Procurement FAQs

Why do business with Newport City Council?

  • The council is one of the area’s largest purchasers of goods and services.
  • It is financially stable and pays promptly, usually with 30 days
  • It has a legal duty to be fair, honest, and professional in the choice and treatment of suppliers
  • The council promotes ethical, environmentally sound and non-discriminatory approaches that benefit the city and those who live and work here
  • Wherever possible the council seeks innovative solutions to requirements
  • The council wants to support local businesses and is keen to promote partnerships

Register an interest in supplying the council

The council advertises all contract opportunities over £25,000 and all approved list renewals in the local press.

If you are interested in these contracts you should apply as directed in the advertisement.

You may also register your business on www.sell2wales.co.uk, a database managed by the Welsh Government and promoted to all public sector organisations within Wales.

This database will make your company details available to all public sector organisations within Wales and ensure you are automatically notified of any tender opportunities registered on the site and meeting your supply criteria.

Formal tendering

The council has a duty to prove value for money in its procurement activity and competitive tendering is recognised as providing a fair and equitable method of awarding business and ensures the council meets it obligations.

EU Procurement Directives

The council has a legal requirement to comply with EU Procurement Directives, which govern the way in which the public sector procurement is conducted for contracts over certain thresholds.

The thresholds applicable from January 2012 are £173,934 for goods and services and £4,348,350 for works.

The directives were established to ensure fair and open competition throughout Europe.

Under EU Procurement Directives the council can conduct procurement using one of the following processes:

Open procedure

A one stage bidding process, where all interested service providers responding to an advertisement will be invited to submit a tender.

Restricted procedure

A two stage bidding process, in which potential service providers expressing an interest in bidding are evaluated first through a pre-qualification questionnaire.

Then a shortlist is drawn up from the evaluation process for the purpose of inviting bids.

Negotiated procedure

This is when the council, under certain limited circumstances, negotiates with one or more organisations of its choice.

Feedback

If you are unsuccessful you can request feedback on a tender submission to give you an indication of why you were unsuccessful.

Approved lists

The council uses approved lists to ensure it has details of a large number of suppliers who are interested in working for the council and have been approved via a pre-qualification vetting system to work for the council to specific contract values or specific work areas.

Inclusion on an approved list does not guarantee you will receive work from the council, it is simply a vetting process to check companies have financial resources and management processes to undertake works on behalf of the council.

You may be invited to submit a quote or tender for a contract to deliver works or services to the council and further information may be required as part of the process.

For more information about applying for inclusion on the Newport approved list email procurement@newport.gov.uk

Approved lists are for internal use only and the council will not endorse suppliers included on such lists to any third party or members of the public.

Any inappropriate reference to being “approved” by Newport City Council on advertising or promotional material is prohibited and may constitute a criminal offence.

This includes the use of any Newport City Council logos.

New start companies

If your company cannot provide three years accounts the council will consider your application for approved listing or general supply, but may limit the value of work you can undertake for the council.

Payment terms

Read about No PO, No Pay

The council attempts to pay invoices within 30 days and you can help by ensuring that your invoice:

  • goes to the address shown on the purchase order or specified in the contract document
  • quotes the purchase order number
  • provides sufficient detail to easily identify the goods or services supplied
  • Shows the correct quantities and prices, as indicated on the council’s official order and is only submitted for goods already delivered or services provided.

The council’s preferred method of payment is by BACS which facilitates prompt payment direct to supplier’s bank account, the council will also make payment by cheque.