Procurement at DFID

Details of our purchasing arrangements and information for those looking to become a supplier or contractor.

The Secretary of State has written a letter to DFID’s suppliers reiterating the standards we expect of them and setting out new safeguards we have put in place.

How to become a supplier

The DFID supplier portal is the way for suppliers to register, bid and participate in contract opportunities that we advertise.

To use the supplier portal you must register and complete a company profile. You will then be issued with a user name and password to allow secure access to the portal.

For full details on how to do this, refer to the DFID supplier portal frequently asked questions

Please also see:

Frameworks

Find below a list of the DFID’s current frameworks. To ensure that you are made aware of new opportunities please register on DFID’s supplier portal.

Framework Agreement Start date Expiry date Number of suppliers Comments
Wealth Creation Framework Agreement 1 Jan 2013 1 Aug 2017 24 suppliers Replacement framework will be called Economic Development Framework
Forensic and Investigative Audit Services 18 Dec 2015 17 Dec 2019 24 suppliers For DFID use only
Goods and Equipment Framework 29 March 2015 29 March 2019 1 supplier Framework available to other Government Departments
Global Evaluation Framework (GEFA) 12 Aug 2016 1 Aug 2018 20 suppliers Framework available to other Government Departments
Expert Advisory Call Down Service (EACDS) 1 Dec 2016 6 Oct 2018 4 lead suppliers (84 subcontractors) Framework available to other Government Departments

Two new frameworks are being scoped: Economic Development Framework and Independent Monitoring and Process Evaluation Regional Framework Agreement. Both of these frameworks will be available to other Government Departments and the ITT will be issued in March 2017.

Terms and Conditions

Please note that we may adjust these Standard Terms and Conditions (PDF, 957KB, 31 pages) to suit the requirements of a specific procurement

Funding awards and opportunities

DFID is committed to giving suppliers easy access to tendering opportunities. Details of early market engagement opportunities for organisations can be found on our Calendar of Supplier Engagement Events for 2017 (PDF, 248KB, 3 pages) , which is updated with upcoming dates regularly.

Details of contracts we have awarded can be viewed on the Contracts Finder for Central Government. This enables organisations to search for information about contracts with the government and its agencies.

DFID spends nearly £1bn a year on wealth creation programmes in poor countries. These programmes include financing through grants, loans and other financial instruments and cover activities ranging from infrastructure to water, agricultural development and innovation. Awards are made on a competitive basis. You can find out more at International development funding.

Another opportunity to partner to promote development outcomes could come from working with CDC, the UK’s Development Finance Institution. CDC support building businesses to help create jobs and drive prosperity, and are actively looking for new investment opportunities.

Beyond DFID, you can find export and contract opportunities with other aid agencies working in countries worldwide.The Department for International Trade (DIT) through its Aid Funded Business service can help you. DIT also list hundreds of opportunities every month in more than 40 sectors worldwide. Register for updates for export opportunities.

DFID does not send opportunities or details of potential contracts over the EU threshold directly to suppliers, all information relating to any DFID opportunity is published directly on our Portal. We encourage anyone who has received similar correspondence to notify DFID’s Counter Fraud Section at Fraud@dfid.gov.uk.

Working with Other Government Departments

To reduce duplication, DFID works closely with other UK government departments where appropriate. The FCO and BIS also provide help through their services to business:

If you have specific questions relating to your business you can call the Business Support help-line on 0300 456 3565, where trained advisors will be able to assist you with your enquiry. You can also now access this support through Facebook.

Guidance on Bidding for DFID Tenders

Outline guidance and tips for tendering (PDF, 124KB, 5 pages) for DFID requirements is available. DFID is required to comply with EU Public Procurement Regulations.

Working with developing countries can support growth and help to reduce poverty but can also be risky for companies and others not familiar with the country. DIT provides information on the risks of doing business overseas.

Multilateral organisations like the World Bank offer advice on doing business overseas and International Finance Corporation compile indexes on the business climate in developing countries.

DFID’s network of country offices, predominantly in Africa and South Asia, may also be able to help. The teams there have knowledge of local market conditions and investment opportunities and many will also have contacts with private sector organisations (e.g. local chambers of commerce) and potential suppliers or other businesses seeking joint ventures.

Businesses and others investing overseas need to conform to local laws, and should respect internationally agreed principles on good corporate behavior, including on human rights, transparency and sustainability.

The United Nations set out the key principles to working in poorer countries and offer voluntary codes and standards that business and others can sign-up to. Many not-for-profit organisations offer advice on responsible business including the Rainforest Alliance, Fairtrade and Non-Government Organisations, such as Oxfam.

Commercial vision

DFID's Commercial Vision (PDF, 381KB, 1 page) defines the aims of our organisation and sets out the steps we are taking to achieve this.

New developments

Social media

DFID Procurement and Commercial Department are on Twitter. Please follow @DFIDProcurement for regular updates on potential opportunities and events.

New digital guidance for partners and suppliers

In December 2016, DFID published guidance for all partners and suppliers who manage aid programmes with a digital element.

The guidance explains what the UK Government’s and DFID’s standards are for the use of digital in international development programmes. It sets out DFID’s expectations when submitting digital proposals and explains how DFID’s staff will help with digital spend advice and approval.

DFID expects all partners and suppliers to adhere to the global Principles for Digital Development. These Principles will help development practitioners integrate best practice (such as designing with the user) into technology-enabled programmes.

