Doing Business with the Council

Information for suppliers

Coins

South Derbyshire District Council provides a procurement pipeline of all future contracts on a quarterly basis for all goods and services over £25,000 (excluding VAT). Suppliers can find opportunities on the Find a Tender Service which can be found here.

Procurement legislation has changed under the Procurement Act (2023). This means that there will be changes to how suppliers can find opportunities and bid.  South Derbyshire District Council will strive to engage with suppliers at the earliest point in the procurement process and issue the relevant notices for both below and above threshold tenders. 

New Procurement Act (2023) compliant notices will be issued by the Council to signal to suppliers the Council’s intention to conduct procurement activity. Suppliers should ensure they are set-up to be notified about these on the Central Digital Platform. 

Below-threshold (£5,000-£25,000) 

All contracts >£5,000 will be published on the Contract Register (INSERT HYPERLINK to Contracts Register) which complies with the Local Government Transparency Code (2015) 

Below-threshold (£25,000-£214,904) 

  • Below-threshold Contract Details Notice- this will provide details on the supplier that has secured a below-threshold contract with the Council 

Above-threshold (£214,904+) 

  • Preliminary Market Engagement Notice- this will be to engage with suppliers before formal tendering commences. This will allow the Council to understand the market, the suppliers and determine the best specification and terms and conditions of contract before the tender is issued. Suppliers can engage and understand the Council’s business requirements before bidding. 
  • Planned Procurement Notice- this will ensure suppliers can identify formal bidding opportunities the Council will be tendering for between 40 days and 12 months before the tender is issued. 
  • Tender Notice- this will signal the Council’s intention that will be undertaking an open or competitive flexible procedure tender 
  • Transparency Notice- if the Council intends to directly award without competition 
  • Procurement Termination Notice- when the Council opts not to award a contract following a tender notice or transparency notice 
  • Contract Award Notice- the Council will notify who won a competitive tender and an eight-working day standstill period will then commence 
  • Contract Details Notice- within 30 days the Council will publish details that a contract has formally been entered into with a supplier 

Advice for suppliers on how to register on the Central Digital Platform can be found:

https://www.gov.uk/government/publications/procurement-act-2023-guidance-documents-procure-phase/guidance-central-digital-platform-and-publication-of-information-html 

Useful videos provider by the Government Commercial Function for suppliers to register on the Central Digital Platform and how to use it can also be found: 

https://www.gov.uk/government/publications/procurement-act-2023-short-guides/buyers-and-suppliers-how-to-use-the-central-digital-platform-the-enhanced-find-a-tender-service-html 

https://www.youtube.com/watch?v=i4ZdbMGRqeQ 

There is also a knowledge drop for SME and VCSE suppliers for further information: 

https://www.youtube.com/watch?v=EOF7fCofwyE 

To register with the Council’s e-procurement platform, please follow the link below:

https://procontract.due-north.com/register

Our Procurement Process

All of our procurement activity is led by our Procurement Team, working closely with the relevant service areas. The Procurement Team manages the process end to end, ensuring compliance with all legal and regulatory requirements.

Our procurement procedures are governed by:

  • The Procurement Act 2023
  • Our Contract Procedure Rules (CPRs)

Both documents are publicly available and set out the principles and processes we follow when awarding contracts. They ensure that our procurement activity is fair, transparent, and competitive, and that we secure value for money when spending public funds.

We use several different routes to buy goods, services, and works:

  • Request for Quotation (RFQ): Used for lower-value contracts. Opportunities are openly published on our e-Tendering portal, and any registered supplier can submit a quotation.
  • Full Tender Process: Used for higher-value or more complex requirements, involving an open and competitive tender.
  • Framework Agreements: Used where pre-established frameworks allow us to award contracts efficiently. Suppliers can compete to be appointed to these frameworks when they are established.
  • Direct Award: Used only in limited, specific circumstances, as set out in our Contract Procedure Rules.

The route we use depends on the total estimated value of the contract, the nature of the requirement, and the thresholds set out in our Contract Procedure Rules. We encourage suppliers to familiarise themselves with these documents to better understand our processes and identify opportunities to work with us.

Finding Opportunities

All of our contract opportunities with a total value of £25,000 or more are published on our e-Tendering portal, accessed through the Central Digital Platform (CDP). Introduced under the Procurement Act 2023, the CDP is the central platform for public sector procurement across the UK, giving suppliers a single, consistent point of access to upcoming opportunities.

