Our main aims are to provide information, guidance, advice and support to other departments during the procurement process, to manage our own specialist categories and to maintain policy and strategy with central government objectives and guidelines.
Working with us
Depending on the type and size of contract, we search for suitable suppliers using a number of systems and solutions.
If you are a supplier interested in doing business with us, you can find out about forthcoming business opportunities by registering your details at YORtender.
Our tender platform
We use an online tendering system called YORtender. YORtender is the Supplier Contract Management System used by 22 Councils across the Yorkshire and Humber Region.
All tender and quote opportunities provided by us require information to be submitted through this system.
Many of the tenders and quotes that we advertise contain a YORtender contract reference number, which can be used to access relevant supporting documents and further information regarding the tender.
Register your details at YORtender. Please try to avoid duplicate supplier registrations wherever possible.
One supplier profile can have up to five individual users registered against it. Registration to the YORtender system is free of charge.
It is extremely important that you follow these instructions and any guidance within them to ensure you continue to access tender opportunities from Yorkshire and Humber Authorities.
How we advertise opportunities
Tenders over the EU thresholds will additionally be advertised in the Official Journal of the European Union (OJEU) until 11pm on the 31 December and the Find a Tender Service (FTS) notification system thereafter.
For contracts under £70,000
For expenditure under £70,000, where there is no in-house provider or contract for the goods and services we need, we follow the procedures below:
- If the contract is estimated to be below £10,000; an officer will ensure value for money is being obtained.
- If the contract is estimated to be between £10,000 and £70,000, a minimum of three quotations need to be obtained, two of which should be from local suppliers (if applicable).
- If our requirements are very complex or difficult to describe, for example where we are buying a bespoke service, we may seek tenders rather than quotes.
For contracts over £70,000
For contracts over £70,000 (goods, services and works), where there is no in-house provider or corporate contract for the goods and services we need, a competitive tendering process will be followed.
This means we will ask organisations to submit competitive bids (tenders) to us. By doing this we can ensure that public money is spent in a way that is fair, open, honest and accountable.
The only exception to this rule is where a reason not to competitively tender for a contract has been agreed and financial regulations have been waived, for example where there is only one supplier or timescales are very short due to an emergency situation.
Public Contract Regulations 2015
Contracts over certain high values are also subject to the Public Contract Regulations 2015. These directives require us to:
- advertise and award contracts in the Official Journal of the European Union (OJEU) up to 31 December 2020 and in the Find a Tender Service (FTS) from 1 January 2021
- follow specified timescales and
- award contracts, either on the basis of 'lowest price', or 'most economically advantageous tender' (a consideration of both quality and cost)
The public contract regulations apply to contracts that exceed the following amounts (as of January 2020):
- Goods and services: £189,330
- Light touch: £663,540
- Works: £4,773,252
The thresholds vary from time to time and have traditionally been amended every two years on 1 January.
All public sector procurement, regardless of how much is being spent, is governed by the principle of equality of treatment, non-discrimination and transparency.
Social Value Act 2012
The Public Services (Social Value Act 2012) places a duty on us to have regard to economic, social and environmental wellbeing in connection with public services contracts and for connected purposes.
The act puts a legal obligation on us to consider social value in all procurements that must comply with the Public Contract Regulations 2015 and it should be considered in procurement below this threshold as good practice.
The act requires us to consider the economic, environmental and social benefits of their approaches to procurement at the pre-procurement stage and should consider the following as part of the obligations under the act:
- How what is proposed to be procured might improve the economic, social and environmental wellbeing of the 'relevant area'.
- How in conducting a procurement process it might act with a view to securing that improvement.
- Consultation prior to procurement, eg communities and users of services, local firms, voluntary sector and other local organisations.
Please read our social value policy for further information on how we embed social value principles and make it the duty of everyone involved in commissioning, procurement and project delivery to be responsible for the delivery of social value.
Social Value Portal
The Social Value Portal is an online solution that allows us to measure and manage the contribution that we and our supply chain make to society, according to the principles within the Public Services (Social Value Act 2012).
The Social Value Portal allows bidders to make commitments to provide specific social value themes, outcomes and measures (TOMs) as part of the bidding stage of tenders.
The TOMs are nationally recognised and were launched by the National Social Value Task Force who are sponsored by the Local Government Association (LGA).
The commitment of bidders to deliver social value through the TOMs forms part of the evaluation process.
The delivery of these commitments is contract-managed to ensure the social value identified is delivered.
Social Value Action Planning Tool – understanding social value
The Social Value Action Planning Tool is a free online portal for businesses.
Social value is important to us and to ensure this is promoted we're providing this free tool to help businesses develop their own social value action plan to enhance their social value capabilities. It's designed to help you better understand and demonstrate social value within your own organisation.
What the portal does
- Allows you to consider and undertake a social value analysis of your organisations impacts.
- Helps you to develop a tailored social value action plan which can be used to improve your business.
