Procurement is the process of acquiring goods, works and services from third parties. The process spans the whole life cycle from identification of need, through to the end of a service contract or useful life of an asset, including the method of recycling or disposal.

Procurement has an important role to play in ensuring the sustainability of procured goods and services, helping to support local suppliers and ensuring value for money for our local taxpayers.

Sustainability

The Derbyshire Fire & Rescue Service recognises the need to consider the impact of procurements on the environment, society and the economy. The Service seeks to minimise the impacts of the products and services we purchase by using the following methods:

• Reducing consumption where possible
• Evaluating the costs versus the benefits of differently priced goods and services
• Looking at the environmental impact of delivery and collections
• Procuring over the internet to reduce travel and emissions
• Supporting a reduction in packaging
• Recycling and reusing whenever possible and the responsible disposal of materials that cannot be recycled or reused

Supporting Local Suppliers

Public Procurement Contract Regulations do not allow us to base procurement decisions on geographical location or in favour of local businesses, as this may be perceived as discriminatory. We do however consider a number of issues that depend on the location of a supplier when sourcing goods and services. These include:

• Incorporating the social and environmental impact of contracts where appropriate
• Considering the environmental impact of transporting goods
• Using local framework agreements and collaborative contracts where this provides the best value.
• Using procurement cards for the purchase of low value goods through local outlets or via the internet.
• Working with suppliers to develop a local supply chain
• Engaging with local suppliers for the provision of low value goods and services

Procurement Procedures

The UK Public Contracts Regulations 2006 and the EU Public Procurement Directive must be adhered to for procurements in excess of predetermined thresholds. These regulations are based on the underlying principles of non-discrimination and equality of opportunity, on the grounds of nationality, transparency and competitive procurement.

The current thresholds can be found by clicking on the button below.

The Formal Tendering Process

For procurements with a high value a formal tendering process is undertaken, details of the requirement are advertised on www.sourcederbyshire.co.uk together with a prequalification questionnaire to be completed and returned by any parties interested in participating in the tendering process.

The questionnaire enables an assessment of the company's suitability as a supplier by looking at the following criteria:

• The professional and business standing of the directors, proprietors or owners
• Any appropriate technical expertise or experience
• Relevant previous experience of provision of goods or services
• Current economic and financial standing
• Appropriate levels of public or employer liability and professional indemnity insurance
• The companies Health and safety track record
• Commitment to responsible corporate social policies including equal opportunities and environmental considerations

A maximum of five companies are then selected to take part in the formal tendering process with tenders being awarded based on the evaluation criteria outlined in the formal documentation.

Formal evaluation of tenders is undertaken by a panel to ensure an open and consistent approach is taken, reaching a fair and objective outcome. The Fire Authority does not bind itself to accept the lowest cost tender.

Expressions of Interest

Where the value of a procurement falls below the threshold at which a formal tendering exercise is carried out, a similar procedure to the one outlined in the tendering process above is performed. An advertisement is placed on the Source Derbyshire website with a questionnaire similarly assessing the business' financial standing, its commitment to socially responsible policies, and its liability and insurance cover.

The received expression of interest from potential suppliers are shortlisted and members of the procurement team contact them to discuss the requirements further. From the shortlist a supplier is chosen after careful consideration of the available options.

Current Contracts

For a list of current contracts held by Derbyshire Fire & Rescue Service please visit the Bluelight website and browse the Bluelight Procurement Database which can be accessed by clicking on the button below.

Terms and Conditions for Suppliers

Potential suppliers are directed to read our terms and conditions of contract which are available below.

The general conditions of contract can be used in any eventuality, also supplied are condensed conditions of contract for suppliers of goods and services.

General Conditions of Contract (170k)

Conditions of Contract for the Purchase of Goods and Services (135k)