Suppliers looking to compete for our contracts must be registered on the CDP. Registration is free and enables you to receive notifications about relevant opportunities as they arise. You can find guidance on how to register here:

Suppliers: How to register your organisation and first administrator on Find a Tender in three easy steps (HTML) - GOV.UK

Notices to look out for:

  • Pre-Market Engagement: Advance notice of upcoming opportunities.
  • Tender Notices and Below-threshold Tender Notices: Live procurement opportunities open for bids.
  • Contract Award Notices: Details of awarded contracts, useful for understanding future opportunities and subcontracting potential.
  • Contract Termination Notices: signals the end of a contract with the supplier and the Council.

Before launching a formal procurement, we may engage with the market to shape our approach and understand supplier capabilities. We encourage suppliers to participate in these exercises to gain early visibility of opportunities.

Whilst the Central Digital Platform is our main route for advertising, we may also promote opportunities through local or specialist trade publications where appropriate, to encourage wider supplier engagement.

Frameworks

We may sometimes use framework agreements to buy goods, services, or works. A framework is a pre-established agreement with a group of approved suppliers, set up by a public sector buying organisation through a fully compliant procurement process. Frameworks allow public bodies like ours to award contracts more efficiently, without running a separate full procurement each time.

Frameworks cover a wide range of goods and services. Any supplier can compete to join a framework when it is first set up, through an open and competitive process. Once appointed to a framework, suppliers can then be considered for contract opportunities awarded under that agreement.

We use frameworks where they offer value for money, efficiency, or access to specialist expertise. The main framework providers we use include:

  • Crown Commercial Service (CCS)
  • Eastern Shires Purchasing Organisation (ESPO)
  • Yorkshire Purchasing Organisation (YPO)

However, this is not an exhaustive list. There are many other framework providers in the public sector, and suppliers are encouraged to monitor a range of opportunities to maximise their chances of success. Framework opportunities and details of upcoming procurements are published directly by the respective organisations.

Frameworks are often divided into regional lots, which creates opportunities for suppliers of all sizes, including local SMEs and VCSEs.

Tendering Process

We run our tender processes in line with the Procurement Act 2023. The route we use depends on the nature and value of the contract.

The main procedures are:

  • Below-Threshold Procurement: For lower-value contracts below the national threshold, we publish opportunities openly on our e-Tendering portal. Any registered supplier can submit a quotation or bid.
  • Open Procedure: A straightforward process where all interested suppliers can submit a tender. Supplier suitability and compliance are assessed as part of the evaluation.
  • Competitive Flexible Procedure: A more tailored process, used for more complex or high-value contracts. This procedure gives us flexibility to design the stages of the procurement (such as selection and negotiation) to suit the requirement. Suppliers may first be shortlisted before being invited to submit full tenders.

For every procurement, we issue a full set of tender documents, which typically include:

  • Instructions to Tenderers
  • Specification
  • Pricing Schedule
  • Contract term (length of contract)
  • Terms and Conditions of Contract
  • Quality Requirements
  • Tender Evaluation Criteria
  • Supporting schedules and templates

These documents explain our requirements, how to submit your bid, and how your submission will be assessed. Our aim is to give all suppliers a clear and fair opportunity to compete.

Please note that not all suppliers will progress to the final stages of every process. However, we encourage you to continue bidding for future opportunities, as each procurement is assessed on its own merits.

Tender Submission, Evaluation, and Award

All tenders must be submitted electronically through our e-Tendering portal, in line with the instructions provided. We do not accept late submissions under any circumstances.

Once the deadline passes, all tenders are opened at the same time and assessed by our evaluation team against the published criteria. Our evaluation considers:

  • Compliance with our specification and requirements
  • Quality of your proposal
  • Pricing and overall value for money, including whole life costs
  • Social value and environmental benefits, where applicable

The weighting between price and quality is clearly stated in each tender opportunity.

We notify all suppliers of the outcome in writing through our e-Tendering portal.

Payment Terms

For all contracts over £25,000, we aim to pay suppliers within 30 days of receiving a valid invoice.

Our full Terms and Conditions of Contract are available here: [Insert hyperlink to Council T&Cs]

Contract Management

Once a contract is awarded, we actively manage it to ensure delivery and continuous improvement.

Depending on the nature of the contract, you can expect:

  • Regular contract review meetings: Annual, quarterly, or as appropriate.
  • Performance monitoring: Against agreed KPIs and service standards.
  • Open communication: To address issues early and maintain a strong working relationship.

We see contract management as a collaborative process to deliver best value for both parties.

What We Expect from Suppliers

We expect all our suppliers to:

  • Comply with all legal and regulatory requirements, including health and safety, equality, data protection, and modern slavery legislation.
  • Operate ethically and transparently.
  • Deliver social value where possible, supporting our community and environment.
  • Meet the standards set out in our Terms and Conditions.
  • Engage positively in contract management discussions and commit to continuous improvement.
  • Deliver good value for money for the Council and its residents