HOW TO DO BUSINESS WITH CLEVELAND POLICE

Transcription

1 HOW TO DO BUSINESS WITH CLEVELAND POLICE A Guide for Suppliers and Service Providers November 2013

2 CONTENTS About This Guide...3 How much do we spend...4 Benefits of doing Business with Cleveland Police...5 Benefits...5 Prompt Payment of Invoices...6 Ability to increase Market Share...6 How to do Business with Cleveland Police...8 E-Procurement...8 Bluelight Registration...9 Getting Started...9 How do I register my Company?...9 How do I express an interest in a new opportunity?...10 Becoming a supplier to Cleveland Police...11 Best Value...11 Health and Safety...11 Capacity & Capability...11 Equality & Diversity...11 Ethical Procurement Customer Care e- Procurement...13 Invoice Payments...13 Sustainability...13 Criminal Records Bureau Checks...14 Technical Assessments - Reference Sites and Referees...14 Community...14 Workforce...15 Management Information...15 Other Information...16 Terms and Conditions...16 Evaluation of Tenders...16 Debriefing...16 Approved Supplier Lists...18 Small and Medium Enterprises (SME), Black Minority Ethnic Suppliers (BME) and the Voluntary and Community Sector (VCS)...18 Page 1

3 Opportunities to Tender...20 Other Useful Links...21 Appendix Public Procurement Policy...22 Procurement Process...23 Appendix List of Useful Contacts...26 Appendix Step by Step Guide How to register with Blue Light...29 HMS Trincomalee Hartlepool Marina Page 2

4 About This Guide How to do Business with Cleveland Police has been produced to give businesses guidance on how to gain or improve business opportunities within Cleveland Police. Cleveland Police is committed to providing high quality services to meet both the current and future needs of local people. We have prepared this guide to inform existing and potential suppliers of our vision for the future and to encourage you to tender for our business, where you feel you can offer best value. We are very interested in suppliers who can offer new, innovative solutions that will move us closer to our aims and vision. Effective procurement, based on a principle of value for money, will support Cleveland Police in achieving this vision and meeting its corporate objectives. Cleveland Police strives to ensure that its activities are undertaken with honesty, equality and integrity. Suppliers interested in pursuing business opportunities with Cleveland Police should register (for free) on Bluelight (details below). endocument Bluelight is used by many Police Forces as their hub for advertising and processing tender documents Page 3

5 How much do we spend Cleveland Police spends in excess of 38 million per annum, excluding direct employment costs. Cleveland also has a capital budget, which varies each year according to the resources available. Cleveland Police is one of seven Forces belonging to the North East Region. Cleveland Police procurement works closely with both Northumbria and Durham Police Forces. Cleveland Police is also a participating organisation in the North East Procurement Organisation (NEPO) consortium comprising all the North East Councils, Authorities and Emergency Services which is based in Gateshead. North East Procurement Organisation (NEPO) ction?opendocument Government Procurement Service (GPS) Page 4

6 Benefits of doing Business with Cleveland Police Benefits Promoting Business within the Cleveland Area Pay all suppliers on average within 30 days Able to pay on all occasions Payments made weekly every Thursday by BACS Opportunities for repeat business Opportunities to gain from promoting that you are a supplier to Cleveland Police (prior written approval required) Verification that your policies and procedures are compliant with Public Authority requirements Gateway to business with other Police Forces and Local Authorities Yarm Bridge Yarm on Tees Page 5

7 Prompt Payment of Invoices Cleveland Police recognises the importance of cash flow to all companies, especially small businesses. We have a clear policy to ensure payment of all invoices in accordance with the terms of the contract. Where no contract terms are specified our policy is to pay within 30 days of receipt of a valid invoice, or receipt of satisfactory goods or services, whichever is the later. If an invoice is disputed and you and the ordering officer cannot resolve it, a senior official within the procurement unit will arbitrate at your request. You can help to make sure invoices are paid promptly by ensuring all invoice details are accurate, including the purchase order number and that the invoice is correctly addressed. Let us know about changes of name, address or bank details as soon as possible. To help us pay quickly, we pay all suppliers through the Bankers Automated Clearing Service (BACS). Ability to increase Market Share National, Regional and Local framework agreements give suppliers of goods and services access to a much wider market than they have previously enjoyed. Through participation in consortia contracts, framework agreements and electronic tendering, suppliers are able to expand into much larger markets. Page 6

