The procedures and detailed arrangements relating to contracts & tenders are set out in sections 3.8 to 3.28 of the Council's Financial Regulations. 
(32 pages 163KB) (this link opens in a new window)
Committee Services involvement in these matters relate to advice and guidance on procedural matters and the opening of tenders over £30,000
Tender Opportunities
All tender opportunities with an estimated value of £30,000 or more will be advertised on www.publiccontractsscotland.gov.uk. All potential suppliers to the Council are advised to register with this free service. Additionally Construction Industry suppliers are advised to register with www.constructionline.co.uk as registration shortens the Councils pre-qualification questionnare submission.
Tender documents for tenders over £30,000 are issued by the appropriate Chief Officer or nominee or by an agent acting on his/her behalf and must be accompanied by a pre-printed orange tender return label available from the Print Room.
Once a tender has been issued the responsible officer notifies the Committee Services Officer within Committee Services at least 10 days in advance of the date when tenders are due to be opened and forwards a Tender Summary Sheet. (1 page 4.09 KB) (this link opens in a new window) This form advises of the contract, closing date for the submission of tenders and details of those invited to tender. Members
Support is then advised of the closing date in order to advise the Councillors on the tender opening rota.
Completed tender documents must be returned, together with the orange tender return labels, to the office of the Chief Legal Officer, either by mail, or by hand delivery, where they shall be held unopened until the closing date and time for their receipt has passed.
Hand deliveries will only be accepted at the Access Point reception of the Council Headquarters. Timed and dated receipts will be issued for all tenders submitted. Tenders require to be lodged with the Council no later than 12 noon on the relevant closing date. Tenders will be opened at 12. 30pm on Wednesdays each week, or as required.
Tenders are opened by the Committee Services Officer or depute in the presence of two Members of the Council selected from the rota of Members and a representative of the issuer of the relevant tender.
Once completed & signed the original Tender Summary Sheet filed in the register maintained by Committee Services. A copy accompanies the opened tenders to the relevant department.
Tender documents for tenders under £30,000 are opened by the relevant Head of Service or nominee although, in practice, they are often opened in terms of the same procedure as that for tenders over £30,000
Any tenders received after the specified date and time are returned to the supplier or contractor concerned. A record of such tenders, giving only the name and address of the supplier or contractor is made, but details of these tenders are not disclosed.
Committee Services Officer
Committee Services
The Moray Council
Council Office
High Street
Elgin
Moray
IV30 1BX
Tel: 01343 563014
Email committee.services@moray.gov.uk