Issues that may affect businesses applying for tender or business
We have a variety of policies that we have to comply with. Whilst we certainly do not wish to be overly bureaucratic, indeed we strive to streamline all our processes, thereby seeking to make them much more user friendly. In turn we expect our suppliers to set similar standards, for example, in areas including:
- health and safety
- environmental responsibility
- sustainability
- quality control procedures
- equality and diversity
We would expect all suppliers to adhere to such policies which may be required when submitting quotations or tenders. At the invitation to tender stage (ITT), we may request evidence of compliance and details of your policies. These elements will form part of any tender evaluation. Where appropriate, we require suppliers to comply with all current legislation necessary for the tender they are applying for, including, for example:
- RoHS (the restriction of the use of certain hazardous substances in electrical and electronic equipment)
- Hazardous Waste Regulations (HWR) and other regulations such as the Waste Electrical and Electronic Equipment (WEEE) Directive
- Care Quality Commission (CQC) Registration
Health and safety
We take steps to manage any health and safety risks that may arise from our work with business. The level of controls is proportionate to the risks. As a minimum, we ask businesses for a declaration of commitment to good health and safety standards. For businesses with greater health and safety risks, we will require completion of a health and safety questionnaire and we will monitor the awarded contract to ensure it is undertaken safely.
We encourage suppliers to seek approval or assessments of their health and safety management systems from recognised bodies and may use this as part of selection criteria. Where a business possesses current UKAS Accredited third party certification or equivalent International Accreditation Body certification to OHSAS 18001, or is currently pre-qualified by a member scheme of the Safety Schemes in Procurement (SSIP) Forum, it will be easier to do business with the council, as some of the stages that other businesses have to complete can be avoided.
Environmental responsibility
We are committed to the principles of sustainability and protection of the environment. So far as reasonably practicable, this will be achieved by inclusion of environmental considerations in all procurement processes and contracts.
Environmental selection criteria appropriate and proportionate to the nature of our contracts will be used in all tender processes to align with our environmental objectives. We would expect all suppliers to meet a similar level of commitment to looking after the environment to achieve our targets.
Sustainability
We continually aim, wherever possible, to achieve sustainable procurement that will save costs, reduce carbon and deliver other environmental benefits. We are committed to ensuring that the procurement of our goods services and works best fit the needs of the end users and our local communities.
Our standards have been developed so that products which meet the criteria save money over the whole life of the contract, taking into consideration differing factors for example - environmental products. Our expenditure on works, goods and services can have a huge impact economically, socially and environmentally within the Cumberland area. If we can minimise the risk of any adverse impact in these areas, then this will help us improve local quality of life and promote sustainable development now and for future generations in line with our social value objectives.
Quality control
It is very important that suppliers can demonstrate recognised quality procedures to be able to ensure that high quality goods and services will be delivered and maintained. However this does not necessarily mean that you must hold the quality management system ISO 9001, for example, but we do need to know how quality is embedded across your organisation and how you expect to maintain or improve against such predetermined standards.
Equality and diversity
We are committed to working positively to promote the values of equality and diversity and reduce inequality for all customers and employees. We aim to eliminate all forms of discrimination, promoting equality of opportunity, good community relations and cohesion throughout. We will promote equality of opportunity for all people on the grounds of gender, age, race and ethnic origin, religious beliefs, sexual orientation, disability, marital status, gender reassignment and maternity identified by the Equality Act (2010) and also the European Convention of Human Rights.
Essentially we aim to ensure that our suppliers abide by the law and are working to best practice in these areas.
Modern slavery
The Modern Slavery Act 2015 came into effect in the UK on 29 October 2015. Its aim is preventing and tackling modern slavery, which is identified as the second largest criminal industry in the world, according to the United Nations.
As a public sector organisation, employer, community leader and procurer we are committed to undertaking a preventative approach to modern slavery and human trafficking within our corporate responsibilities and activities. This also includes co-operating with partners to work towards the disruption of such activities.
We have an expectation that any organisation we work with operates appropriate policies and practices in relation to modern slavery.
Use of other Local Authority Framework agreements
All public authorities are encouraged to use Framework Agreements where they exist. This is when an organisation has completed a tender process doing the financial and technical appraisals on suppliers and agreeing the terms, conditions and pricing structure of delivering specific goods, services or outcomes. At the outset the tenderers will have an indication of the potential value of the agreement and the organisations that may choose to use it. They can be national, regional or sub-regional and organisations will need to check these first before carrying out an individual procurement process. Frameworks are sometimes described or known as approved or accredited suppliers’ lists.
The council participates in various frameworks which we use for goods or services, including; Yorkshire Purchasing Organisation (YPO) for Utilities and Government Procurement Service/YPO for a range of other services. Where we use frameworks for procuring goods, works or services, there is no requirement to advertise this via our E-Procurement portal. Please contact our procurement department for details of other frameworks we are part of.
Frameworks we procure
Frameworks are used for Cumberland Council for certain contracts. Suppliers that wish to be included on a framework will only be considered when the framework is advertised for renewal. Those wishing to apply to be placed on a particular framework should respond to the advertisement which will state the requirements and request expressions of interest. Cumberland framework opportunities will be published on The Chest.
Data protection and General Data Protection Regulation (GDPR)
New UK procurement rules and regulations
New rules and regulations from the UK Government are due to be published in October 2024. Any changes to these rules and regulations will be reflected within this guidance after publication.
The Procurement Act short guide