Selling to the Department

From 2 November 2009 we will be changing the way we pay for goods and services. The information below explains what you will need to do to help us to ensure that your invoices are handled effectively and payments are made on time.

We will use an online system called iProcurement on the Oracle Resource Management (RM) system. The Department for Work and Pensions (DWP) Shared Services will also handle our procurement administration, including paying invoices. These changes will help us buy and pay for goods and services more efficiently.

What you need to do

There are a number of things you’ll need to do differently from 2 November 2009. We previously wrote to our suppliers about this, and this communication includes important information on our approach to implementation.

New contracts, purchases or procurements after 2 November will have a new DCSF purchase order number, as they will be automatically generated by the RM system. These DCSF purchase order numbers will be preceded by the number 35.

Existing contracts, however, will have supplier and contract information loaded on RM on a phased basis after we go live, so these will not have new DCSF purchase order numbers in the short term.

The arrangements set out below provide information on where you will need to send invoices for payment. If you don’t follow the advice there could be significant delays in paying your invoices, and your invoices may be returned to you.

1. Unless you have received details of a new DCSF purchase order number, which will be generated automatically for all new purchase orders from the RM system, you should continue to send your invoices to your usual contact in DCSF as normal. We will make arrangements in the Department to forward these to DWP Shared Services in Cardiff once they have been authorised for payment. Shared Services will then issue the payments to you.
   

2. Once you are allocated and informed of your new DCSF purchase order number, which will always begin with 35, the invoice (which must include the purchase order number) should then be sent to the new address directly:
   
   Purchase to Pay
   Shared Services
   3rd floor Companies House
   Crown Way
   Cardiff
   CF14 3UW
   

Your contract manager will talk to you about the arrangements to be put in place once your have been allocated a new DCSF purchase order, including what delivery evidence you should send and how to cross reference this with the invoice you will send to Shared Services.

Help and support

If you have any queries about the changes, please contact your contract manager or your usual contact.

As with any implementation of a new procurement and payment system, there will be issues that we will both experience before the new system settles down. The Department is committed to ensuring that supplier invoices are paid correctly and on time, and we ask for your full cooperation in making the transition arrangements work well for both of us.

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Current contracts advertised by the Department

The Department advertises its contracting opportunities in several ways as follows:

We are obliged to advertise certain contracts internationally. These can be found on the TED website

Contracts for research services are advertised on the DCSF Research website.

Contracts other than those advertised internationally and research services are advertised either here, at contraxonline, supply2gov, or in specialist publications, trade, national and local press.

It would be impractical for us to provide an up-to-date and comprehensive list of all the Department's live contracts, in addition to the list of current opportunities. We hope instead that this information provides a flavour of the work of the Department as well as points of contacts to obtain further information.

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Title: Teachers TV – legal support services

Description:Teachers TV is an innovative multiplatform service designed to support the people who work in schools and to improve school standards in England. The service is funded by the Department for Children, Schools & Families (DCSF) but is independently operated by a third-party supplier.

DCSF wishes to procure the services of expert legal counsel to support the work of the Department’s project team in managing the contract for the main Teachers TV supplier and associated services (including, inter alia, market research and distribution).

The legal support supplier will provide ad hoc support to the Department on a range of matters relating to the Teachers TV project. These will include contract law, copyright law, media law, internet regulation and video-on-demand regulation.

For a full tender pack, please email teachers.tv@dcsf.gsi.gov.uk. Completed tenders must be returned by 11.00am on 9 April 2010.

Please note that we reserve the right not to award any contract relating to the subject matter of this notice.

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The Department’s procurement policy

Government procurement aims to make tax-payers' money go further. To do this we have to identify what we need and then select, deliver and manage the best supply strategies to meet those needs.
When Government procurement is done well we make the most use of what we have and free up resources for priorities elsewhere.
In the Department, procurement is very well developed. It is recognised as an essential part of the organisation and fully supports the Department's business objectives.
We aim to deliver continuous improvement in the efficiency and effectiveness of what we do, harnessing appropriate tools such as information technology.
If you have dealings with the Department you can expect the following:

• We will treat you and your organisation with impartiality, honesty and integrity in a spirit of co-operation, not adversity.
• Procurement standards will be of the highest calibre, clearly visible and consistent..
• Competitive tendering, conforming to international obligations, will be the norm wherever this method adds value,
• To facilitate improved performance, and within the bounds of commercial confidentiality, we will (on request) debrief winners and losers on the outcome of the tendering process.
• We will adhere to our contract terms, but they are negotiable and reasonable.
• Contract management will be proactive not punitive – we will act as partners not policemen.
• A positive response to change, underpinned by common-sense.
• To be paid promptly for work done in accordance with contracts made.

By the same token, the best types of organisations for us to work with are those which:

• Are fair and open in their dealings with customers.
• Put in bids which address the absolute essentials and cover all the issues in an easy-to-follow format.
• Fulfil all the contract conditions that fall to them.
• Recognise, and are seen to recognise, that the key to success lies in the two-way relationship between contractor and customer.
• Share ideas to help us and themselves improve.

It is Government policy to encourage the use of small to medium enterprises (SMEs) to help improve our commercial performance.
The Department is also keen to expand the supply side of the education market. We think small businesses can play an important role in achieving this goal.
Therefore, the Department’s aim is to enhance opportunities for SMEs wherever possible and when it is consistent with value for money and the need to treat all companies fairly.
We are fair and honest in the way we select suppliers, endeavour to make prompt payments, and have simplified our contracting procedures and documentation to make dealing with the Department as straightforward as possible.

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Prompt payment policy

Government policy is to pay all correctly submitted invoices within 10 days of receipt and we are 100 per cent committed to paying correctly submitted invoices within 30 days of receipt from the day of physical or electronic arrival at the nominated address of the Department.
A correct invoice is one that:

• is delivered in timing in accordance with the contract;
• is for the correct sum;
• is in respect of goods / services supplied or delivered to the required quality (or are expected to be at the required quality);
• includes the date, supplier name, contact details and bank details;
• quotes the relevant purchase order / contract reference (where used);
• has been delivered to the nominated address;

Any correctly submitted invoices that are not paid within 30 days will be subject to the provisions of the Late Payment of Commercial Debt (Interest) Act 1998.

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