Doing Business With RCAHMS

RCAHMS takes a number of varying approaches to its purchasing requirements depending on the nature, cost or complexity of what is being purchased.

Deciding procurement strategy

Once a need has been identified the most appropriate method of procurement will be selected. In general terms, this will mean seeking 3 quotes for purchases up to £50,000.

You should note that the Scottish Government have now set up a national advertising portal which provides free access to contract opportunities for suppliers and contractors. From this portal registered firms will receive email notification of contract and tendering opportunities. Once signed up, you can elect to receive notification of tender opportunities as they become available.
www.publiccontractsscotland.gov.uk

For purchases estimated to cost over £50,000, a formal tender process would be followed in which bids are invited through the Public Contracts Scotland Tender Postbox.

Procurement process

Invitations to tender/quote

Quotes or tenders will be sought from potential suppliers, and a shortlist of suppliers identified to whom Invitations to Tender (ITT) will be sent.

The ITT generally will consist of a set of documents including the following:

• Instructions to Tender - advice on the criteria on which the contract will be awarded and the format of response required
• Specification - explains the scope of the requirement including proposed service levels if applicable
• Technical Proposal or Schedules - information of evidence required in bid to illustrate potential suppliers ability to provide the goods/services required
• Price Schedule - may include a format according to which tender pricing should be included

• RCAHMS Terms and Conditions

Evaluation of tender/quote

Once quotes or tenders are received these will be evaluated on a common basis to ensure that the competition is carried out in a fair and equitable manner, and that the quote or tender representing the best overall value for money is selected.

Best value for money does not necessarily mean that the least expensive quote or tender will be selected. Other areas such as, but not limited to, after sales support, lead-times, total life costs (including disposal) and the suppliers environmental and health and safety policies can all be taken into account when deciding who offers best overall value for money.

Award

The supplier submitting the best value for money tender will be sent an official RCAHMS Award letter confirming the contract.

Contract management

A member of RCAHMS staff will be nominated as a contact point and will monitor the suppliers performance and also deal with any queries the Supplier may have.

Payment

We are compliant with Scottish Government payment terms of 30 days from the date of receipt of invoice.

Our interpretation of making payment is when a BACS payment is committed or a cheque is posted. If any Invoices have been disputed, the 'clock' should run from the date the dispute was resolved.

Current and Awarded Tenders

You should note that the Scottish Government have now set up a national advertising portal which provides free access to contract opportunities for suppliers and contractors. From this portal registered firms will receive email notification of contract and tendering opportunities. Once signed up, you can elect to receive notification of tender opportunities as they become available.

www.publiccontractsscotland.gov.uk

Also we are now publishing our Contract Award Notices through the Public Contracts Scotland portal. Please access the portal for information on who has won those contracts that we have advertised.

Conditions of Contract

RCAHMS has three standard conditions of contract which are used for all straightforward purchases and contracts. These are available to download below.

SETC1: Purchase of Goods (PDF 100KB)
SETC2: Purchase of Services (PDF 120KB)
SETC3: Consultancy Services (PDF 120KB)

These conditions can be enhanced if a specific contract requires it and for the more complex and high value contracts bespoke conditions are used.

Sustainable Purchasing

RCAHMS recognises the need to drive sustainable procurement in all its purchasing activities and fully endorses the Scottish Government “Sustainable Procurement Action Plan”.

Sustainable procurement can be defined as:

"A process whereby organisations meet their needs for goods, services, works and utilities in a way that achieves value for money on a whole life basis and generates benefits not only to the organisation, but also to society, the economy and the environment".

Objectives

The Scottish Government “Sustainable Procurement Action Plan” identifies 10 steps to sustainable procurement and RCAHMS will follow these in order to improve the sustainability of its procurement activity.

Read about the 10 steps (PDF 157KB)