8 What do we buy? We buy a vast range of works, goods and services, too many to publish them all in this guide, but as a taste of the range: Services Custodial Services Advertising Arrest Referral Interpreters Custody Support & Management Forensics Analysis Travel & Accommodation Professional Pensions Facilities Management Services Audit Services FM Consultancy Financial Services Cleaning Health & Safety Catering Insurance Waste Training / First Aid Training Painters and Decorators Electricians and Plumbers Goods Builders and Plasterers Furniture Boarding & Glazing Ammunition Vehicles & Ancillaries IT Services Vehicle Hire Financial Management System Stationary incl. Printing IT Hardware and Maintenance Uniform & Equipment IT Software & Maintenance Firearms Equipment Telecommunications Airwaves & Printers/Copiers/Fax Machines Mobiles E-Procurement Systems IT Hardware (Incl. SAN/Servers) Vehicle Related Vehicle Maintenance & Electrics Vehicle Data Recorders Vehicle Recovery Personnel Related Occupational Health Temporary Staff Staff Support Services Utilities Gas Electricity Water Fuel Works Property Construction Leases/Rents/Rates Page 7

9 How to do Business with Cleveland Police The National Drive is for the supply process to the Public Sector to become more streamlined and efficient. This saves costs to both the supplier and the customer (ultimately the tax payer). E-Procurement An electronic method of communication is the primary method of conducting business with Cleveland Police. Benefits of e-procurement include: o Reduced cost of sales o Quicker Payments o Reduces cost of Inventory o Protects the market from economic instability o Improves data management o Tool for advertising and marketing requirements Cleveland Police have therefore introduced Bluelight, which is a web based electronic quoting and tendering system. Many Police forces and Local Authorities throughout the country are already using this system and most suppliers to the Public Sector will be familiar with it. Cleveland Police wants to encourage all those local suppliers, Small and Medium Enterprises (SMEs), Black Minority Ethnic Suppliers (BMEs) that are keen to do business with Cleveland Police to register on Bluelight. It is free for suppliers to register on this site and view opportunities to quote/tender. Additionally, by registering on Bluelight, suppliers will also be able to see tender/business opportunities with other Police Page 8

10 Forces (including Durham Police and Northumbria Police) and many Local Authorities. Please see below on how to register with Bluelight. Bluelight Registration The Bluelight Pro-Contract e-tendering system is a complete Internet based solution, meaning no software resides on either the buyer s or the supplier s computer. It provides buyers and suppliers with a secure, cost effective and easy-to-use e- tendering solution for the necessary advertisement of new tender opportunities, and exchange of quotation and tender documentation. Getting Started All that is required of suppliers to use the system is a computer with a valid address and Internet access. Once you are Internet ready, there are NO further costs associated with the system, NO registration fee, NO subscription charges and NO software to purchase. To participate in quotation and tender procedures with the member authorities, you must register your company on the Bluelight Pro-Contract e-tendering System. See below and Appendix 3 for further details. How do I register my Company? Go to and click the Register Company link on the left hand side under the Supplier Menu. Then complete your personal contact details, fill in the organisation details, and add yourselves to one or more product and service Page 9

11 categories and member organisation, in order to be notified via when new opportunities are advertised. Following approval of your registration you will be sent 2 s confirming your user name and password, please treat these securely (if you forget either, there are forgotten user name and password options under the Supplier Menu on the portal home page). How do I express an interest in a new opportunity? If you wish to express an interest in a new tender opportunity, and obtain further information, go to then select New Opportunities from the Supplier menu, and enter your search criteria. Once the required opportunity is located, click on the Tender Title and select the Login and Register Interest button, then enter your username and password. You will receive confirmation of your expression of interest. If you are not already registered on the system, you will need to do so. The Transporter Bridge - Middlesbrough Page 10

12 Becoming a supplier to Cleveland Police Cleveland Police Procurement policies and procedures are detailed in Appendix 2. When applying to become a supplier to Cleveland Police, you will be asked to answer questions about your business, products and services. Topics covered may include: Best Value Can you demonstrate value for money, taking into account the whole life costs of your products or services, from manufacture to disposal and demonstrate continuous improvement throughout the life of the contract? Health and Safety Can you demonstrate a successful and consistent health and safety track record (within your organisation, in your products and in the delivery of services) and supply user / material information on health and safety matters e.g. Health and Safety policies and procedures, risk assessments, Health and Safety training, etc? Capacity & Capability Do you have the necessary knowledge, technical expertise and resources and can you demonstrate financial stability? Equality & Diversity Cleveland Police are committed to equal opportunities for all, regardless of race, colour, religion, ethnicity, gender, family status, sexual orientation, disability or age, and will promote equality in the procurement of goods, works and services. Contractors may be asked if they comply with the Sex Discrimination Act 1975, the Equal Pay Act 1970, the Disability Discrimination Act 1995, the Race Relations Act 1976, the Race Page 11

