Selling to the Council

Introduction

Rochford District Council spends around £7 million each year on a wide range of products, services and work programmes. This represents some significant opportunities for a wide range of organisations across all sectors.

The Procurement Agency for Essex (PAE) has developed an online guide entitled 'Selling to the Essex Public Sector' for organisations that wish to sell to its members. This guide outlines the rules, regulations, policies and requirements of organisations that wish to sell to its members.

Useful information can be found on the Procurement Agency for Essex (PAE) website, found in the Related Content.

Rochford District Council Policy and Procedures

Rochford District Council has an agreed Procurement Strategy for 2015-2020, the aim of which is to obtain best value through planned and skilful procurement in respect of all goods, works and services sought by the Council.


The Council's Contract Procedure Rules govern the process for obtaining quotations and tenders and entering into contracts for work, goods and services.
Useful information can be found in the Rochford District Council Procurement Strategy and the Rochford Council Contract Procedure Rules 4.63, found in Related Content.

e-Procurement

Contracts Finder

In 2015 the Government introduced some new Procurement Regulations, part of these is for the Public Sector to advertise all opportunities over £25,000 on a portal called Contracts Finder. Rochford District Council follow this, we also sometimes use the portal for lower value Contracts as well.

Follow this link and register for free to access UK wide Tender opportunities

Online Procurement System

Rochford District Council has recently installed a new electronic ordering system called Focalpoint. This system enables us to place orders with suppliers by email, it is also linked with our finance accounting system so allows for close budget control which is a huge benefit. This minimises paperwork and speeds up the processes of placing orders and paying invoices therefore making trading simple and cost effective.

The Council also prefers to make all payments to suppliers online by BACS.

Please ensure all correspondence to Rochford District Council in relation to purchase orders i.e. invoices, delivery notes, credit notes etc. clearly show the purchase order number.  This will ensure timely payment of your invoice within our standard payment terms, failure to comply will delay payment of your account.

If you are asked to complete works / services or deliver goods without a purchase order, please remember that this could result in non-payment of an invoice. For any queries regarding this please contact the Procurement Team – contract@rochford.gov.uk

If you would like to know more about trading online with Rochford Council, contact contract@rochford.gov.uk

If you would like to know more about BACS payments from Rochford Council, contact payment@rochford.gov.uk

Approved Supplier List

The Council currently have a limited amount of works during the year.  This is due to the fact that we do not have any housing stock and our leisure building maintenance is the responsibility of our leisure management company.  For this reason we do not maintain our own select suppliers list.  

Instead, as soon as the Council is advertising tenders for a high value project, information regarding the opportunity is posted on the Contracts Finder website, with full details of the contract requirement. Suppliers will be able to register their interest for this Tender. Any contact with the Council regarding one of these Tender opportunities should be solely through Contracts Finder.

Rochford District Council is always keen to build relationships and work with local businesses. As such, the procurement team welcome introductions from suppliers via our contract enquiry form in Related Content.

Smaller value contract opportunities

When there is a need for smaller value works, goods and services, the procurement process is determined and carried out departmentally by an officer who has the authority to make procurement decisions.  These officers are called ‘responsible buyers’.  

Rochford District Council publishes a list of responsible buyers, which can be found in Related Content.  The responsible buyers guide provides the officers name, department and full contact details and states the type of works, services and products that they would normally purchase.  This affords potential suppliers the opportunity to introduce themselves directly to the correct responsible buyer for their particular product or service.

The procurement team welcome introductions from suppliers via our contract enquiry form in Related Content.  We will pass on any information to the appropriate responsible buyers at the time of contact, as well as storing it as a means of providing suitable suppliers for future contract opportunities. We can also be contacted using this form

Current Contract Opportunities

To find out if there are any ‘Expressions of Interest’ available, please see the Current contract advertisements in Related Content.

Future Contract Opportunities

If you would like to contact us about one of our future contract opportunities, please use the 'Contract enquiry' form in Related Content.