Annual Supplier Conference

DFID held its fourth Annual Supplier Conference, ‘Partnering for Development: delivering global impact’ on Tuesday 6 September 2016. This was our biggest Annual Supplier Conference to date, with 200 organisational representatives in attendance from across our various delivery providers. The detailed Conference Report 2016 will be made available here when published.

Read previous Annual Supplier Conference Reports here:

Our procurement policies and initiatives

It is of great importance to DFID that we maintain public support for the way that we use the aid budget. We work with a large number of organisations to deliver our development goals and we recognise the need to maintain healthy business relationships.

DFID’s Statement of Priorities and Expectations for DFID’s Suppliers and Partner Relationships explains our expectations for those who manage our programmes. Suppliers are required to provide written evidence of compliance in line with our letter to DFID suppliers June 2015 and how these commitments are to be honoured.

The statement sets out our expectations of suppliers in terms of:

  • responsibility and integrity
  • transparency compliance
  • tax compliance
  • engagement of supply chain partners
  • fair and reasonable rewards and profits
  • accountability
  • value for money
  • reflecting DFID priorities

Transparency

As part of the government’s commitment to greater transparency, we publish the following on Contracts Finder:

  • all new central government ICT contracts over the value of £10,000
  • all new central government tender documents for contracts over £10,000 (this information is available to the public free of charge)
  • new items of central government spending over £500

Suppliers bidding for public sector contracts should be aware that if you are awarded a new government contract, information about the contract will be published. In order to comply with existing law and for the protection of national security we will make limited redactions before the information is published or there may be some details that we do not publish.

Duty of Care

We have a Duty of Care policy for suppliers working in dangerous environments. See the Duty of care: suppliers information note (PDF, 126KB, 5 pages)

Bribery Act 2010 – supplier responsibilities

Suppliers should be aware of their responsibilities under the Bribery Act 2010. Compliance with the guidance is required when providing services to us.

Corporate Social and Environmental Responsibility

DFID strives to ensure purchases goods and services which are:

  • produced and delivered under conditions that do not involve abuse or exploitation
  • have the least negative impact on the environment

Full details of the policy, see the corporate social and environmental responsibility information note (PDF, 165KB, 5 pages)

Improving opportunities for small and medium enterprises

DFID is fully committed to the long term government strategy to increase the small and medium sized enterprises (SME’s) supply base and to ensure inclusivity for organisations that have traditionally found routes to accessing work prohibitive for a variety of reasons. DFID continues to support small and medium sized enterprises and contributes to government targets. DFID’s SMEs action plan (PDF, 532KB, 11 pages) outlines how we continue to support SME’s and the Government’s SME agenda.

Further information

Prospective contracting partners should be aware that the following topics are to be found detailed within the overall contractual documentation.

DFID Branding

Partners that receive funding from DFID must follow the UK Aid Branding Guidance on their development and humanitarian programmes to be transparent and acknowledge they are funded by UK Tax Payers. It is a simple way of giving visibility to work funded by the UK to beneficiaries, the International Development Community, the media and the UK Tax Payer.

Promoting Tax Compliance and Procurement

Any supplier bidding for central government above-threshold contracts advertised in OJEU and to which EU procurement rules apply will be required to make a declaration regarding their tax compliance at the selection stage of the procurement procedure. Promoting tax compliance and procurement guidance (PDF, 300KB, 5 pages) provides details as per Procurement Policy Note 03/13 14 February 2013.

DFID policies

DFID has robust policies and processes in place to ensure we obtain maximum impact from UK Aid funds. Due diligence assessments are undertaken on organisations we work with (for contractors these are integrated into the tendering process) and we have a conflict of interest policy. The information below outlines our internal processes and we expect contractors to have in place and operate similar policies and processes throughout their delivery chain.

DFID has a security policy for contractors, consultants and suppliers. This Policy specifies the requirements that must be met by contractors in the handling, management, storage and processing of information belonging to DFID or its partners. See the DFID Security policy for contractors, consultants and suppliers information note and Central Government Guidelines.

Prompt Payment to DFID suppliers

All central government departments are required to pay 80% of undisputed invoices within 5 days. Suppliers need to be aware of the correct procedures involved to achieve this.

As part of the UK Governments 2016 mandatory e-invoicing initiative, DFID has moved to electronic receipt of general invoices. For further information, see Supplier Frequently Asked Questions (PDF, 259KB, 2 pages) .

Suppliers must send invoices directly to:

Accounts Payable Section
DFID Financial Management Group

e-invoicing@dfid.gov.uk

For prompt payment statistics please see our DFID payment performance: showing the percentage of invoices paid within 5 and 30 days.

Prompt payment to sub-contractors

Where suppliers use sub-contractors for the performance of their contract with DFID, these suppliers are now required to pay the sub-contractor invoices within 30 days.

Complaints

We aim to use fair, open and transparent contracting practices and protection for all parties. If you have any complaints with our procurement process, contact the member of staff who handled the initial enquiry with a clear description of your complaint. If you are not satisfied with the response you receive, then you can contact the Public Enquiry Point team who will pass on your complaint to the appropriate Head of Department for further investigation:

Email: enquiry@dfid.gov.uk Telephone (from outside UK): +44 (0) 1355 84 3132

If your complaint remains unresolved, contact Cabinet Office’s Supplier Feedback Service.