Procurement - Frequently Asked Questions

1. How does the tender process work?

All Council business is procured through a competitive process – whether by comparing quotes for low value purchases, or a formal tender process for high risk/high value contracts.

There are a number of different procurement processes that we use and the time frames for each process will depend on the individual procurement.

It is important for us to allow reasonable time for prospective suppliers to respond and for us to carry out our evaluations. Sometimes it can take up to 12 months for the process to be completed.

The Council will give local suppliers a fair opportunity to compete for Council business. We will continue to look for ways in which local participation can be encouraged.

2. What are the procedures for inviting tenders? How long will it take?

There are a number of different tender procedures and the timeframes for each will depend on how complex the procurement is.

UK threshold (high value) Contracts

Open Procedure

Key points of the open procedure:

• Single-stage process: Suppliers submit full tenders in one step (no separate selection and award phases).
• Open to all: Any interested supplier can respond, provided they meet the specified conditions of participation.
• The open procedure: is normally only used where the known market place is limited, and the Council needs to seek out extra interest, or where the timetable does not allow multiple stages.

Competitive Flexible Procedure

The Competitive Flexible Procedure is a new, more adaptable procurement route introduced under the Procurement Act 2023. It allows contracting authorities to design a procurement process that best suits their needs, while still ensuring fairness, transparency, and competition.

Key Features:

• Flexible design: Authorities can decide the stages, timings, and requirements—such as pre-qualification stages, negotiation, or dialogue.
• Multiple stages: Can include initial selection, shortlisting, and detailed negotiation phases.
• Customisable: Particularly useful for complex contracts or where innovation is needed.
• Open to all interested suppliers, but authorities can limit participation based on set criteria at various stages.

Below Threshold Contracts

These are public sector contracts where the total value (including VAT) is below the full UK procurement thresholds set out in the Procurement Act. They are still regulated but there is more flexibility on how these are procured, taking in to account the rules set out in our Procurement Code – see below.

3. What do I need to think about when I tender?

 Decide wisely before you bid

• Don’t waste time bidding for work you can’t win.
• Use a simple checklist to help decide:
• Can we meet all the contract requirements?
• Do we have relevant experience?
• Can we offer a competitive price?
• Having a “Go/No-Go” checklist can save lots of time and effort. 

Understand and show social value

• Social value is often used as quality question in a public tender.
• SMEs can compete with big companies by:
• Researching local community needs (e.g. unemployment, health, education).
• Giving specific examples like: “We’ll work with this local food bank or this job centre.”
• Highlighting local roots and how you already support the area.
• Avoid vague promises—say exactly what you’ll do if you win the contract.
• Offer value in low-cost ways (e.g. donating your time or services).

 Show you’re environmentally responsible

• You can stand out by showing what you’re doing for the planet:
• Get ISO 14001 accreditation (environmental management).
• Create a Carbon Reduction Plan (CRP).
• Make small changes like:
• Switching to electric vehicles
• Installing energy-saving equipment
• Training your staff and supply chain in sustainability
• Even if not required, this kind of effort can win you points.

Find out what buyers care about

• Go to the buyer’s website.
• Look at their:
• Procurement strategy
• Business plans
• Community goals
• Use this to write answers that show how you’ll support their aims.

Check your bid before you submit it

Tenders often do not win due to:

• Failing to answer the specific question
• Failing to address the full specification
• An insufficient level of detail
• Inability to evidence the required competencies
• Poor planning
• The right people are not involved
• Unattractive pricing
• Non-compliance with eligibility criteria

Proof reading is more than spotting grammatical and spelling mistakes, bids are rarely lost for this reason. Look for whether you:

• You have answered all parts of the question
• You have explained the proposition clearly so it is easy to understand
• You have fully addressed the specification and evaluation criteria
• Your response is logically structured and easy to follow
• You have addressed the ‘how’ as well as the ‘what’
• You have provided relevant evidence to demonstrate your competency
• You have been consistent across every question response
• You have used the word count or page count effectively, if applicable (content above the word count or page count limit will be disregarded)

Common Mistakes to Avoid

• Not meeting basic requirements (like accreditations or turnover).
• Assuming the buyer already knows you - spell everything out.
• Using too much jargon or acronyms.
• Re-using generic answers that don’t fit the new tender.
•  Not answering the question fully.

4. How is the value of a procurement assessed?

The contract value is based on the probable sum payable to the provider over the term of the contract. If the value is £50,000 per annum for two years, then the value of the contract is estimated at £100,000.

If there was an option to extend the contract for a further year, then the value is estimated as £150,000. All of our contracts are now advertised including VAT.

5. What is the Procurement Code?

Our Procurement Code sets out the rules, which the Council staff must follow when purchasing works, supplies and services. Anyone purchasing on behalf of the Council must follow the rules contained within the Procurement Code.  

6. How to find out who a contract is with and when it will expire?

You can view our contract register here or on the Transparency section of the website for more information on who a contract is with, the spend and the duration of a contract.

7. I have clarification on a tender that is on your Proactis Portal, what do I do?

You must submit any clarifications to do with tenders via the messaging facility on the portal, these will then be picked up by the Procurement team who will liaise with the Project team and the Council will aim to provide responses as soon as possible.

8. How does a supplier provide an invoice to you and what should it contain?

All invoices should be sent to This email address is being protected from spambots. You need JavaScript enabled to view it. and/or Accounts Payable, Worcester City Council, PO Box 357, Malvern, WR14 9HP. You can also see our example of an ideal invoice here to see what we require it to contain. 

9. What are your purchase order terms and conditions?

To view our purchase order terms and conditions please click here.

10. What is ‘social value’ and how does it affect my bid?

Social value refers to the additional benefit your business brings to the community beyond the goods/services delivered (e.g., apprenticeships, sustainability, supporting local employment). We score social value in line with the Social Value Act 2012 and internal policies.

11. Can I speak to someone during the tender process?

No direct communication is allowed once the tender is live. All clarification questions must be submitted through the e-tendering portal to ensure transparency and fairness

12. What if I experience issues with the e-tendering system?

Contact technical support via the e-tendering platform or notify the procurement team listed in the tender documents. Ensure issues are raised before submission deadlines.

13. What procurement rules does the council follow?

We follow the Public Contracts Regulations 2015 and, from 2024, adhere to provisions under the Procurement Act 2023. Our procurement also aligns with the Council’s internal Contract Procedure Rules and thresholds.