Dartmoor National Park Authority

Contracts and Tenders

How to do business with The Dartmoor National Park Authority

Introduction

It is recognised that the work carried out by the Authority has a significant impact on the environment, the economy and our communities.  It is vital that our work is delivered to a high standard and that we contribute to a sustainable and inclusive society.  Procurement is the process of acquiring goods, works and services from suppliers and contractors on behalf of the Authority and the local community. DNPA seeks a diversity of supply solutions from all enterprise sectors.  We would particularly encourage business engagement with under-represented commercial organisations. The Authority will always seek to achieve the best value for money in all of its procurement activities.

Becoming a Supplier or Contractor

In order to become a supplier or contractor to the Authority you may be required to submit information on your company usually in the form of a pre-tender questionnaire or as part of an Invitation to Tender process. The type of information required may include all or some of the following:

•Basic company details;
•Financial information, including accounts;
•Details of insurance cover;
•Health and Safety practices;
•Business and management structure;
•Resources and staff training;
•Environmental issues;
•Equality policies;
•References

Contract Opportunities

Subject to the value of the Contract or Tender DNPA will advertise its own contracts on its website, in local newspapers and/or in related trade journals. In addition contracts over the EU threshold will be published in the Official Journal of the European Union (OJEU). Current Contracts and Tenders.
DNPA also works in partnership the Devon Procurement Partnership and other agencies. Contract opportunities are being piloted using the Devon Tenders Portal to allow suppliers to view opportunities from a variety of Councils in the South West: Contract Opportunities (external website, opens new browser window)

Instructions Relating to Procurement

The objective of these instructions is to ensure that the Authority's procurement procedures are robust and effective while remaining transparent and in accordance with recognised good practice. The issue of any purchase order and the award of any tender shall at all times be subject to these Instructions, together with the Standing Orders, Financial Regulations and Financial Procedures of the Authority.

Instructions relating to procurement including orders contracts and tenders

Contract management

Once a contract has been awarded, the supplier must ensure that quality and performance stated in the tender documents are maintained throughout the contract period.
The Officer of the Authority responsible for the administration of the contract will be notified by users of any instances when the supplier’s performance does not meet the required levels. This will feed into the contract review process and appropriate action taken to remedy the situation.

Contract Terms & Conditions

Contract Terms & Conditions are used with each and every contract to ensure that suppliers and the Authority are aware of their obligations within the contract agreement.

How we pay our suppliers

The Authority makes payment by BACS, Cheque, or purchasing card. The contract management process will specify and regulate the payment process. The use of BACS ensures that the payment goes directly into the contractors / suppliers bank account. BACS is the Authority's preferred method and can be linked to a facility to receive remittance advices by email. Purchasing cards can be used if possible to speed up the payment process if this method is available.
Payment terms are normally set out in the contract documents. They may be stage payments, annual / quarterly / monthly payments, payment on completion, or payment per purchase order.

Payment is made within 30 days of receipt of a correct invoice, unless otherwise agreed. Payment within 3 to 5 days is possible in certain circumstances.

To ensure that your payment is dealt with efficiently and to avoid delays, please ensure that you:

•submit the invoice in the format agreed in the contract;

•quote the order number and / or contract title;

•address it to the correct officer and location;

•ensure that it is mathematically correct;

•include as much information as possible about what the payment is for;

•only include requests for payment of supplied goods or services.

Procurement Strategy

The Authority is working collaboratively with other public sector organisations via the Devon Procurement Partnership, to deliver value for money and efficiency. We are currently developing a Procurement Policy which will focus on sustainability, carbon neutrality, delivery of the Equalities Agenda and the socio-economic impact we have on Dartmoor and its communities.

Current Tenders

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Page updated 8 July 2009