13 Relations Amendment Act 2000 and any related Codes of Practice. Contractors will also be asked if they have a policy on Equal Opportunities and will be requested to provide this at pre-qualification stage. Ethical Procurement at Cleveland Police Cleveland Police is committed to ensuring the highest ethical standards and practices including safe working conditions and protection of workers rights, across its business. Cleveland Police conducts its business in accordance with this policy and expects all suppliers to demonstrate a similar commitment. Cleveland Police will work proactively to ensure that their supply base complies with the following principles: All policies and procedures will confirm to ILO standards (International Labour Organisation). Wages and benefits will be at least national legal standards for the relevant country or industry benchmark standards and where possible the living wage. Working hours must comply with National regulations and industry benchmark standards. All working conditions conform to at least the minimum health and safety regulations in the relevant country. No child or forced labour will be utilised. There shall be no discrimination in the recruitment of employees or contractors. Page 12

14 Customer Care Do you have evidence of a customer care policy that is monitored and reviewed? e- Procurement Are your catalogues of products / services / prices available online and/or can purchase orders be accepted using electronic methods? Invoice Payments Are you able to ensure that all invoices contain an order reference number and can you accept payment by BACS? Sustainability Sustainable procurement is about integrating the principles of sustainability into all policies and Public Sector projects, thereby ensuring supplies, services and works are of a sustainable outcome. Ensuring sustainability in procurement is a major way that we can safeguard the quality of life of our children and our children s children. When procuring, the kind of questions we might ask of suppliers are: Are Green products / services options clearly identifiable in your catalogues? Can packaging be eliminated, recycled or reduced and will you take back packaging or waste? Are your products and processes energy efficient? Page 13

15 Are your products designed to ensure their safe distribution, use and disposal and are harmful substances generated by your manufacturing process minimised or eliminated? Do you have a green travel / environmental transport and logistic policy? Criminal Records Bureau Checks Cleveland Police are required to undertake a Criminal Records Bureau check for all potential contractors staff who will be undertaking work on behalf of the Authority. Technical Assessments - Reference Sites and Referees A technical assessment will be undertaken to assess the performance, experience and ability of the contractor in providing the works, goods and services. Community Do you provide local employment and contribute to the local economy? What value can you bring to the community of Cleveland e.g. do you work with the voluntary sector, provide local community services, promote community well being? Page 14

16 Workforce Do you invest in training and development to any recognised standard e.g. Investors in People? Do you support local workforce initiatives e.g. New Deal, Job Share? Can you demonstrate support for the minimum wage? Management Information Can you provide regular management information on performance against the contract? Tendering Tips 1. Return the tender by the closing date and time specified. Late tenders will not be considered without good reason given by the supplier. 2. Respond to any requests for clarifications or further information by the specified date. 3. Make sure you supply all the information requested in the Invitation to Tender documentation. 4. When referring to internal forms please provide a copy in your submission. 5. If you have a more innovative way of supplying either the service or goods that differs from the tender specification this should be highlighted as an alternative option for consideration. This will be considered and scored accordingly. Page 15

17 Terms and Conditions Other Information Cleveland Police uses its own Terms and Conditions, which can be downloaded from our website and are attached to all invitation to tender documentation. Tenderers are advised to follow all tender instructions carefully, or it may invalidate your tender. Evaluation of Tenders You will be advised when invited to tender what criteria will be used to evaluate bids. All tenderers are assessed against the same criteria. Your bid will be successful if it is the one that offers the department the best value for money. A contract is awarded as soon as possible after the evaluation process has been completed. A formal acceptance letter or contract document is sent to the successful tenderer and letters of decline are sent to those unsuccessful, with the offer of a full debrief. Debriefing Cleveland Police aim to ensure within the constraints of confidentiality that firms who ask are made aware of the reasons why their bid was not successful. Our objective is to comment constructively on the strengths and weaknesses of your bid to enable you to better compete for future work. The unit also encourages comment about any aspects of the tender process that were unclear or which caused disproportionate efforts on the tenderers part. Page 16

