Supplying SDNPA
All purchasing carried out by the South Downs National Park Authority is subject to our Contract Standing Orders.
The purpose of these Contract Standing Orders is to provide a structure within which purchasing decisions are made and implemented.
This is to ensure that the South Downs National Park Authority uses its resources efficiently, purchases quality goods, services and works and safeguards its reputation from any implication of dishonesty or corruption.
- Contract Standing Orders
- Terms & Conditions – Goods
- Terms & Conditions – Services
- SDNPA Procurement Strategy 2021 – 2026
The Tendering Process
As a public sector body, our processes are governed by the Procurement Act 2023.
For the purposes of the Procurement Act, most of our tenders are below the Government Procurement Agreement (GPA) thresholds (currently £207,720 for goods and services and £5,336,937 for works contracts.
SDNPA makes use of frameworks where appropriate, including Crown Commercial Service.
Where no appropriate frameworks are available, we run procurement exercises.
Contracts are awarded to the most advantageous tender (MAT), based on a combination of quality and price elements).
Here is an overview of our process at different contract values:
Less than £5,000
Prices and methodologies are benchmarked to ensure value for money is being obtained, then the order is placed directly with a supplier.
£5,000 to £30,000
An Invitation to Quote (ITQ) is issued. A minimum of three quotes is invited, usually by open advertisement on our In-tend procurement portal, and quotes evaluated according to published criteria. These opportunities are sometimes also published on the Government Find a Tender portal.
£30,000 to relevant GPA threshold
A formal invitation to tender is issued and a minimum of four tenders are invited, through open advertisement on our In-tend procurement portal. Opportunities are also always advertised on Find a Tender. Tenders are evaluated according to published criteria, which may include evaluation of social value.
Over GPA Threshold
The Procurement Act 2023 applies in full to all over GPA Threshold procurements. SDNPA follows the defined process and advertises opportunities both on In-tend and the Government’s Find A Tender service. Tenders are evaluated according to published criteria, which includes Social Value at a minimum of 10% weighting.
With the implementation of the Procurement Act 2023, Find a Tender (also referred to as the Central Digital Platform) has been enhanced to allow publishing of a range of notices required by the Act relating to a tender/contract. When bidding for above GPA threshold contracts, suppliers will also need to register and upload key business information to the platform, with the aim of reducing duplication and resources used when tendering. A Central Digital Platform Factsheet for suppliers has been published by the Cabinet Office and can be found here.
The Cabinet Office has also produced a series of videos to help suppliers understand and navigate the platform, including how to register, upload organisational information and search and bid for opportunities. These can be found here.
Current Tendering Opportunities
SDNPA uses an electronic sourcing portal to manage all tendering and quotation exercises and current contract opportunities can be viewed at https://in-tendhost.co.uk/southdowns.
In order to view the full documents available it is necessary to register with the portal. Registration is free and only has to be done once.
We advertise all opportunities for contracts over £30,000 on the Government Find A Tender service website.
Other opportunities: A number of other public sector bodies, such as County and District Councils, whose boundaries lie within the South Downs National Park advertise their tendering opportunities via other portals including:
- SE Shared Services e-Sourcing Portal
- Atamis (West Sussex County Council)
- Hampshire County Council Electronic Tendering Site
- East Sussex County Council
You can also visit their individual websites for further information on their tendering process and opportunities.
Future Tendering Opportunities
The procurement team gathers information on forthcoming tendering opportunities from colleagues on an on-going basis. These are also published on our sourcing portal, Intend. Any future opportunities can be found by selecting “Forthcoming Tenders” from the “Tenders” tab.
Approved Contractor List: Countryside Works
SDNPA operates an Approved Contractor List for Countryside works.
If you are interested in being a part of the list please fill out the application form and email it together with the required supporting information to contractors@southdowns.gov.uk.
Alternatively, forms can be sent via the post to;
The Procurement Team,
South Downs National Park Authority,
South Downs Centre,
North Street,
Midhurst,
West Sussex
GU29 9DH
Please note that acceptance on to the Approved Contractor list is not a guarantee of any contract/commission.
Payment Information for Suppliers
If you have not supplied SDNPA before, the Officer purchasing from you will ask you to complete a form so that you can be added as a supplier to our payment system. You will then be issued with a purchase order for the goods or service required.
To ensure prompt payment, supplier invoices should contain the following information:
- Supplier full name and business address
- The invoice should be addressed to: South Downs National Park Authority at South Downs Centre, North Street, Midhurst, GU29 9DH
- Date of invoice
- Invoice number
- The Purchase Order reference number supplied by SDNPA
- Description of product or service carried out
- Price in £ Sterling.
- Any VAT payable, with a breakdown showing the net figure, the VAT amount and the gross figure
- A VAT registration number if VAT registered
Invoices should be emailed to SDNPAPayments@brighton-hove.gov.uk (preferred) or by post to:
South Downs National Park Authority
c/o Central Payments Unit
Brighton & Hove Council
3rd Floor Bartholomew House
Bartholomew Square
Brighton
BN1 1JE
Our standard payment terms are 30 days, reduced to 10 days for small suppliers.
Questions regarding payment should be emailed to the SDNPA officer who ordered the goods or service, or alternatively SDNPAPayments@brighton-hove.gov.uk
Contact us
If you have any questions about our procurement process, or supplying SDNPA, please contact the team: tenders@southdowns.gov.uk, 01730 814810.