide the service in accordance with the requirements set out in the contract documentation and their proposals to carry out the contract.

The council is continuously striving to improve its own performance and it expects firms working for it to do the same. The council will look seriously at the position of any firm that fails to perform to the levels required.

Transfer of undertakings (protection of employment) - (TUPE)

The tendered contract occasionally results in the incumbent contractor’s staff transferring to the successful contractor’s establishment. The council recommends you acquaint yourself with the relevant regulations.

A simple guide “Best Value Code of Practice on Workforce Matters in Local Authority Service Contracts in England & Police Authority Service Contracts in England and Wales: Unison Guide” is obtainable from the public sector union “UNISON” at www.unison.org.uk/acrobat/13612.pdf

Complaints procedure

The council will adopt a variety of contract monitoring arrangements appropriate to the value and nature of each contract. Most complaints will be discussed and resolved through these arrangements. However, if any contractor or prospective supplier has a complaint about unfair treatment or discrimination that cannot be resolved through normal commercial contact with the council, the complaint can be made in writing through the councils’ Corporate Complaints Procedure. This procedure details the policy for dealing with complaints and ensures that the council acts promptly.

Freedom of information

The Freedom of Information Act came into force on January 1, 2005 and gives people a general right of access to information held by or on behalf of public authorities. It is intended to promote a culture of openness and accountability amongst public sector bodies, and therefore to facilitate better public understanding of how public authorities carry out their duties, why they make the decisions they do, and how they spend public money. Should you wish to request information on a procurement matter, your application in the first instance should be made in writing to the council’s Procurement Manager.

Register of current council contracts

A database with the Council’s current contracts can be viewed on the Contracts Register List

Current council opportunities

Current council opportunities and contracts can be found in the South East Centre of Excellence Business Portal.