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being asked for formal quote of existing contract

Posted by marc on December 9, 2022 at 11:33am

Hi All

had this email from parish council that had contract with for over 7yrs,

& just sounds to me they asking in a round about way to retender.

Just wondering that others thought are & any advise please

regards 

marc

Hi Marc, sometime before January 23rd, when we have our final budget meeting, can you let me have a formal quote for your grounds maintenance work please? It needs to set out the number of visits to the various locations and a brief description of the work for the year from 1st April 2023 to 31st March 2024. It doesn't need to be fancy, just a simple document will do. Once received I can then issue a work order. We got a criticised a bit by our auditors last year so I need to have a better paper trail. Any questions, let me know - cheers

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Replies

  • Peter sellers December 9, 2022 at 12:38pm

    Marc,

    This wouldn't phase us, it's a reasonable request.  You have no choice but to comply, if they use the info to ask for other quotes there's nothing you can do. 

    Just make sure it's professionally presented and details everything you do.

    I think it's unlikely they'll use it to get other quotes as the writer says they will issue a works order upon receipt and not when the council have reviewed it.

  • Graham Taylor December 9, 2022 at 3:01pm

    sounds very friendly....I really wouldn't be concerned. 

  • PRO
    Ian Blackamore December 11, 2022 at 4:36pm

    Marc,

    Nothing to worry about. Parish Council auditors just need to see where public money is being spent. The Clerk will be under pressure from the auditor to have contracts in place for all regular outgoings.

    • PRO
      marc > Ian Blackamore December 12, 2022 at 6:03pm

      Hi all, thanks for the conments.

      It turns out they do intend to put it up for tender,

      apparently not next year but year after,

      I'm under the impression I need to do something wrong 

      or want to change contract to make that kick in, which was

      what happened to give me the chance to tender for it.

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