The selection process

Historic Scotland take a number of varying approaches to its purchasing requirements depending on the nature, cost or complexity of what is being purchased.

Deciding procurement strategy

Once a need has been identified the most appropriate method of procurement will be selected.
In general terms, this will mean our business areas seeking 3 quotes for purchases up to £50,000. See the Business Area Information document [pdf, 62kb] for more details on this.

For purchases estimated to cost over £50,000, a formal tender process would be followed in which bids are invited through the Scottish Government eSourcing portal or the Public Contracts Scotland Tender Postbox.

Invitations to tender/quote

Quotes or tenders will be sought from potential suppliers, or those firms who have been shortlisted through a Pre-Qualification exercise. Pre-Qualification will involve suppliers requesting a Pre-Qualification Questionnaire (PQQ).

The supplier should complete the PQQ available, and submit by the date required providing all supporting documentation. The PQQ will be assessed using weighted criteria, which are detailed in the PQQ, to identify a shortlist of suppliers to whom Invitations to Tender (ITT) will be sent.

The ITT generally will consist of a set of documents including the following –

• Instructions to Tender - Advise on the criteria on which the contract will be awarded and the format of response required.
• Specification - Explains the scope of the requirement including proposed service levels if applicable.
• Technical Proposal or Schedules - Information of evidence required in bid to illustrate potential suppliers ability to provide the goods/services required.
• Price Schedule - May include a format according to which tender pricing should be included.
• Historic Scotland Terms and Conditions

Evaluation of tender/quote

Once quotes or tenders are received these will be evaluated on a common basis to ensure that the competition is carried out in a fair and equitable manner, and that the quote or tender representing the best overall value for money is selected.

Best value for money does not necessarily mean that the least expensive quote or tender will be selected. Other areas such as, but not limited to, after sales support, lead-times, total life costs (including disposal) and the suppliers environmental and health and safety policies can all be taken into account when deciding who offers best overall value for money.

Award

The supplier submitting the best value for money tender will be sent an official Historic Scotland Purchase Order or an Award letter confirming the contract.

Contract management

A member of Historic Scotland staff will be nominated as a contact point and will monitor the suppliers performance and also deal with any queries the Supplier may have.

Payment

Historic Scotland observes the CBI Prompt Payment code, which has been superseded by the Better Payment Code www.payontime.co.uk and British Standard 7890 published in 1996.

This sets out good payment practice and the roles of buyer and seller, particularly emphasising the need for clarity in the arrangements. In the case of construction, statutory requirements for payment procedures are set out in Part II of the Housing Grants, Construction and Regeneration Act 1996.

The aim is to pay on time, never late but not unnecessarily early unless some early payment discount or other benefit has been agreed. Our interpretation of making payment is when a BACS payment is committed or a cheque is posted. If any Invoices have been disputed, the 'clock' should run from the date the dispute was resolved.