Enhancing Pembrokeshire Grant Funding Criteria

Procurement Guidelines

Summary of value bandings and where they need to be advertised

Up to £4,999.00 (value excl.VAT)

  • A minimum of 3 quotes must be received and retained.
  • Best value for money must be obtained and reasonable care taken to obtain good, services or works of appropriate quality at a competitive price.
  • Records of decision making must be retained for audit and claim purposes.

Requirement: All

£5,000.00 - £24,999.00 (value excl.VAT)

  • A minimum of 3 written Quotations must be sought from competitive sources. The quotes must be based on the same specification and evaluated on a like for like basis.
  • A documented record of the quotes sought, the evaluation process and the decision to award must be recorded.

Requirement: All

£25,000.00 – £74,999.00 (value excl.VAT)

  • A minimum of 3 written Quotations must be sought from competitive sources. The quotes must be based on:
    • the same specification
    • the same evaluation criteria and evaluated on a like for like basis. It is best practice to establish an evaluation panel.
    • the same closing date
  • A documented record of the quotes sought, the evaluation process and the decision to award must be recorded.

Requirement: All

£75,000.00 – £173,934.00 (value excl.VAT)

A minimum of 4 competitive tenders must be sought with a minimum of 3 tenders received.

  • All those tendering must be provided with the same information:
    • the same specification requirements
    • an outline of the evaluation criteria against which the contract will be awarded and
    • the same closing date for receipt of tenders, after which no submissions will be accepted
  • The evaluation process you follow must be consistent with the original evaluation criteria outlined and an evaluation report produced detailing on what basis the successful tender was awarded. It is best practise to establish an evaluation panel to evaluate tenders.

Requirement: Goods and Services (Goods Are material items i.e. equipment, food, vehicles etc. Services Are tasks undertaken by people i.e. consultancy services, translation services etc.)

£75,000 – £4,348,350 (value excl.VAT)

  • A minimum of 4 competitive tenders must be sought with a minimum of 3 tenders received.
  • All those tendering must be provided with the same information:
    • the same specification requirements
    • an outline of the evaluation criteria against which the contract will be awarded and
    • the same closing date for receipt of tenders, after which no submissions will be accepted
  • The evaluation process you follow must be consistent with the original evaluation criteria outlined and an evaluation report produced detailing on what basis the successful tender was awarded.
  • It is best practise to establish an evaluation panel to evaluate tenders.

Requirement: Works (Works include landscaping, construction, building works etc.)

Above £173,934 (value excl. VAT)

If a contract for Goods or Services is likely to exceed £173,934 the applicant must inform PCC to confirm whether the contract will be subject to EU Public Procurement Directives.

Requirement: Goods & Services

Above £4,348,350 (value excl. VAT)

  • If a contract for Works is likely to exceed £4,348,350 the applicant must inform PCC to determine whether the contract will be subject to EU Public Procurement Directives.

Requirement: Works

Avoiding conflicts of interest in procurement

We recognise it is possible applicants or persons connected with them (such as relatives, business partners or friends) may wish to tender for a contract being offered by the applicant.

This is acceptable, but applicants will need to ensure that the tendering process is undertaken in an open, transparent and in a fair manner, as outlined above, which does not give one person or company tendering any advantage over another, which arises from the process. If an applicant / developer or any person connected with them, has an interest in any of the potential bids for a contract offered:

  •  That applicant/developer, person or party with an interest must outline that interest in writing.
  • That person or party with an interest should take no part whatsoever in any of the tender evaluation procedures.

Please contact the Regeneration Team on 01437 775536 or enhancing.pembrokeshire@pembrokeshire.gov.uk for further procurement guidance and information.

ID: 9031, revised 02/09/2022
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