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Guidelines for suppliers

The council’s procurement activities enable services to be provided in an efficient, cost effective, environmentally friendly and sustainable way, and help us meet our strategic priorities.

Companies that wish to be considered for contracts must demonstrate their ability to provide the required goods, services or works, and they must comply with the requirements of the council's contract Procurement Rules.

Contract Procurement Rules are those governing all procurements carried out by the council. Financial Evaluation is an explanation of the methods used during a Tendering exercise. The Financial Regulations and Contract Procedure Rules are in Part B of the Council Constitution.

New procurement legislation

The government has passed new legislation which will come into effect from 1 October 2024. We will have to change our processes, rules and documents to make sure we are compliant. Read more about these changes here.

Sustainability and environmental considerations

Environmental considerations will be addressed at each key decision stage of the procurement process. There is a wide range of approaches that the Council may use when contracting a procurement opportunity. These include:

  • specifying environmentally beneficial goods and services
  • considering whole life costing when undertaking procurement
  • contracting with suppliers who are concerned about their environmental performance and who are able to demonstrate policies and procedures to address environmental issues
  • minimising waste
  • using goods that have recognised environmental standards e.g. Forest Stewardship Certification for timber

Modern slavery

We have signed up to the Charter against Modern Slavery and any contractors or potential contractors should adhere to those principles, specifically that:

  • they should fully comply with the Modern Slavery Act 2015
  • contracted workers should be free to join a trade union and not be treated unfairly for belonging to one
  • they should have a whistleblowing policy
  • the Council encourages you as suppliers to refer your concerns regarding your supply chain to relevant agencies.

Off-payroll working (IR35)

Read the HMRC guidance for rules affecting workers engaged through their own companies.

Reverse charge for construction services

If your company falls within scope of the Construction Industry Scheme then you may be liable to the reverse charge for VAT which came into effect from 1 March 2021.

Read the HMRC guidance to find out if this will apply to you and what you will need to do to prepare for it.

Procurement strategy

We recognise the importance that procurement plays in our own operations and in those of our suppliers.

The focus of our Procurement Strategy is around the interchangeable areas of leadership, commercialism, community and social benefit, and reacting to the changing environment (pandemic and post-EU). The strategy can be found below.