Quotations for a decision

Question

There's 2 different  quotations due for decisions, both between 5 and 15 thousand.
There's no alternative options for providers of these services and I am concerned as we have no comparisons
Seems a breach? Are there any circumstances where an option of 1 is acceptable ?

Answer 1

Only if the item is available from just one supplier (spare parts, match an existing etc).  Full details of your council's procedures are included in your standing orders and financial regulations, but at these levels, multiple written quotes are likely to be required.

Answer 2

I don't think it is unusual to have a small number of quotations. We have had the same problems from time to time. Sometimes it's Hobson's choice.

I presume you have tried to get three quotes?

There is no requirement to accept the lowest quote either, often we decide on local knowledge of the councillors, along with how detailed the quotation is, in respect of what the contractor is promising to deliver. Often a very high quotation means that they don't want the job!

IIRC any contract over £25,000 must be advertised on the “Contract Finder” website (Public Contracts Regulations), so you are exempt from this.

Comments

I agree it's sometimes not easy to get the quotes Caroline, so for small stuff, we often go with whatever we have, but I wouldn't ask my councils to sign a £15k contract without being certain we were getting value for money.

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I have asked. Response was to the higher value one is we don't need to as the higher authority doesn't.
That one arguably is "specialist" (the higher quote) but it is a commercial operator and one would assume we have others.
The other however is not specialist. Finance Regs say we should try and get 3 quotes. I just don't think it's competitive eg fair to other businesses nor do I ever like a choice of one for these values
None appear to have gone to tender but I've seen smaller councils go to tender on things like Christmas Trees.
I think I'll just make my point in the meeting. It'll all go through anyway