Selling to the council

Selling to the council is usually through a tendering or quotation process. Which one depends on the value of the contract. For contracts worth under £50,000 we usually require a minimum of three quotes. For contracts worth more than £50,000 we would usually enter a full tender process.

A full tender process would entail a complete background history of your company including finances, experience and any references.

We also have to comply with European directives which state that any contracts valued over a certain threshold will need to be advertised in the Official Journal of the European Union (OJEU)

Thresholds (excluding VAT) for the different types of contract for local authorities

Effective from 1 January 2020

Works Supplies and services Light regime services Concessions
£4,733,252 £189,330 £663,540  £4,733,252

For our conditions of tenders and quotations, read: West Suffolk tender, quotation conditions

Where to find tender opportunities

You can find opportunities from the following websites:

Accessing public sector procurement opportunities in Suffolk

We have prepared a guide for anyone interested in working with councils throughout Suffolk, view our Accessing public sector procurement opportunities, Suffolk and beyond presentation.

How we pay suppliers

Payment terms are usually set out in any contracts. We usually pay invoices by BACS within 30 days of receipt. Suppliers will need to send all invoices to the address below, alternatively you can email your invoice to:

PO Box 83
Bury St Edmunds
IP28 9BJ

Suppliers need to ensure that:

  • invoices contain as much information as possible about what the payment is for
  • quote the order number and contract title
  • ensure the invoice is the format agreed in your contract or purchase order.

Procurement policies, terms and conditions

View standard terms and conditions:

These are for West Suffolk Council (we may issue a bespoke set of terms and conditions for some contracts but these will be advised upon agreement of goods or services).

Transparency in procurement and contracting

Suffolk Sourcing is an e-tendering and contract management system jointly operated by West Suffolk Council, Suffolk County Council and Suffolk district and borough councils.

Suffolk Sourcing is a secure online procurement system, enabling you to:

  • See and download any current tender opportunities advertised by one of the Suffolk councils
  • Respond to and upload bids/submissions for tenders
  • See Award Notices for advertised tender opportunities
  • See details of existing contracts currently in operation between Suffolk local authorities and suppliers

Once you have identified an opportunity using the routes above, you need to register for free at Suffolk Sourcing in order to download the relevant tender documentation.

Please refer to the user guides held on the system to assist you with registration and responding to tender opportunities.

This facility has been set up to meet the Local government transparency code 2015.

Tender opportunities

Award notices


Details of existing and historic contracts currently in operation between Suffolk local authorities and suppliers:

Green business and sustainable procurement

West Suffolk procurement strategy outlines our sustainable approach to procurement and includes aims such as maximising value for money, reducing resource use and delivering wider environmental benefits. Based on this, we may ask for evidence that covers the following themes:

  • Showing considerations for the environment such as any accreditations or awards
  • Using a continual improvement system for future proofing your business such as an environmental management system (EMS)
    • for example ISO 14001
  • Are able to demonstrate the carbon footprint of your business activities
  • Displaying specific environmental attention for the work which is being offered
    • for example offering alternative green options for products or services
  • Including comments surrounding sourcing of raw materials and recycling of wastes
  • Attempts to reduce or manage energy and water use

You can work out your carbon footprint at Suffolk creating the greenest county - Carbon footprint calculator

For more information on how we can help your business become more energy efficient visit our Business energy efficiency pages.

'Get fit to bid' - Diagnostic tool

The 'Get fit to bid' diagnostic tool has been created for local businesses who are interested in securing public sector contracts.

Suffolk Chamber - 'Get fit to bid' diagnostic tool

Contact us

Phone: 01284 763233