Selling to the council: procurement rules and regulations
Selling to the council: procurement rules and regulations
What you need to know to sell services, goods and works to the council. Find the procurement rules and regulations we have to follow, and use our online procurement system.
See the council's procurement rules (pdf, 364KB) (opens new window) that were updated in August 2020.
Selling to the council guide
The Selling to the Council (pdf, 404KB) (opens new window) guide gives detailed information about how we buy goods, services and works.
Where supplies and services procurements exceed £189,330, and works exceed £4,733,252 (net of VAT and with effect from January 2020) the European Procurement Directives must be followed.
For more information see Procurement Policy Note 06/19: New Thresholds 2020 (GOV.UK).
Contracts are advertised in the 'Supplement to the Official Journal of the European Union' (OJEU), which is accessible online via the Tenders Electronic Daily website.
Social value is about maximising the impact of public expenditure to get the best possible outcomes: improving the economic, social and environmental wellbeing of the area.
We’ve developed a social value toolkit in association with city partners, councillors, and organisations representing small businesses, micro businesses and the voluntary community sector.
The toolkit will:
- make sure the processes used to award grants or contracts recognise the contribution the organisation will make to Bristol, particularly for disadvantaged groups or communities
- help organisations make social value part of their procurement and management processes and bids for funding
- be used to measure and report on the social value of activity and the contracts and grants that we award
- be used in future commissioning activity: you can review the content now to prepare for future bid submissions
Find the council’s 2021 Social Value measures (spreadsheet, 137KB) (opens new window) , updated October 2021.
Work experience opportunities
One of the ways you can help your social value commitment is to offer work experience opportunities to young people.
This should be with the mainstream, alternative and special schools we work with.
You can do this by making the pledge with Bristol WORKS.
Contact firstname.lastname@example.org for more information on the programme or to meet a WORKS project manager.
We have a target of being a carbon neutral, climate resilient and wildlife rich city by 2030.
Our suppliers have an important role to play in helping us get there.
The Sustainable Procurement Policy (pdf, 233KB) (opens new window) is driven by this ambition and the current Government Buying Standards.
Annex 1: Environmental requirements for tenders lists the full toolkit of measures, which will evolve over time in order to move our supply chain to where we need to be.
The environmental requirements which are relevant to the contract will be identified in either the specification, in tender evaluation questions or in the initial tender documentation.
Watch our video about how to embed sustainability into a tender response.
Detail of services being commissioned
Details of upcoming tender opportunities.
Community Right to Challenge
The Localism Act provides a Community Right to Challenge in respect of relevant bodies wishing to deliver, or help deliver, services on our behalf.
Find out more about Community Right to Challenge.
E-Procurement system (ProContract)
We use a system called ProContract to commission and manage contracts over £25,000.
You'll need to register on ProContact to receive notifications and express interest in our contract opportunities
There's no charge for registering. To take part in any of our purchasing activities from January 2016, you must have an account registered on the system.
If you require any technical assistance please contact ProContractSuppliers@proactis.com.
The Commission for Racial Equality and the CBI offers advice on how external suppliers can respond to public authorities' race equality duties in their guidance: Public Procurement and Race Equality (pdf, 77KB) (opens new window) .
Terms and conditions
Our terms and conditions apply to anything ordered by the council unless it has expressly agreed otherwise in writing, or the order is for something covered by an existing written contract.
Contract information and data
We're keen to promote the transparency of the contract data we hold. This information can be accessed via the following sources.
Details of frameworks, dynamic purchasing systems and contracts awarded can be found on our e-procurement contracts register.
Contracts Finder lets you search for information about contracts worth over £10,000 with the government and its agencies. The portal can be found on the gov.uk contracts finder.
Council spending and performance
Information about our spending and performance can be found on our council spending and performance page.
This includes monthly reports of items or services bought by us that cost over £500.
Local Government Transparency Code
Information which must be published as set out in the Local Government Transparency Code 2015 can be found on data.gov.uk :
Download the Local Government Transparency Code 2015.
See Selling to the council: support page for micro, small and medium businesses, social enterprises, voluntary and community organisations.
Public Procurement Review Service: tackling poor procurement practice
Public Procurement Review Service is an anonymous service run by Cabinet Office allowing businesses to raise concerns and highlight the barriers they encounter when bidding for, or working on, public sector contracts. Issues can include:
- a procurement process run by an in-scope contracting authority
- a supply chain issue that relates to a contract let by an in-scope contracting authority
- late payment (for example, not paid within 30 calendar days or any earlier payment date as stated in the contract terms) of valid and undisputed invoices relating to an in-scope public contract let by an in-scope contracting authority
The Public Review Service will then work with the council to resolve concerns.
Before reporting an issue or concern to the Public Review Service, email email@example.com so that we have an opportunity to resolve the issue.