Doing business with the Council

Doing business with the Council 2018-05-24T10:22:34+00:00

How to do business with the Council?

Spending public money is regulated by legislation from Government and the European Union, but Croydon has also made a clear commitment to ensure everything that we buy generates as much local value and business growth as possible.

There are key policies and principles that govern the way Croydon Council does business. The below sets out the Council’s approach to procuring services, works and goods and provides some useful information for suppliers wanting to work with the council.

Council’s buying thresholds (as of May 2016)

Depending on the service that Croydon Council intends to purchase from a supplier, there are four specific thresholds operated by Croydon. Those are set out in the Council’s Tender & Contracts Regulations.

Council’s Tender & Contracts Regulations shows the procedures and approval process for the Council’s tendering and request for quotation activities, and set out the council’s procurement principles.

Accessing Council’s business opportunities

To take part in any tender from Croydon Council and to be able to express an interest in a contract opportunity, first you must register on the London Tenders Portal with your details and also the company that you work for.

https://www.londontenders.org/

Registering for an account with the London Tenders Portal is free and easy, and will also ensure that the Council is aware of your business’ interest in becoming a supplier. Numerous London Boroughs and organisations also use the London Tenders Portal and registering will ensure that you receive notifications of any relevant opportunity.

London Tenders Portal

Below are the key steps to consider when registering for London Tenders Portal:

  • The entire process is completely free of charge to access and be a part of.
  • When registering for the first time, you will be the primary account holder for your organisation if it’s not registered on the Portal yet.
  • The only mandatory information to provide is marked with an asterix (*)
  • The email address that you will use will be where all notifications of new opportunities will be received, so consider using a generic email address of the organisation so that more than one employee can have sight of it and ensure no relevant opportunity is missed in your absence.
  • Make sure you select all relevant categories (CPV codes) to your organisation (if you are unsure, it’s still possible to select more categories later), as your selection will define what opportunities you are notified about.
  • In the area notifications screen, you can select a specific Council such as ours, or a wider region if your business covers an area wider than one specific borough.
  • The primary account holder can add/create other user accounts and specify their role, choosing if they can apply for opportunities on behalf of the organisation or simply monitor and input information on opportunities and contracts.
  • Additional contacts can be added to an account, but these will simply relate to receiving notifications relating to opportunities relevant to the organization.

Council tender opportunities are advertised and managed through the London Tenders Portal because using the portal enables us to ensure everybody receives the same information about opportunities and clarifications, at the same time. It also means that it is easier for suppliers to do business with the Council as it eliminates repetitiveness by allowing bidders to save their details on the site and reuse basic information for future bids.

The Council uses the London Tenders Portal to undertake formal tendering but also intends to use it to get quotes from providers for low value spend. Therefore we advise all potential providers interested in Council’s opportunities to sign up to the portal. On occasions we also advertise Market Warming Events on the portal.

If you have any difficulties with registering on the portal or want to know more about the portal, please go to https://supplierhelp.due-north.com/ or email ProContractSuppliers@proactis.com

Quick Quotes – low value spend

The Council is piloting and beginning to roll out purchasing for contracts with a value of more than £5,000 and less than £25,000 through the London Tenders Portal, using Quick Quote functionality.

Quick Quotes are used for lower value contracts and enabling this functionality means that once suppliers register on the London Tenders portal, they will have the opportunity to provide the Council with quotes through a simplified bidding process. council staff will have to select at least one local supplier for every opportunity we put through the portal, meaning local suppliers will have the chance to bid for all the goods and services the council buys.

Premier Supplier Programme

Croydon Council launched the Premier Supplier Programme (PSP) during 2015, with the aim of enhancing the trading relationship that exists between the Council and its suppliers. The PSP is being delivered in partnership with Oxygen Finance and is based on investment and improvements that we have made to our Purchase to Pay (P2P) processes. Having consulted with and listened to our suppliers we understand that cash and cash flows are incredibly important to you and so through the PSP we now have the ability to consistently pay supplier invoices ahead of contractual payment terms.

From launch to the summer of 2017 we have paid over 7000 invoices early through the PSP achieving an average payment day of day 10, therefore the vast majority of participating suppliers have received their payments almost three weeks early!

Members of the PSP benefit from;

  • Early payment of invoices – Increasing cash flows and assisting with suppliers financial planning
  • Access to a free and automated e-invoicing tool – ensuring accuracy and reducing process delays
  • Dedicated Accounts Payable resource, available to help with participating supplier invoice queries
  • A prioritised service within Accounts Payable

There are no joining fees, subscriptions or charges to join the PSP. The only cost is a small rebate which is retained from invoices that are paid early and covers the cost of finance and the staffing of the programme, with any remaining rebates reinvested in front line services within the Borough. Please contact suppliers@oxygen-finance.com to find out more or alternatively visit the PSP website where you can sign up online – http://response.oxygen-finance.com/croydon-council-premier-supplier-programme

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