Selling to the Commission 

Purpose of this guidance

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 commissions requirements, enabling them to take part in our tendering process.

Introduction to the Commission

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.

What does the Commission spend its money on?

The Commission spends approximately £35m 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 Commissions 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.

We spend money on a broad range of services and supplies, varying widely in cost and type. The list below gives some examples of the type of supplies and services that the Commission procures, although this is by no means an exhaustive list:

(Amounts are approximate annual figures)

Who are the buyers?

The Commission has a core procurement team supporting and managing high value transactions, with low value acquisition delegated to local managers.

How we advertise

The way in which we advertise for services and suppliers is dependent on the value of each particular product or service.

Supplies and Services

• Below £10,000 are procured by delegated budget holders in each directorate, ensuring good value for money and high quality service.

• Between £10,000 and £50,000 Quotations are obtained from businesses who are capable of meeting the commissions requirements. Managers will obtain quotations using known suppliers, or invite offers them from the wider market place.

• Above £50,000 Tenders will be sought, in this case opportunities will be advertised on this web site, and were relevant other sites, local or trade press, and if applicable in the Official Journal of the European Union (OJEU).

• Supplies and Services whose value exceeds the European Union (EU) thresholds are subject to slightly different procedures, the commission is required to comply with the EU Procurement Directives

• The current EU threshold is £139,000 over the life time of the contract.

Procedures

The Commission will use a number of procedures which are briefly described below:

• Open procedure allows anyone to submit a tender.
• Restricted procedure, which requires the commission to invite expressions of interest then draw up a short list of businesses who will be invited to tender.

Suppliers Requirements

The Commission as part of its processes, will require its suppliers to demonstrate that they,

• are correctly established
• financially sound
• able to provide references
• have acceptable HR policies
• have effective quality processes
• hold appropriate insurance cover. 

Terms and Conditions

Unless specifically set out elsewhere the Commission will trade on its own Terms of Purchase and your attention is drawn to the following points.

• Tender awards will only be in writing, by named Procurement Officer, Finance.
• The Commission will not accept any liability for any work under taken in advance of a formal signed contract and issue of a purchase order.
• The Commission requires monthly statements of the value of work completed to date, and an estimate of the contract value and completion date, to be sent to the Procurement Officer.
• No payments can be made in advance or without purchase order numbers being quoted.

Awards

The Commission will generally publish in either the advert, notice or tender documents the contract award criteria. 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.

Payment Methods

Payments are usually 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).

Electronic Procurement

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.

What’s expected

The Commission expects suppliers and contractors to provide

• A reliable and dependable service
• Good communication with it
• Willingness to suggest alternatives to reduce cost or waste (whilst maintaining overall quality)
• Honesty and professionalism
• An ethical business approach
• In return, the commission will:
• Settle and pay accounts promptly
• Provide good communication with the supplier and partners
• Work with honesty and professionalism

Feedback

If you would like to comment on this information please get in touch with:
Procurement Manager,
Equality & Human Rights Commission
4th Floor
Arndale Centre
Manchester
M4 3AQ

tel 0161 829 8220
e-mail Financehelpdesk@equalityhumanrights.com

September 2008