Procurement Procedures

West Lothian Council's Standing Orders specify the procurement procedures that are followed dependant on the value, nature and risk of the requirement.  Depending on the value of the contract, the European Procurement Directives may apply.

European Procurement Directives

European Procurement Directives (2004/18/EC) and the Public Contracts (Scotland) Regulations 2006 cover contracts equal to or above the relevant EU Threshold.  As a public sector organisation, West Lothian Council has a legal obligation to comply with these rules.

The rules currently cover most contracts over the following values (excluding VAT):

• Supplies and Services : £156,442
• Works (Construction): £3,927,260

Where the European Procurement Directives apply all contracts will be advertised in the OJEU (Official Journal of the European Union) as well as on Public Contracts Scotland.

West Lothian Council Tendering Thresholds (supplies and services)

Part B services need not be advertised in the OJEU. 

Examples of Part B services as specified within the Public Contract (Scotland) Regulations include Legal Services, Hotel and restaurant services and Health and social services.

Contracts above £1,000 and below £5,000 – The council will seek a minimum of two quotes for supplies and services.  There is presently no formal selection process for suppliers and we may invite existing suppliers to quote or use the Quick Quote facility from Public Contracts Scotland to publish these requirements.

Contracts above £5,000 and below £30,000 – The council will seek a minimum of three quotes for supplies and services.  There is presently no formal selection process for suppliers and we may use the Quick Quote facility from Public Contracts Scotland to publish these requirements.

West Lothian Council Tendering Thresholds (works)

Contracts above £10,000 and below £100,000 – A minimum of three tenders will be sought from organisations who are registered on the Constructionline National Register and Contractor’s Health and Safety Scheme (CHAS), or equivalent.

Contracts above £100,000 and below £3,927,260– A minimum of four tenders will be sought from organisations who are registered on the Constructionline National Register and Contractor’s Health and Safety Scheme (CHAS), or equivalent. 

There are occasions where we may not advertise a requirement that is below the EU threshold or seek competitive quotes/tenders.  This may occur when the timescales do not permit us to follow normal procedures or there is only a single supplier who can satisfy the requirement.  Such instances are rare and must be presented to the Chief Executive, (or Deputy in absence) for approval before the council can enter into a contract.