 

DescriptionDepartmentContact Expiry
Feminine Hygiene ProductsAsset Management01/11/2020
Payroll SystemFinance12/11/2020
Civic Suite FuelAsset Management28/11/2020
Essex Extras Employee Benefits SchemeHuman Resources30/11/2020
Intruder Alarm ServicingAsset Management30/11/2020
Local Wildlife Sites ReviewPlanning31/12/2020
Catering ConcessionsOpen Spaces08/01/2021
Annual Maintenance contract for CCTV System at Rochford ReceptionAsset Management10/01/2021
Annual Maintenance contract for CCTV System at Civic SuiteAsset Management11/01/2020
Shutter ServiceAsset Management12/01/2020
E-Learning System ProvisionHuman Resources15/01/2021
Tax HelplineFinance19/01/2021
Employee Assistance SchemeHuman Resources20/01/2021
Wild Woods DayLeisure15/02/2021
Mortgage ProcessingFinance01/03/2021
Fire Safety EquipmentAsset Management20/03/2021
Fire Safety EquipmentAsset Management20/03/2021
Glass BanksEnvironmental Services31/03/2021
Veterinary Services for Injured AnimalsEnvironmental Services31/03/2021
Electronic Post Mailing ServiceElectoral Services31/03/2021
Printroom Price per copy print inc maintenanceSupport Services31/03/2021
BACS (Epay)Finance31/03/2021
Access ControlAsset Management31/03/2021
Copyright LicenceSupport Services31/03/2021
Annual Energy CertificationAsset Management31/03/2021
Westlaw Database – online Encyclopaedia of planningLegal Services31/03/2021
Postage PaidSupport Services31/03/2021
Idox MaintenanceIT31/03/2021
Annual Order – Rochford Quarterly ChargeIT31/03/2021
GCF PSN ServicesIT31/03/2021
DX Post & HostSupport Services31/03/2021
Delta E-sourcingProcurement31/03/2021
Window CleaningAsset Management08/05/2021
Automatic Door Servicing (Civic Suite)Asset Management31/05/2021
Guillotine Maintenance (Print Room)Support Services06/06/2021
Civic Suite Audio SystemsMember Services29/06/2021
Out of Hours 31/06/2021
InsuranceFinance30/07/2021
Testing of Lightning ConductorsAsset Management01/08/2021
Mobile PhonesIT31/08/2021
IT ServicesIT03/09/2021
Civic CarMember Services09/09/2021
Fixed Assets ValuationsFinance30/09/2021
IT ServicesIT30/09/2021
Electric SupplyAsset Management30/09/2021
Gas SupplyAsset Management30/09/2021
Annual Order – call charge and line rentalIT01/10/2021
Materials Recycling FacilityEnvironmental Services03/11/2021
Grounds MaintenanceEnvironmental Services02/12/2021
Treasury ManagementFinance31/01/2022
Playground EquipmentOpen Spaces01/02/2022
Leisure ConsultancyLeisure05/02/2022
Leisure Buildings ManagementLeisure31/03/2022
Recycling CollectionEnvironmental Services31/03/2022
Street CleansingEnvironmental Services31/03/2022
Advice ServicesCommunity & Housing31/03/2022
Career Options 01/08/2022
Arboricultural Works FrameworkOpen Spaces17/08/2022
Housing Options IT SystemCommunity & Housing01/11/2022
Air Heating & CoolingAsset Management01/11/2022
Abandoned VehiclesEnvironmental Services25/11/2022
Office CleaningAsset Management11/12/2022
Emergency Temporary Accommodation B&BCommunity & Housing05/02/2023
External AuditFinance31/03/2023
IDOXIT31/03/2023
Responsive Building Work MaintenanceAsset Management02/04/2023
Housing management for temporary accommodationCommunity & Housing06/04/2023
Audio Visual MaintenanceIT28/06/2023
External electrical TestingAsset Management20/06/2023
BankingFinance31/07/2024
Sustainability AppraisalPlanning31/03/2025
EV Charging pointsEnvironmental Services17/10/2028

Contracts let within the quarter

For details on contracts let in the last quarter, please see the link in Related Content - 'Contracts let in the last quarter'

If you would like to contact us about one of our contract let in the last quarter, please use the 'Contract enquiry' form in Related Content.