Information for Suppliers

In addition to the policy and principles for procurement set out on the main procurement page, the following information is provided for existing or potential suppliers to the National Galleries of Scotland (NGS).

We are committed to ensuring a fair, transparent and competitive approach to awarding contracts.  In support of this, NGS has signed up to the Scottish Government's Suppliers' Charter, which establishes ground rules for engaging and interacting with suppliers in order to facilitate access to public sector procurement opportunities.

NGS applies a proportionate approach to tendering, based on the whole life value of the good, work or service to be procured and in line with Scottish Government and EU guidelines.  The important thresholds to note are:

 

Whole Life Value of Good/ Work/ Service (exc VAT)

Tender Requirements

1

Up to £25,000

Use of Quick Quote online facility recommended. Tendering procedures should be considered for potentially complex/high risk contracts.  For purchases over £5k, three written quotes should be obtained and a written note explaining the successful bid kept on file. 

2

Between £25,000 and £50,000

A formal sealed-bid tendering process should be completed.  Use of Quick Quote online facility recommended.

3

Over £50,000 and up to £113,057 (for services and supplies) OR £4,348,350 (for works)*

 

Must be advertised on the Public Contracts Scotland website.  A NGS Pre-Qualification Questionnaire (PQQ) must be used to select those that will be invited to tender.

4

Over £115,057* for services and supplies

Must be advertised on the Public Contracts Scotland website and an EC tendering process must be completed.*

5

Over £4,348,350* for works

 

Must be advertised on the Public Contracts Scotland website and an EC tendering process must be completed.*

* EC Threshold values from 1 January 2012 for Public Contracts (Scotland) Regulations 2006 - Schedule 1.  Full details of the EU thresholds can be found here

For information on the tendering and bidding processes, suppliers may wish to consult the Scottish Government's Supplier Journey guide.

Suppliers are encouraged to register with the Public Contracts Scotland website, which provides free access to contract opportunities within Scotland.  NGS and other public sector bodies are required to advertise contracts worth over £50k on this site and registered suppliers can browse the notices posted.  For lower value contracts, the Quick Quote facility allows public bodies to carry out a tendering exercise amongst registered suppliers, without the need to conduct a separate search for potential bidders.  It provides the structure for sealed-bid tenders and can be used for contracts up to the value of £50k.

The standard terms and conditions used by NGS for different types of contract can be access through the links to the right of this page.

There are circumstances under which we will be required to disclose information that we hold relating to suppliers and procurement activities.  All previous, existing and potential suppliers and contractors should note that NGS is subject to the provisions of the Freedom of Information (Scotland) Act 2002 which provides a general right of access by any person to information that is held by us.  This means that we may be required to release tender documents, contracts, correspondence etc if requested.  We are also participating in the Audit Commission's National Fraud Initiative which requires us to provide suppliers' details to be matched to data held by other public sector organisations, for the prevention and detection of fraud. 

If you have any questions about NGS' approach to procurement, as well as any feedback on working with us as a supplier, please contact:

Michael Browne
Estates Operations Manager
0131 624 6214
mbrowne@nationalgalleries.org

Brian Doneghan
Head of Operations
0131 624 6209
bdoneghan@nationalgalleries.org

Kathryn Farrell
Policy and Communications Officer
0131 624 6473
kfarrell@nationalgalleries.org