The role of procurement

Procurement provides specialist support in all purchasing activities at Capital City College (CCC) to ensure we deliver and can demonstrate:

• Value for Money on all purchases of goods, services, works, and lease agreements;
• Robust management of public and other funds through fair, auditable, transparent processes;
• Compliance to Capital City College Financial Regulations, Public Contracts Regulations 2015 and the Procurement Act 2023 when enacted by Government (expected Feb 2025);
• Support of the local economy by, wherever possible, utilising the provisions of the Public Services (Social Value) Act 2012.

While cost will always be an important measure, Value for Money (VfM) also takes account of the mix of quality, resource use, fitness for purpose, timeliness and convenience of a product or service to judge whether or not, when taken together, good value has been achieved.

For the benefit of our students and the wider community, Capital City College strives to deliver and continually improve VfM in everything we do.

Public Contracts Regulations 2015 (PCR) and Procurement Act 2023 (PA23)

As a publicly funded body, Capital City College must adhere to UK procurement legislation (PCR/PA23).  

On 24 February 2025, the Government is implementing the new PA23 to replace the PCR. This means there will be a transitional period for all contracts awarded and tendered under the PCR.  This transitional period applies to all tenders commenced before 24 February 2025 and will last for the life of the contract / up to 4 years.

For suppliers, the PA brings new features which should make it easier to do business with ALL public sector contracting authorities:

• A central digital platform for suppliers to register and store their details so that they can be used for multiple bids and see all opportunities in one place (Please note: In-tend will still be required for accessing and submitting tenders).
• Simplified bidding processes to make it easier to bid, negotiate and work in partnership with the public sector – including a new ‘competitive flexible’ procedure.
• Commercial frameworks will be more flexible, so prospective suppliers are not shut out for long periods of time.
• A new duty on contracting authorities to have regard to the particular barriers facing SMEs and VCSEs, and to consider what can be done to overcome them throughout the procurement lifecycle, helping level the playing field for smaller businesses so they can compete for more contracts.
• Strengthened provisions for prompt payment throughout the supply chain – enabling SMEs to benefit from 30 day payment terms on a broader range of public sector contracts.
• A stronger exclusions framework will take tougher action on underperforming suppliers.

It is intended that these changes will drive innovation, deliver better outcomes and embed transparency right through the commercial lifecycle, so everyone can access procurement data and see how public money is spent. Links to additional reading to support your understanding of the new legislation is detailed below

Dedicated information for suppliers, particularly around the Procurement Review Unit and Central Digital Platform will be issued by the Cabinet Office in early 2025.

The Government Commercial Function has been working with leading business groups and trade associations to make guidance and support available for the suppliers. There is already a range of information and resources about the new regime on the Transforming Public Procurement landing page including a series of short ‘Knowledge Drop’ instruction videos with tailored versions designed specifically for suppliers, including SME and VCSE suppliers.

In the lead up to go-live on 24 February 2025, there are actions you can start to take to prepare if your contracts are subject to the PCR/PA:

• Familiarise yourself with the Act – check out the summary documents and short videos on the Transforming Public Procurement landing page.
• Sign up for regular Cabinet Office updates.
• Attend more detailed training on the Procurement Act, which is specifically designed for suppliers. We recommend you consider attending the following training, What Suppliers need to know about the Procurement Act – Level 1 Training – In2 the bargain.
• Start to prepare the information that will be needed for you, as a supplier, to register on the new central digital platform. The Cabinet Office has said they will be issuing specific guidance for suppliers in early 2025, but in the meantime, we suggest you look at the details that suppliers need to register on the platform set out in regulations 9 to 12 in The Procurement Regulations 2024.
• Discuss the changes with us – we are now thinking about our forward pipeline and which procurements might benefit from the new flexible approaches and would be happy to discuss our preparations and timelines with you.
• Watch the dedicated official Knowledge Drops available via the link above, with guidance, procurement reform events and supplier communications.

How to find opportunities at Capital City College

As an overview, Capital City College adheres to the following financial thresholds for procurement.

When calculating spend – always include VAT, for one-off purchases, the total contract value should be used, for ongoing purchases, spend should be consolidated over 4 years or the term of the contract (whichever is the greater). 

Capital City College has approved suppliers for most regular purchases. Dependent on the commodity to be purchased, the Capital City College Procurement Team will use two main routes to market for larger scale procurements (over £100k).

