Procurement - Lincolnshire Housing Partnership

Procurement

Our purchasing processes

Procurement

Our procurement team work on a wide variety of procurement requirements for goods, services and works.

One of our key priorities is to ensure we maximise the use of local suppliers. However, we also need to ensure value for money and meet our legal obligations. We also network with other local organisations to share good practices and resources to achieve this aim.

What do we purchase?

We purchase a wide range of goods, services and works from external suppliers including:

  • Printing and publicity materials
  • Stationery, office equipment and consumables
  • Heating spares and general building materials
  • Health and safety supplies
  • IT hardware and software
  • Grounds maintenance
  • Insurance
  • Payment card services
  • Security
  • Waste management
  • Cleaning
  • Financial services
  • Consultancy
  • Asbestos surveys and removal
  • Demolition
  • Development work
  • Capital investment in tenants’ homes
A set of builder tools neatly placed on a table

Procurement processes

It’s important that we can demonstrate transparency and accountability in the award of our contracts. As a result, we tend to follow structures procurement processes which are proportionate to the value of the expenditure. The larger the contract, the more formal and rigorous the procurement process will be.

For larger contracts, you may be asked to provide information that demonstrates your capacity and competence in the following areas:

  • Financial standing
  • Insurance cover
  • Health and safety
  • Equality and diversity
  • Expertise and references
  • Customer care
  • Prevention of corruption
  • Quality systems
  • Managerial and technical ability

When making procurement decisions we try to involve our customers in decisions which impact on them.

Procurement Standing Orders

Procurement Standing Orders

Our procurement procedures are governed by our Procurement Standing Orders – these are internal rules which determine the level of competition required for a particular value of contract. The rules are minimum requirements and we are required to go beyond these minimums if necessary to ensure value for money. We often openly advertise contracts and requirements of lower values, for example under £10,000 on our etender system.

 

Total Purchase ValueProcess Required
Up to £10,000*Two quotes in writing are required
£10,000 to £25,000Two quotes in writing are required
£25,001 to £75,000Request for quotation openly advertised. Minimum three quotations required.
£75,001 to £181,301Invitation to tender openly advertised. Minimum three to five tenders required.
Above £181,302Invitation to tender as required by Procurement Regulations

*catalogue of internet pricing is a permitted alternative to a written quotation for purchases with a total purchase value of below £2,500.To express an interest in working with LHP you must register your details. Registration is free and only takes minutes.

Public Contract Regulations

Due to the way we are funded and regulated we are subject to both the UK Public Contracts Regulations 2015. We are legally obliged to advertise our largest contracts as follows:

For contracts over £25,000:

UK Contracts Finder(Government tender portal)

For larger contracts over relevant thresholds:

Find a Tender Service

The current threshold for supplies and service contracts is £189,330 and for works is £4,733,252. Some limited exemptions may apply.

How to access our contract opportunities

If you are interested in working with us, please register and look for Opportunities here

Consortia/framework agreements

Where it is appropriate to do so, we make use of framework agreements which have already been subjected to competition by a procurement consortium.

A framework agreement is a general term for a formal agreement or arrangement between suppliers and organisations subject to the Public Contracts Regulations (such as LHP).

Such agreements have already been through a tender process and set out the terms and conditions against which purchases can be made in the future