- Demonstrates progress against each individual action plan.
- Prepares you to respond better to the social value aspect of tenders.
- Captures data relating to the social value impacts, decisions and commitments of your own suppliers.
- Demonstrates to customers and stakeholders how the environmental, social and economic priorities are being communicated through the supply chain.
- Gathers evidence and stories for communicating the positive impact of procurement and the supply chain whilst demonstrating clear leadership on social value.
- Improves your contract management discussions on social value with your customers.
Using the portal
Please note, the information entered by organisations can be accessed by Barnsley Council at any time; it allows us to develop stronger relationships with our supply base and will make a positive contribution to our supply chain.
Access to this data means we can better understand how to engage you on issues that are important to you and us.
You can access this free tool here: Social Value Action Planning Tool.
How we award contracts
There are four main ways in which we competitively tender contracts:
- Open procedure
- Restricted procedure
- Competitive dialogue procedure
- Approved list and framework arrangements
Definitions of what all these terms mean can be found on the Chartered Institute of Procurement and Supply (CIPS) website.
These are well established procedures which we follow to ensure we get the best value for money. The process we follow will be determined by a range of factors, including:
- value of contract
- number of suppliers in the market
- the complexity of our requirements
Regardless of the process followed, all bids are evaluated according to clear, pre-published criteria by a panel of experienced officers, and contracts will be awarded on the basis of value for money, which means a balance of quality and cost.
The Yorkshire Purchasing Organisation (YPO)
We are one of the founder members of the YPO, along with 12 other local authorities in the north of England. The YPO supplies goods and services both through its catalogue and through framework agreements where direct supply contracts are arranged.
Tips for a successful bid
Be on time
Make sure information is provided by the deadline dates. If the information does not arrive promptly, we will not be able to consider it. We must be seen to be acting fairly and transparently by giving everyone the same opportunity.
Understand what is required
The initial advert is your chance to decide whether or not your business can undertake the contract. Every advert will contain a council contact person from whom further information can be obtained. If you have questions that need answering before you can decide whether or not to bid, take this opportunity to seek clarification.
Provide evaluation information requested in the invitation to tender
If you receive an invitation to tender you are being invited to make an offer, which we may accept. You must ensure you comply with all requirements at this stage because the decision on who is chosen will ultimately be based on criteria listed in the contract notice or invitation to tender. Make sure you provide all relevant information requested in respect of the price and quality criteria. If you are unsure, ask. As well as the quality criteria, make sure your offer is also competitive and offers value for money.
How we manage contracts
Our commercial strategy will focus on the key elements we feel are important to support us on our journey to operate as a more commercially focused organisation. A key aspect of this is to implement a best practice approach to managing contracts and supplier relationships.
Strategic Procurement and Contract Management are responsible for the development of policy and strategy, which is linked to a category management approach covering the whole cycle from identification of need, market engagement, tendering, contract award and mobilisation, contract management and exit planning. This is being developed with best practice guidance including that of the Government’s commercial function toolkit.
We will ensure our cost base and structures are efficient and lean and value for money will be at the heart of our core business, we will embed a culture of commercialism across all our employees to support the delivery of our aspirations.
- Consideration of the whole life cost impact of decisions, including assessment of the market and benefits realised.
- Improving efficiency for service delivery – reducing costs and streamlining our processes
- Effective contract administration and a focus on performance management and relationship development
- Maximising value for money from our contracts with a focus on managing risks
- Delivering social value outcomes and environmental benefits.
Seven day payment pledge
Our standard payment terms are 30 days from the receipt of a valid undisputed VAT invoice.
In line with our inclusive economy agenda, we're keen to support suppliers and pay invoices as promptly as we can. Barnsley Council commits to pay all suppliers within seven days, however please note this is not a contractual obligation.
General terms and conditions
Please find links to our general terms and conditions below:
- Standard terms and conditions for the purchase of goods under £70,000
- Standard terms and conditions for the purchase of services under £70,000
The contracts register information is made available to help your organisation know what we buy, how much we spend and with whom. It also includes a contact name should you wish to find out more details about any specific contract. Find out more about the contracts register.
The register may also be of benefit to companies in identifying business opportunities, either as a main contractor or as a supplier or subcontractor within the supply chain.
As part of the government’s commitment to greater transparency, we have to make information on procurement visible.
The Council includes in its standard terms and conditions a freedom of information clause that requires the supplier to acknowledge that the council is subject to the requirements of the Freedom of Information Act 2000 and the Environmental Information Regulations 2004.
Suppliers should be aware that if they are awarded a tender, the resulting contract between the supplier and us will be published. In some circumstances limited redactions will be made to some contracts before they are published to comply with existing law.
Key strategies, policies and information
Our procurement activity plays a key role in contributing to the strategies of the council, through the goods, and services we choose to purchase. These key strategies are what we will look at as part of any tender process.