Creating a fairer Britain
Purpose of this guidance
Introduction to the Commission
What does the Commission spend its money on?
Who are the buyers?
How we advertise
Supplies and Services
Terms and Conditions
The purpose of this guidance is to explain to current and potential businesses, contractors and suppliers to the Commission the way in which we do business, and how they can be involved and the methods used by us. It is designed to outline the buying procedures for contractors and suppliers, and to make the process of procurement more transparent, it will help us to make sure that we're always getting value for money and we're spending public money in the right way.
The guidance aims to enable more small and medium enterprises, more businesses from black and ethnic minority communities and more local suppliers to engage with us fully in accordance with the ethos of the Commission. Whilst we cannot commit to awarding contracts and tenders to any organisation, we aim to support as far as possible those businesses capable of meeting the Commission's requirements, enabling them to take part in our tendering process.
The way that the Commission does business will always reflect our Strategic priorities as set out in the Business Plan.
The Commission is working to eliminate discrimination, reduce inequality, and protect human rights and to build good relations, ensuring that everyone has a fair chance to participate in society. It acts not only for the disadvantaged, but for everyone in society, and can use its new enforcement powers where necessary to guarantee people's equality. It also has a mandate to promote understanding of the Human Rights Act.
It has a UK wide remit with principal offices in London, Manchester, Birmingham, Cardiff and Glasgow, with a small number of local offices elsewhere within the UK.
The Commission spends approximately £30M per annum on a wide range of goods and services. It has a statutory duty to ensure that its expenditure is compliant with both legislative requirements and the Commission's own policies, and to demonstrate equality and Value for Money. In spending that money, we also have a duty to provide a high standard of service.
The Commission has a core procurement team supporting and managing higher value transactions, with low value transactions delegated to local managers.
The way in which we advertise for services and suppliers is dependent on the value of each particular product or service.
The Commission will use a number of procedures which are briefly described below:
The Commission as part of its processes, will require its suppliers to demonstrate that they,
Unless specifically set out elsewhere (for example, in Tender documentation), the Commission will trade on its own Terms of Purchase and your attention is drawn to the following point:
Download the Commission's Standard Purchase Order Terms and Conditions (Word).
The contract award criteria will generally be published in either the advert, notice or tender documents. In general terms this will require suppliers to offer the best value for money, linked to the ability to meet the business needs and provide assurances that the offer is realistic and sustainable. The commission will usually consider whole life costs evaluation process.
If you are unsuccessful in bidding to supply the Commission, we will if requested provide feedback to enable you to learn from the experience and better compete in future.
Payments are made to suppliers and contractors following receipt of goods or materials; payment schedules are drawn up where appropriate. As far as possible, payments are made by bank automated credits (BACs).
This Commission is moving rapidly towards Electronic Trading, including the issue of its purchase orders, tenders, and quotations. Tender or Quotation documents, where appropriate, will be available for suppliers to download, responding as required. At the present moment we do not have the facilities for receiving Tenders by electronic means, however we are seeking to improve our current arrangements and specific information will be included in each Invitation to Tender. Purchase orders and other information may be transmitted by e mail or other electronic methods.
The Commission expects suppliers and contractors to provide;
In return, the Commission will:
If you would like to comment on this information please get in touch with:
Head of Procurement,
Equality & Human Rights Commission
tel 0161 829 8220