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19 Approved Supplier Lists It is not the policy of Cleveland Police to develop and use approved lists. However, by registering on Bluelight your business will see and can be considered for opportunities for business with Cleveland Police. Small and Medium Enterprises (SME), Black Minority Ethnic Suppliers (BME) and the Voluntary and Community Sector (VCS) It is our policy to encourage SMEs, BMEs and the VCS to bid for Cleveland Police Contracts and works with larger suppliers to subcontract to such organisations. We recognise the important contribution which they make to the economy. Our aim is to further enhance opportunities for these organisations wherever possible and must be consistent with value for money and the need to treat all companies fairly. Initiatives taken to help SMEs, BMEs and the VCS include: Simplification of procedures and documentation - the packaging of contracts will be looked at whilst acting within EU rules and ensuring Best Value is maintained; Wherever practicable, at least one SME, BME or VCS supplier is included in each competition; Invoices are paid promptly, usually within the agreed terms of 30 days; Use of approved quality standards; Increased awareness of Procurement Activity and policies via a designated Cleveland Police website; The introduction of government portals to advertise all future contract opportunities. Page 18

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21 Opportunities to Tender There are several methods of how Cleveland Police publicise business opportunities which include the following: Newspapers/Trade Journals Working with Local Trade Associations Working with third sector organisations Official Journal of the European Union (OJEU) Constructionline Bluelight portal on?opendocument Page 20

22 Other Useful Links Business Link The North East Chamber of Commerce One North East Please see Appendix 2 for further contact details FOR FURTHER DETAILS PLEASE CONTACT: CLEVELAND POLICE PROCUREMENT DEPARTMENT Ash House, Princeton Drive, Thornaby, Stockton on tees, Cleveland, TS17 6AJ Telephone: (Option 2) purchasing@cleveland.pnn.police.uk Website: Page 21

23 Appendix 1 Public Procurement Policy Procurement is the process used to acquire goods, works and services. All Cleveland Police procurement is consistent with EU legislation and the Government s Value for Money policy. (Value for money is defined as the optimum combination on whole life costs and quality to meet the customer s requirements). The emphasis on whole life costs means we must take into account all aspects of cost including running and disposal costs as well as initial purchase price. All goods, works and services are acquired by competition unless there are convincing reasons to the contrary. All requirements that exceed EU procurement directives thresholds are advertised in the supplement to the Official Journal of the European Union (OJEU). Tendering and letting contracts can often appear confusing and bureaucratic to suppliers and often put small and medium enterprises (SME) off tendering. However, we have been actively pursuing a reduction in the information required from suppliers so that it is appropriate for the particular contract in question. It should be emphasised that Cleveland Police are spending public money and that we are audited through strict guidelines and processes. All public expenditure has to be fully documented and accounted for, from the initial decision to purchase, to the final award. Our Procurement Policy is fair, reasonable and totally transparent giving equal opportunity to all bidders. This is achieved by using pre-agreed evaluation criteria; normally this will be the Most Economically Advantageous Tender (MEAT). The Procurement process has to be undertaken in a manner that can be scrutinised and shown to have been carried out with propriety. Page 22

24 Procurement Procedures and Regulations Cleveland Police have a duty to operate in an open and transparent way by allowing all suppliers the freedom to trade with us. Our procedures are covered by our Procurement Policy and Contract Standing Orders. These are important documents as they: Provide an auditable framework under which we undertake our work Assist in ensuring Best Value in all business transactions undertaken Ensure we comply with law governing the spending of public money Give protection to staff and members from undue criticism or allegation of wrongdoing. Details are available on the Force website: Procurement Process For purchases up to 10,000, Service Units or Departments may either obtain competitive quotations or negotiate to obtain value for money, and are required to use corporate contracts where these exist; For purchases between 10,000 and 50,000, Service Units or Departments must obtain at least three competitive quotations, or use corporate contracts where these exist; For purchases in excess of 50,000 tenders will be invited either as an open tendering or selective tendering procedure; For purchases in excess of the EU consolidated Procurement Directives ( 173,000) thresholds tenders will be invited in accordance with the EU Procurement Directives Open, Restricted, Negotiated or Competitive Dialogue Procedures. Page 23

25 These requirements will be advertised as required in the Official Journal of the European Union (OJEU). Framework Agreements, including agreements reached in collaboration with other Forces or local authorities, are call-off contracts which have been subjected to formal European tender and are often arranged with a number of suppliers for potential, but not guaranteed, requirements, in order to speedily meet Force needs as they arise. Such agreements are formal contracts and Cleveland Police can buy from these without the need for further competition. However, where the value of an intended single purchase is in excess of 10,000, the framework agreement will be used to conduct a competitive procurement exercise amongst the contracted suppliers, as the nature of framework agreements does not always allow for fixed prices, in order to allow for competitive procurement and achievement of best value. Cleveland Police are signatories to a number of Central Government Framework Agreements and the use of such supply arrangements, set up via the Office of Government Commerce (OGC), will be subject to the same rules as described in this document with the addition of the following rules: All of the approved suppliers to the Buying Solutions Framework MUST be requested to provide quotations or tenders. The comprehensive range of products and services available to the Public Sector can be seen at: For purchases to be made from the Buying Solutions Catalogue quotations will be sought for purchases over the value of 5,000 from approved suppliers listed in the catalogue. Where three quotations cannot be achieved due to there being insufficient contractors for a specific commodity, then it is acceptable to use the framework agreement without seeking further quotes. Page 24

