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How to find out about our contracts

Where the London Borough of Hillingdon advertises for contracts depends upon the type, value and legal requirements for awarding such contracts. The information below gives a guide to the tender advertising and information you will need to provide if you wish to tender for an advertised contract.

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Contracts currently out to tender can be seen at: capitalEsourcing »

Service and supply contracts over £164,176 works contracts over £4.1 million

These contracts are advertised in the Official Journal for the European Union (OJEU).  

Contracts requiring advertisement

Where a contract is tendered by public notice and the contract value of the goods and services is in excess of £164,176 (£4.1 million for construction/works) the contract must be advertised in the Official Journal of the European Union. 

In Local Government, all contracts over £25,000 that are advertised, appear on the contracts finder.

Pre-qualification questionnaires

The council normally requires a supplier to provide a written expression of interest in response to an advertisement in the European Journal or trade press. Following this expression of interest a request to complete a pre-qualification questionnaire will be sent out to each supplier. The questionnaire is split into a number of sections.

General company details

The questions in this section are designed to allow you to provide basic information on your company. This includes your main address for correspondence and contact names for both the application process and future tender invites. The questions in this section are designed to ensure that Hillingdon Council knows exactly with whom it may be entering into a contract.

Technical and professional capacity

The council will require details of other organisations (public or private sector) to whom you currently supply similar services. The council will use the information you supply here to assess whether your company is suitable for carrying out the category of work, service or supply it requires.

The council will require references from past clients to whom you have provided services. These referees are contacted to obtain further information about your company's performance.

Economic and financial standing

In this section you are asked for certain financial information relating to your company. You are asked to confirm that you can submit audited accounts and annual reports for your company for the last three years. Please note that these accounts must be for the actual company applying for admission to the approved list and not for the group or holding company of which your company may be part.

If your company is newly established and cannot provide formal accounts, this will be taken into consideration, but you will need to provide a statement from your accountant or a banker's reference.

The council will use the information you provide to assess the financial position of your company and to set contract limits.

You are asked to provide information on your insurance cover. Your company must carry Employers' Liability (at least £10m) and Public Liability (at least £5m) insurance cover. For some specialist contracts you may be required to carry professional indemnity insurance, product liability insurance, or fire/contract works insurance.

Quality management

The questions in this section are designed to enable the council to assess whether or not your organisation has suitable quality management systems in place to undertake the type of work for which you are applying.

Whilst it is not a requirement for contractors, suppliers or service providers to be formally quality assured with an accredited certification body, it is a requirement that organisations have adopted a quality management system.

Such a system should take account of the following principles of quality management:

  • focus on customers
  • provide leadership
  • involve people within the organisation
  • use a process approach
  • take a systems approach
  • encourage continual improvement
  • base decisions on facts
  • work with suppliers

Equal opportunities

The Equality Act 2010 (the Act) sets out anti-discrimination law and the requirements of the public sector equality duty (PSED). Compliance with the PSED should help public authorities ensure that the goods, services and works they procure are fit for purpose - thus ensuring they meet the needs of their users. 

The London Borough of Hillingdon is committed to ensuring that its employees and the people it serves are not discriminated against on the grounds of the protected characteristics as outlined in the Equality Act 2010 .

The council also believes that the people of Hillingdon have a right to expect that money spent on goods and services on behalf of the council should not promote discrimination in these areas. Hillingdon, therefore, encourages the companies it deals with to have a similar commitment, and may require them to demonstrate this.

Health and safety

In this section you are asked questions relating to your Health and Safety arrangements. Section 2(3) of the Health and Safety at Work Act 1974 requires that all companies employing 5 or more persons shall have a written statement of health and safety. However, the council requires all companies to have a written policy, irrespective of size.

The Health and Safety Commission have issued a number of guidance pamphlets on health and safety policies, two of which are particularly useful: 

  1. Writing a Safety Policy Statement - Advice to Employers (Ref HSC6)
  2. Construction Industry Advisory Committee pamphlet - Guidance on the Implementation of Safety Policies (Ref IAC/A1)

These are available from: -

Health and Safety Executive
Baynards House
1 Chepstow Place

or from local offices of the HSE.

Useful links  

Environmental matters

Hillingdon Council is committed to improving its own environmental performance through use of best available materials, practices and technologies. In order to achieve this aim, the council expects companies, from whom it purchases goods, works and services, to demonstrate similar levels of environmental care and commitment.

In this section you are asked if you have an Environmental Policy. If you do not, it will not prevent you at this stage from being considered for the contract. However, you may be asked for further environmental information when you are invited to tender for specific contracts.

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Article utilities:  Bookmark and Share Print Print this page Last updated: 06 Sep 2018 at 10:55