Procurement process

As a registered social landlord (RSL), we are bound by the EC Procurement Regulations.

Large contracts are let competitively, using the Official Journal of the European Union (OJEU). We do not have an approved supplier(s) list. See the latest opportunities for suppliers.

To reduce administration costs and to adhere to the EC Procurement regulations, we purchase all requirements through existing framework agreements, where available. These are:

• Crown Commercial Services (CCS)
• Procurement for Housing (PfH)
• Fusion 21
• ESPO
• Northern Housing Consortium (NHC)

To register with the above companies, or review the services available, please contact them directly via their websites.

Buy4London (B4L): The Southern Housing Group works with other London-based housing associations as a purchasing consortium. B4L aims to procure commodities and labour separately to deliver efficiencies of scale.

Any other EU-regulated requirements are advertised on this website and through:

• OJEU
• myTenders

Where we advertise
We normally advertise our purchasing requirements in the following places:

• OJEU
• Our website
• myTenders
• Contracts Finder
• National and local press

Procurement process summary

• Working with internal stakeholders to define the requirement
• Market testing
• Preparing advertisements, invitations to tender and evaluation criteria
• Placing advertisements
• Receiving expressions of interest
• Selecting potential suppliers
• Despatching invitation-to-tender documents
• Opening tender responses at a specified date and time
• Evaluating tenders according to the process outlined in the tender
• Agreeing rankings
• Visiting and/or interviewing suppliers
• Making the final selection
• Awarding contracts and notifying bidders
• Debriefing unsuccessful bidders on request

This process may be amended to suit specific types of procurement and may be reduced for low-value requirements. As a minimum, bidders shall be provided with a specification and requested to provide a financial quotation.

All procurement exercises are conducted fairly and openly with adequate information to bidders throughout the process. Records are made at all stages so that procedures are fully auditable.

We seek to include residents and leaseholders in all relevant procurement exercises.

Evaluation
We undertake either a price-only or value-for-money assessment to identify the supplier/s who will provide the best solution.

• A price-only assessment is usually used for low-priced, uncomplicated tenders based on tight input specification and is evaluated solely on price.
• A value-for-money assessment (detailed as Most Economically Advantageous Tender in Public Contract Regulations) is based upon a balanced review of quality and price.
• A financial assessment of all bidders is undertaken on all tenders, where appropriate.

Our tender evaluation is strictly controlled and conducted objectively and impartially. The criteria types, groups and weightings will vary depending on the circumstances and bidders are informed of these in tender documents.

During this process we may ask shortlisted bidders to provide samples and/or demonstrate their products or services, and we may interview bidders.

Terms and conditions
Our Development department uses the most up-to-date versions of the following industry-standard contracts:

• JCT with Contractor's Design
• Immediate Form of Contract
• Minor Building Works
• PPC 2000

E-procurement
Our online procurement system aims to achieve savings and efficiencies through reduced administration and streamlined processes. Our suppliers will not be required to implement new systems in order to trade.

Environmental policy
We are fully committed to playing a part in preserving natural resources and preventing environmental pollution, and use sustainable products and services wherever possible.

To support the Government's Greening policy we expect potential suppliers to have environmental management systems in place along the lines of ISO 14001 or the equivalent, where appropriate.

Diversity
As a social landord we have a responsibility and commitment to delivering services which are responsive and effective for our residents, who are diverse in terms of ethnicity, gender, age, sexuality, disability and faith. We want our suppliers and partners to actively work with us in delivering our equalities agenda and priorities. Our procurement activity and resultant contracts are important to helping us make a difference to the lives of our residents. We will take steps to ensure that the contracts we let promote equality and diversity where appropriate and where possible.

This includes suppliers completing an Equality & Diversity Questionnaire as part of the tender process and signing up to abide by the Equality Opportunities Statement in our contracts.

Further information, email the Procurement Team or write to:

Group Procurement Team
Southern Housing Group
Fleet House
59-61 Clerkenwell Road
London EC1M 5LA