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Procurement
Home   Business   Tenders and procurement   Procurement

Procurement  

North Ayrshire Council procures goods, works and services. Our Corporate Procurement Unit (CPU) works to ensure that purchases are economically advantageous, legal, fair, safe and that the procurement process is open and transparent.

Our vision is to be 'recognised by all North Ayrshire stakeholders as a focussed, passionate and inspirational Procurement team that works collaboratively, both internally and externally, to support North Ayrshire communities, SMEs, third sector organisations, social enterprises, supported businesses and micro-enterprises whilst delivering value for money for North Ayrshire residents'.

All requirements over:

  • £50,000 for supplies and services
  • £100,000 for works

are advertised on the national Public Contracts Scotland (PCS) portal. It is free to register and to receive email alerts for public sector contract opportunities. 

What is a contract?

A contract is an agreement between North Ayrshire Council and a supplier/contractor/service provider, or multiple suppliers/contractors/service providers. Suppliers/contractors/service providers become providers of particular supplies, services or works (commodities) for the duration of the contract.

Not everything is contracted. Whether a contract is put in place depends on how much money the council will spend on that commodity over the year, or lifetime of a project, and whether this amount reaches a legally binding threshold, at which point a contract must be put in place.

The length of contract and how many suppliers/contractors/service providers receive a contract for the requirement depends on the requirement and number of suitable tenders received.

A framework is an agreement with a sole supplier/contractor/service provider or multiple suppliers/contractors/service suppliers to establish terms governing contracts that may be awarded during the life of the agreement. In other words, it is a general term for agreements that set out terms and conditions for making specific purchases (call-offs).

Why do we use contracts?

North Ayrshire Council uses contracts to secure best value. We make sure that:

  • items are fit for purpose
  • prices are reasonable
  • suppliers/contractors/service providers have relevant levels of insurance, financial stability and health and safety policies.

this protects the interests of the residents of North Ayrshire as well as North Ayrshire Council.

Which companies are awarded contracts?

Companies of all sizes have secured contracts with North Ayrshire Council. Companies tendering should remember to:

  • complete information requested thoroughly
  • ensure they meet the minimum criteria described in the procurement documents
  • ask questions via the PCS-Tender website if anything is unclear
  • return all documentation via the PCS-Tender website in advance of the deadline.

Contracts Register

Section 35 of the Procurement Reform (Scotland) Act 2014 requires a contracting authority to keep and maintain a register of contracts (a “contracts register”) which must be made publicly available on the internet and by such other means as it considers appropriate.

North Ayrshire Council’s Contracts Register can be accessed through the Open Data Portal. The Open Data Portal gives members of the public access to a list of live contracts and frameworks and allows member of the public to perform bespoke filters and download extracts.

Low value requirements

Between:

  • £10,000 and £50,000 for supplies and services 
  • £10,000 and £100,000 works 

Quotes are obtained though the PCS-Tender website or PCS website.

Please find details of the Quick Quote process. Suppliers/contractors/service providers must be registered with PCS /PCS-Tender to be considered.

Single Procurement Document (SPD)

An SPD allows the council to assess a bidder's capacity, and capability, to carry out a contract.

An SPD is used:

  • before the issue of an invitation to tender for a 2 stage tender process, as part of the selection process
  • within the invitation to tender as part of a 1 stage tender process, evaluated as a minimum requirement. 

Annual Report

Section 18 of the Procurement Reform (Scotland) Act 2014 (the Act) requires any public organisation obliged to publish a procurement strategy to prepare an annual report on its regulated procurements.

Annual reports are required to be published as soon as practicable after the end of the organisation’s financial year.

View North Ayrshire Council’s most recent report Annual Procurement Report 1 April 2019 to 31st March 2020 (PDF, 468kb)

Monitoring our procurement performance

Our Procurement Strategy (PDF, 404kb) outlines the main objectives of the CPU until 2020.

The CPU is assessed annually, by Scotland Excel. 

Contact 

Email

procurement@north-ayrshire.gov.uk

Telephone

01294 324039