FAQs (Frequently Asked Questions)

As per the CA’s internal Contract Standing Orders, RTQ’s (Request to Quote) are  used for tenders with an estimated value that falls between £5,000 - £30,000 (inclusive of VAT). Above this threshold, Invitations to Tender (ITTs) are used. The process adopted reflects both the risk and value associated with the procurement, therefore ITTs will largely require more complex and formalised responses.

Within procurement, a ‘framework’ is an agreement put in place with a provider or range of providers that enables buyers to place orders without running lengthy tendering procedures. Suppliers must be able to meet certain standards (dependent upon the industry/market area) to be admitted onto a framework. Often divided by lots, the scope of frameworks can be vast.

The Combined Authority will often use external frameworks to obtain goods, services and/or works, therefore tender processes are not always advertised. Examples include but are not limited to: CCS, YPO, NEPO.

All the CA’s live opportunities can be found on Yortender here.

The Combined Authority will often use external frameworks to obtain goods, services and/or works, therefore tender processes are not always advertised. Examples include but are not limited to: CCS, YPO, NEPO.

Within Procurement, a ‘DPS’ (Dynamic Purchasing System) is similar to a Framework, however unlike frameworks suppliers can apply to join at any time.

DPS’ encompass two-stages. Stage One includes admitting suppliers onto the DPS, and there is no limit on the number of suppliers admitted; suppliers can also submit an application at any time. Stage Two is commonly known as the mini competition stage and is where the Combined Authority will invite all suppliers successfully award from Stage One to bid for a mini competition under the relevant lot of the DPS.

 All the CA’s live opportunities can be found on Yortender here.

Yes. Pre-market engagement activity is key for the Combined Authority to better understand the requirements; understand the costs associated to the product/service; understand how long the product/service may take to implement or obtain; encourage competition in the industry; encourage interest; and ensure that a healthy number of submissions are received.

There are various approaches to market engagement; depending on the size and scope of the opportunity one or more of the following approaches are utilised:

PIN (Prior Information Notice)

• A PIN is a notice published on Find-A-Tender service (FTS) which sets out the authorities’ intentions for upcoming opportunities.

Questionnaires

• Questionnaires can be used to engage with and obtain information from the market prior to commencing a tender.

Market Engagement Events

• Events are typically carried out at the beginning of a procurement process; they are used to engage directly (virtually or face-to-face) with suppliers in industries where future procurements are likely to be taking place. It is a great opportunity for suppliers to both provide and receive feedback which helps to inform the objectives and requirements of the Combined Authority.

‘Meet The Buyer’ Events

• Meet The Buyer events are occasionally held to provide an opportunity for suppliers to learn more about the Combined Authority, our strategic objectives, and how they can become involved with us for future opportunities.

This differs based upon the individual requirement(s) of the procurement. Generally, the following components will need to be submitted:

• Completed ITT / RTQ document – Selection questions and Award questions.
• Pricing Schedule
• Any other document required as part of the procurement (Examples include but are not limited to: CVs; Health and Safety certificates; Insurance certificates).

Yes. We recognise the significant value in such businesses and acknowledge the extensive contribution that SMEs have on our region. Resultantly, we encourage SMEs to tender for our projects.  This also supports our key aims of building a strong, successful and inclusive economy.

There is currently support available within the Combined Authority for such businesses through programmes can be found here.

The Combined Authority's minimum level of economic and financial standing is assessed and the most appropriate option is considered for each procurement. Tenderers are required to meet this requirement and must be in a sound financial position to participate.