Guidance for Suppliers and Service Providers

Contract Performance

All accepted suppliers are monitored throughout the contract period against pre-defined performance criteria stated in the tender documents.

Contracts have to be delivered in accordance with the requirements set out in the contract documentation.

Stratford-on-Avon District Council is continuously striving to improve its performance and expects its suppliers to do the same.

Contract Standards and Requirements

Equal Opportunities and Diversity Policy

The council is an equal opportunities employer and is committed to promoting equality of opportunity for all people irrespective of sex, age, race or disability. The council is keen to ensure that its suppliers abide by the law and are working to best practice in this area. All suppliers, as part of the tender process, will be required to provide evidence that they have equal opportunities policies in place and are committed to them.

Sustainability and Environmental Policies

The Government's definition of 'value for money' in the context of procurement is 'the optimum combination of whole-life cost and quality (or fitness for purpose) to meet the user's requirement'.

Procurement, therefore, has a far broader meaning than that of purchasing, buying or commissioning. It is about securing services and products that best meet the needs of users and the local community in its widest sense. Stratford-on-Avon District Council therefore takes sustainability as well as cost and quality into account when choosing suppliers.

Local Government expenditure on goods, works and services has significant economic, social and environmental impacts. Minimising our impact in these areas and, where possible, having a positive influence, helps to improve local quality of life and promote sustainable development. The cornerstone of sustainability is achieving development and progress that meets the needs of the present without compromising the ability of future generations to meet their own needs.

The Local Government Act 2000 gives local authorities the power and duty to promote or improve the well being of the local area and contribute to achieving sustainable development in the UK.

Corporate Social Responsibility

Corporate Social Responsibility is the continuing commitment by business to behave ethically and contribute to economic development while improving the quality of life of the workforce and their families as well as of the local community and society at large.

Businesses do not exist in isolation. Their employees depend on the business. Its customers, suppliers and the local community are all affected by the business and what they do. Their products and the way they are made have an impact on the environment.

Health and Safety

The council is committed to ensuring the health, safety and welfare of its employees and that of all others affected by its undertakings. Contracts to supply goods or services will only be awarded to contractors who can satisfy the council requirements in terms of resources required and their health and safety competence.

Successful contractors/suppliers are expected to demonstrate compliance with current health and safety legislation including:

• A commitment to the health and safety of its employees, clients and others
• Up-to-date health and safety policies and procedures
• Adequate risk assessment procedures
• An adequate system of monitoring and reporting accidents, incidents and ill health
• Access to competent health and safety advice. Contracts are monitored to ensure compliance with contract standards and health and safety requirements

Fraud and Corruption

Any suspicion of fraud or corruption will be taken seriously by the council in accordance with the council policies.

Payment Terms and Conditions

Our purchasing terms and conditions give all the requirements to enable us to pay you promptly.

We have signed up to the Prompt Payment Code and, as such, will endeavour to pay all invoices within 10 days of receipt.

In addition, the council is keen to use purchasing cards wherever possible, so suppliers receive payment within four working days.

Further Information

For further information, please contact procurement@stratford-dc.gov.uk.