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Procurement

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 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 and www.gov.uk/contracts-finder.

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 www.sourcederbyshire.co.uk and www.gov.uk/contracts-finder 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

You can find a list of the current contracts held by Derbyshire Fire & Rescue Service in either CSV or PDF format below. Please select the format that best suits your needs.

Terms and Conditions for Suppliers

Potential suppliers are directed to read our general terms and conditions of contract below. If you require any further information you can contact our Procurement Officer at the following email address procurement@derbys-fire.gov.uk.

Ethical Trading Policy

We recognise the responsibility that we share with our suppliers to source products in an ethical manner. We want our stakeholders to be confident that the people who make our products are treated fairly, are not exploited and are not exposed to unsafe working conditions. This is laid out in our Ethical Trading Policy document.

Ethical Trading Policy (pdf 108.56 KB)