We always want to give the best service we can to our customers. And one of the ways we do that is by choosing the best suppliers and partners to work with.
If you want to work with us, this page will tell you everything you need to know. With the recent introduction of the Procurement Act 2023 (PA23), suppliers have to register on the new Central Digital Platform to access public sector opportunities. Take a look at the information for suppliers published by the Cabinet Office.
Want to become a supplier?
We procure around £100m each year across a range of goods, works and services from the suppliers we work with.
We work with different types and sizes of businesses – from SMEs to national companies and cover everything from door and window installation to pens and paper.
All of our opportunities exceeding £30,000 (inc VAT) that aren't sourced via a Framework get issued on our e-Tendering system. So, to get a notification when they go live make sure you're registered or if you're already registered, check your preferences are up to date.
The tenders that are above the Procurement Act 2023 (PA23) thresholds are open to all companies wanting to work with us, the system is free to use and it could also give access to opportunities outside of Yorkshire Housing too.
A few tips on registering on our e-Tendering system
- Only pick the categories and locations you're interested in applying for. The system auto-issues notices and will let you know about all the opportunities you register for.
- Use a generic email address. The system won't know if an individual's on leave, sick or if they've left and we don't want you to miss out on anything being sent through.
- Search the notices page once you've registered, you never know what opportunities you might find!
What kind of things do we buy?
The good news is we work with suppliers covering a huge range of goods, works and services. Some examples include:
- Repairs and construction materials
- Utilities
- Grounds maintenance
- Cleaning
- Office supplies
- Waste management
- Professional services and transport
We’ve also got a large investment programme covering building schemes, technology, communications and IT equipment.
Our financial thresholds:
| Contract type | Contract value (inc. VAT) | Procurement procedure |
| Works/ Supplies/ Services | Below £10,000 | We follow best practice and get a minimum of three quotes in writing |
| Works/ Supplies/ Services | £10,000 - £29,999 | We get three competitive quotes on a level playing field basis or follow a formal tender process proportionate to the value and risk |
| Works/ Supplies/ Services | £30,000+ | We advertise to the open market or go via framework, seek quotations or direct award |
| Supplies/ Services | £214,904+ | We follow the required regulated procedure under the PA23 regulations |
| Works | £5,372,609+ | We follow the required regulated procedure under the PA23 regulations |
How do you carry out procurement?
This overview of our procurement process will show you how we work in more detail.
We also work with different framework providers who operate in our sector, you can find them in the list below.
I’m a potential supplier, what will you need from me?
The procurement documents will take you through any specifics we need for each tender. In general, we expect from you what we expect from ourselves – to give our customers the best service possible. You’ll need to take ownership and responsibility for the work you do and have a positive, can-do approach.
You’ll need to have some standard levels of insurance cover:
- Employers’ liability £5m
- Public liability £2m
- Professional indemnity (if applicable) £1m
Your company will also have to:
- Comply with the statutory obligations under the Equality Act 2010
- Comply with the duties imposed by the Health and Safety at Work Act 1974
- Comply with any other relevant legislation, in particular the duty of care (not only to your own employees but to other people such as Yorkshire Housing representatives and members of the public)
- Comply with GDPR regulations where appropriate
Our supply chain must also not include the use of:
- Child labour
- Slavery, forced, bonded or involuntary labour
- Human trafficking and exploitation
It’s really important to us at Yorkshire Housing that we have a positive impact on the working conditions of the people who’re working for us, whether that’s directly or indirectly. And we expect our suppliers and contractors to share that vision too.
Is there anything that would stop us being a supplier for Yorkshire Housing?
Your company wouldn’t be able to work with us if it:
- Is on the PA23 Central Debarment Register
- Is in a state of bankruptcy, insolvency winding up, administration, receivership, composition with creditors or any equivalent state, or subject to relevant proceedings
- Has been convicted of a criminal offence related to its business or professional conduct
- Has committed an act of grave misconduct in the course of business
- Is guilty of serious misrepresentation in supplying information required by Yorkshire Housing
- Is not in possession of a licence to trade or not a member of the appropriate body where the law requires it.
How do you decide which supplier to appoint?
We either use a price-only or value-for-money assessment to identify the supplier/s who’ll provide the best solution.
- A price-only assessment is usually used for low-priced, uncomplicated tenders based on tight input specification and is evaluated solely on price.
- A value-for-money assessment (detailed as Most Advantageous Tender in PA23) is based on a balanced review of quality and price.
- A financial assessment of all bidders is undertaken on all tenders, where appropriate.
Our tender evaluation is strictly controlled and conducted objectively and impartially. The criteria types, groups and weightings will vary depending on the circumstances, you’ll find details of these in the tender documents.
During this process we may ask shortlisted bidders to give samples and/or demonstrate their products or services, and we may interview bidders too.
Our procurement process is explained here but it does sometimes change depending on the specific types of procurement. For example, sometimes it might be shortened for low-value requirements.
Of course! Get in touch with our procurement team by using our contact form.
Handy information
Before deciding whether you’d like to work with us, you might want to see some of our policies and learn a bit more about us to see if our business fits with yours.
If there’s something you can’t find that you’d like to know, you can get in touch with us.