WERC Tender Policy

A.  Objectives

The objective of this Tender Policy of the Wentworth Estate Roads Committee (the “Committee”) and their appointed employees (the “Employees”) is to ensure that procurement by the Committee and the Employees is based on the following principles:

    1.  Impartial and diligent implementation of the provisions of the Wentworth Estate Act 1964
         (the “Act”);

    2 .  Efficient use and management of Wentworth Estate funds;

    3.  Transparency in all operations; and

    4.  Accountability in accordance with Sections 11, 12, 13 and Schedule 1 of the Act.
 

B.  Scope

For all single projects or services involved with estate management requiring expenditure of over an estimated £5,000 including VAT, the Committee or Employee shall require two quotations.

For all single projects or services involved with estate management requiring expenditure of over an estimated £25,000 including VAT, the Committee shall require three quotations.


C.  Committee Members or Employees

Pursuant to the Committee’s Code of Conduct, members of the Committee (“Members”) and Employees shall not directly or indirectly through their families or households engage in any commercial transactions or business with the Committee, without full disclosure to and the approval of the Committee and implementation of applicable tender policies.  Any Member or Employee must therefore disclose to the Committee any interest, directly or indirectly through their families or households, in any contractor or business that the Committee may consider engaging. The Committee shall then determine whether to engage such contractor or business, subject to the Code of Conduct and applicable tender policies.

 

D.  Contractors

Consistent with the Committee’s Code of Conduct and these tender policies, all contractors and businesses must declare prior to quotation any interest or relationship, directly or indirectly through their family or households, with any Member or Employee. The Committee shall then determine whether to engage such contractor or business, subject to the Code of Conduct and applicable tender policies. 
 

Contractors shall have all the necessary insurances (i.e. Public Liability, etc.) associated with the project and copies may be requested. The level of cover shall be suitable for the project.


E.  Tender Process

The Committee or Employee shall give clear and concise scope of works to ensure “like for like” quotations.
 

The quotation shall be in writing, unless otherwise agreed by the Committee, and shall include all applicable Terms and Conditions.
 

The quotation shall provide payment terms; the Committee shall not accept any quotation specifying full payment before commencement of work. The quotation shall clearly state VAT and any warranties and guarantees.


F.  Decision

The Committee is not obliged to accept the lowest quotation obtained for a project, but shall seek quality in association with value for money.
 

In its deliberations the Committee may consider other criteria such as previous contracts, knowledge and experience in working on or for the Estate, after-sales, guarantees, delivery/timing, support and communication.
 

Prior to its decision, the Committee may request additional information, such as references, safety procedures, risk assessments and financial statement.
 

Once a quotation is accepted, the Committee shall not permit any increase to the quotation.

In the event of issues arising with delays, contract performance or other matters that require the intervention of an Employee or the Committee, the Committee shall review the situation and involved contractual obligations. If such issues cannot be agreed by usual contract negotiations, legal proceedings may be initiated.


G.  Exclusions

The Committee may waive the tender process with reasonable justification. Such justification may include: 

     1.  Emergency due to public health, security or safety risks, extreme urgency or an unforeseen
         event or occurrence;

    2.  An absence of competition for technical reasons or where the need for special expertise is
         required and has been justified to the Committee; and

    3.  An extension to an existing project whereby use of another contractor may create logistical
         problems, compromise the overall project or void warranties.