Our Procurement Process

Our Procurement Process

FIG officers follow set processes to undertake procurement for goods and services.

For lower value purchases (up to £50,000) quotes are sought from bidders. A quotation process may use a template with instructions that require some detailed responses or may simply be a request for a price for the provision of item/s or service/s.

Over £50,000 a formal tender process is followed. This will include an Invitation to Tender document (ITT) that provides instructions and guidance to bidders. This will also explain how the tender will be evaluated – ie. whether FIG is looking for the lowest price, or more usually, how quality will be considered along with the price. A specification of what we require will be included in the pack if needed.

The documentation pack may also include:

Quality Evaluation Questions	These allow you to explain how your company is suitable to provide the goods or services to the Government. The questions will be weighted based on which are more important than others.
Pricing Schedule	This is where you put your price for the goods or services. It may be a Word document or an Excel Spreadsheet. Excel is used for the more complicated pricing and will do most of the calculations for your
Drawings, diagrams, maps, or specific requirements	These are commonly used for construction or engineering contracts.

The ITT documentation pack will then be uploaded on to the E-Procurement System Proactis, where suppliers can view the tender advertisement, and 'express an interest' in the tender. By opting to do this, suppliers will be able to view and download the documents. As part of the submission process, quality questions (if required) and pricing schedules can then be filled out and uploaded back on to Proactis.