Standard supply requirements (IT, stationery) typically are purchased through Consortium frameworks. Most frequently used are the Crescent Purchasing Consortium thecpc.ac.uk or Crown Commercial Services ccs-agreements.cabinetoffice.gov.uk. Please contact these providers directly for tendering opportunities.

Smaller, bespoke or more service led requirements are advertised and tendered direct by the Group via an Electronic Tendering System called the In-Tend Education Portal. This system allows you easier access to all forthcoming opportunities, offers increased security and auditability and reduces the tendering costs associated with printing and postage.  Suppliers who would like to express an interest in working with Capital City College and obtain automatic notifications of forthcoming opportunities can register on In-Tend free of charge using: in-tendhost.co.uk/educationportal/aspx/home.

Tendering tips

Tendering is a time-consuming activity.  The following steps are designed to support you in the preparation of tenders and are for general guidance only

• Ensure you are registered on In-Tend and register against all spend categories of interest to you.
• Start to create a tender library with helpful reference documents that may be required, related to the services you provide, for example:
  • Copies of Insurances
  • Signed company accounts
  • Cyber Essentials certifications
  • H&S policy statement
  • Constructionline/Safecontractor or other industry accreditations (as applicable)
  • ISO accreditations (if applicable)
  • Quality Policies
  • Details of case study examples that can be applied to CCC
  • Copies of relevant staff CVs (if named personnel would be required under the contract)
  • Safeguarding measures (policies or procedures)
• Social Value and Sustainability is an area of increasing importance.  The PCR and PA both require that tenders include this as at least 10% of the overall tendering weighting, therefore
  • Consider how you can support the provisions of the Social Value Act 2012 with offers to improve CCC learner experiences, local community outcomes and employment opportunities
  • Consider how you can support sustainability improvements through Scope 2 and 3 carbon emissions to support CCC with Net Zero performance.  Have examples and measurements available.

Please note: CCC welcome tenders from SME’s. Not having expensive accreditations will not necessarily preclude you from working with CCC. Not having considered how you would address concerns related to key points will. All Social Value offers should be offered free of charge as a value added provision, so we expect these to be reasonable and proportionate to the contract size.

In preparing to tender:

• Please read the Guidance document provided in the tender pack.  It is there to provide you with information on the process to be followed and help support your application.
• Ensure you reserve time in your diaries for key tender dates.
• Ensure that you check the In-tend system regularly for updates throughout the tender process and following receipt of tenders, should clarifications be required.

In completing responses:

• Assume nothing – sell your performance, tenders can only be assessed at face value of what is presented, so if you assume knowledge on the part of CCC, whether you have worked with CCC previously or not, you will score lower automatically.
• Address all aspects of the question – this is where most organisations fall down, providing generic or partial responses
• Ensure responses are succinct –huge paragraphs don’t help you and data may be lost, you can use bullets if this helps
• Unless otherwise stipulated, please limit all tender responses to the word count stipulated and note attachments may exceed 500 words, but ensure it is relevant, generic sales material may damage your submission.
• Please ensure all attachments reference the tender question number to which they relate, failure to do so complicates the evaluation process and CCC will not be liable for missing any detail that supports your tender because of poor referencing.
• Apply previous experience – application is key to show your specific capability/understanding of key issues.  Describe what mitigation you will implement at DCG because of lessons learned / successes from the past with CCC or other clients to support robust performance.
• Quantify results achieved – numbers speak a thousand words, if you have achieved 100% compliance, state it.  If you improved KPI performance by 25% by actioning ‘X initiative’, state the improvement and timescales for the achievement of this.

In submitting a response:

Completed Tenders must be returned via Capital City College’s e-tendering portal. Please ensure that you leave sufficient time to upload documents onto In-Tend as Capital City College may reject late submissions – including those that are late because of In-Tend system delays or downtime. 

Terms and Conditions

All purchases of Goods and Services made by Capital City College shall be subject to, and incorporate the following PO Terms and Conditions unless otherwise agreed in writing by the college.

Payment

Capital City College will make payment 30 days after the goods/services are delivered or a valid invoice is received (whichever is the later).

Invoices must bear a valid Capital City College purchase order number in order for payments to be processed. Capital City College will not pay or accept any liability for invoices submitted not in accordance with these instructions.

Contact

For all contract or general purchasing queries please contact the Procurement Team on procurement@capitalccg.ac.uk.