26 Public Sector organisations are continually being encouraged to participate in collaborative/consortia procurement activity in order to reduce the costs of tendering processes and reduce bureaucracy, both for the organisations concerned and our suppliers. Cleveland Police would encourage suppliers to actively respond to such agreements. Whenever we invite companies to tender we ensure the following: Specify our needs in terms of outputs whenever appropriate, to encourage innovation; Invite tenders from enough suppliers to ensure there is genuine competition; Make sure tendering procedures and documentation are as clear and concise as possible, and only ask for information necessary to evaluate bids; Inform all tenderers of the evaluation criteria on which the decision to award the contract will be based; and Provide all tenderers with the same information and opportunity. Page 25

27 Appendix 2 List of Useful Contacts The Office of Government Commerce was established following a review ( Releasing resources for the frontline: Independent Review of Public Sector Efficiency ) into civil procurement by Peter Gershon. OGC is an independent office of the treasury with its own Chief Executive. OGC s aim is to work with civil government as a catalyst to achieving best value for money in commercial activities. Visit website: Government Procurement Service (GPS) is the national procurement partner for UK public services. The primary role of GPS is to maximise the value for money obtained by Government departments and other public bodies through the procurement and supply of goods and services. This includes catalogues of pre-tendered goods and services in categories such as ICT, telecommunications, buildings and professional services. Public sector organisations using GPS fully meet EU rules on public sector purchasing. The contracts are put out to tender on a regular basis, usually every 4 years. These contracts are usually framework agreements, being included in one of these catalogues will increase your visibility with the public sector as the catalogues are widely recognised by central government and local authorities. For more information see the website: GPS Service Desk -The service desk deals with enquiries about all aspects of GPS business and provides a first-line of support to GPS customers. If specialist help is needed, Service Desk staff will channel the enquiry to the appropriate person in GPS. You can contact the Service Desk by telephoning: Page 26

28 Tenders Electronic Daily (TED) is the online version of OJEU. It gives direct access to notices of tender activity which may interest you. You can gain access to TED free of charge from the website: Tenders Direct is a website that provides access to over 30,000 current government contracts in the UK and Europe. Visit the website: Tenders on the Web is a website that provides access to current government contracts providing advice on tendering and EU procurement directives. Visit the website: Business Link Operators provide access to a range of business advice and support for small firms through a national network. Some offer direct access to public sector opportunities tailored to the specific needs of your business. To contact your nearest Business Link Operator visit the web site: Government Opportunities is published by Business Information Publication (BiP) monthly with weekly updated supplements. For more information visit the website: SIMAP aims to support an effective Single Market by encouraging suppliers and contracting entities to adopt best practise and use electronic commerce and information technology to provide all the information needed to deliver value for money in public procurement. Visit the website: Page 27

29 Commission for Racial Equality - The Commission s guide gives local authorities the information they need to be confident of meeting their race equality duty when they carry out procurement, within EU rules, best value and other UK laws and policies. It also offers guidance to private and voluntary sector organisations on the new race equality expectations they will meet when they do business with local authorities. For more information and an electronic copy of the guide please visit the website: Bluelight Procurement Database (BLPD) The Bluelight Procurement Database is an online information hub aimed at improving visibility and access to contract and procurement information for buyers within the Emergency Services in the United Kingdom. Suppliers should note that the BLPD is only available to registered users from member authorities, within the Emergency Services, but suppliers can view current opportunities on the Bluelight e-tendering website, found at for access to new tender opportunities from the remaining Emergency Services. Website address is Page 28

30 Appendix 3 Step by Step Guide How to register with Blue Light 1. Go to and click the Register Company link on the left hand side under the Supplier Menu 2. Complete your personal contact details, fill in the organisation details, and add yourselves to one or more product and service categories and member organisation 3. Following approval of your registration you will be sent 2 s confirming your user name and password, please treat these securely 4. If you wish to express an interest in a new tender opportunity, and obtain further information, go to then select New Opportunities from the Supplier menu, and enter your search criteria. 5. Once the required opportunity is located, click on the Tender Title and select the Login and Register Interest button, then enter your username and password. You will receive confirmation of your expression of interest. Page 29