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Procurement

Purchasing goods, services or works

When procuring works, goods and services, applicants are expected to conduct the process in a manner which ensures openness, value for money and fairness and must follow the procurement procedures as they are outlined in this section.

Think Carmarthenshire First

For purchases below £25,000 please consider ‘Think Carmarthenshire First’ when seeking quotations for Goods/Services. Therefore, we encourage you to explore the marketplace to establish if there are any businesses within Carmarthenshire that can provide the goods / service that you are seeking to purchase and include them in your invites to quote. Carmarthenshire County Council and businesses operating within the County have a big role to play in the economic recovery of Carmarthenshire and local supply development is fundamental.

Procurement Thresholds

The precise procedures to be followed will depend upon the size of the order or contract to be let. Carmarthenshire County Council (CCC) operates a graduated set of procedures which recognises the need to lighten administrative requirements for contracts involving smaller amounts. The procedures that we would expect applicants to adhere to are as follows:

 

Up to £5,000

A minimum of 1 written Quotation must be obtained and retained.

Best value for money must be obtained and reasonable care must be taken to obtain goods, works or services of adequate quality at a competitive price.

A documented record to support the decision must be retained for audit purposes.

 

£5,000 - £25,000

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.

 

£25,000 - £75,000

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.

 

Goods and Services £75,000 - £173,934

A minimum of 4 tenders must be sought from competitive sources*, with a minimum of 2 tenders to be received**.

All those tendering must be provided with the same information:

  • the same specification of 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 practice to establish an evaluation panel to evaluate tenders.

** In the event that only one tender is received, you must contact the Project Manager from Carmarthenshire County Council (CCC) to provide details and justification of the procurement process you have undertaken. The decision to proceed to purchase must be approved by CCC on a case by case basis. In circumstances where it is evident that more than one tender could be sought, there may be a requirement to advertise via Sell2Wales.

 

Works £75,000 - £4,348,350

A minimum of 4 tenders must be sought from competitive sources*, with a minimum of 3 tenders to be received**.

All those tendering must be provided with the same information:

  • the same specification of 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 practice to establish an evaluation panel to evaluate tenders.

** In the event that only one tender is received, you must contact the Project Manager from Carmarthenshire County Council (CCC) to provide details and justification of the procurement process you have undertaken. The decision to proceed to purchase must be approved by CCC on a case by case basis.  In circumstances where it is evident that more than one tender could be sought, there may be a requirement to advertise via Sell2Wales.

 

Goods and Services above £173,934

In selecting contractors for the tender list, it is recommended that that appropriate due diligence and financial checks are undertaken on

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

 

Works Above £4,348,350

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