Southampton City Council categorises its spend into three bands: high, intermediate and low-value.

High-value transactions

For transactions valued over £100,000 for supplies, services and works, a formal tender process will be conducted and advertised on Contracts Finder. Where values exceed the OJEU thresholds of £164,176 for supplies and services and £4,104,394 for works, a formal tender process will be conducted and the opportunity will also be advertised in the Official Journal of the European Union (OJEU). Please note that these OJEU thresholds are correct as at January 2016 and are amended biannually in January.

The contract opportunity will be advertised at the start of the tender procedure. Once the decision to award a contract is made, each tenderer will be notified in writing of the outcome of the tender process. This notification will include:

  • Details of the contract award criteria
  • Where practicable the score the tenderer obtained against that award criteria
  • Where practicable the score the winning tenderer obtained
  • The name of the winning tenderer
  • A statement as to the precise standstill period applicable

Intermediate- value transactions

For transactions between £1,000 and £9,999 in value, at least three written quotations from capable suppliers will be sought before a supplier can be selected and purchase order issued.

For transactions valued from £10,000 to £24,999 for supplies, services and works, the contract opportunity will be advertised on the Supply Southampton Portal at the start of the procurement procedure.

For transactions valued from and including £25,000 to £99,999 for supplies, services and works, the contract opportunity will be advertised on the Supply Southampton Portal and Contracts Finder.

Low- value transactions

For transactions valued up to £999 for supplies, services and works, at least one written quotation must be obtained from a capable supplier before a purchase order can be issued.

Purchase orders

The purchase order must specify the supplies, services or works to be provided, the price to be paid and the terms of payment.  In addition the purchase order must contain Southampton City Council’s standard form of terms and conditions of purchase.

A quotation and a purchase order will create a legally binding contract. The purchase order is used to formalise the terms of the contract.

Frameworks

Where a relevant framework agreement which is considered to offer Best Value for the requirement in question exists, subject to its specific terms, a mini-competition will be conducted with quotations invited from capable suppliers according to the arrangements provided in the framework agreement and having regard to the principles of best value. For all call offs against a framework let after February 2015; an award notice must be issued advising who the successful supplier was and value of call off.