RFCA Commercial Guidance
Doing business with the Reserve Forces’ and Cadets’ Associations (RFCA).
Documents
Details
Commercial terms are under development and will be published to this webpage when they are available.
The Transforming Public Procurement programme is improving the way public procurement is regulated with the introduction of the Procurement Act 2023 and the Procurement Regulations 2024. This is legislation designed to modernise the existing system, ensuring that public funds are utilised more effectively and every pound goes further for our public services.
Commercial strategy
The Council RFCA sets commercial process in policy, in line with the Procurement Act 2023 and Public Contracts Regulations Scotland, best practice and wider MOD policies. We are also responsible for delivering guidance and advice to the 13 regional RFCA Associations. The regional RFCA Associations manage the procurement process for all activity up the Procurement Act 2023 thresholds. Any activity over these thresholds is managed by the Commercial Team.
The Council RFCA Commercial Team provides commercial expertise which:
- delivers timely goods and services
- maximises value for money and impact
- is fully aligned to UK government priorities
We tender contracts in accordance with UK procurement legislation, which ensures open and fair competition between bidders. This means our contracts are competitively tendered following a set of standard processes.
The commercial function is measured against the Commercial Continuous Improvement Assessment Framework which is designed to help drive continuous improvement in commercial practices across the public sector.
Service outline
We are committed to ensuring that our procurement processes and policy support public money spent in a way that is fair, accountable, represents value for money and that all decisions are transparent.
Procurement activity below threshold can be undertaken by the RFCAs adhering to Financial Standing Instructions. All procurement activity over £30,000 (for the total length of the contract term including VAT) must be advertised. Above threshold activity will follow the Procurement Act 2023 requirements.
Contract opportunities
Contract opportunities are advertised and available through the Delta e-sourcing Portal (England, Wales, NI) and through Public Contracts Scotland.
We have implemented this environmentally friendly and efficient electronic method of facilitating the tender process. Suppliers are asked to register their company details in the electronic tendering system in the first instance. This will provide free access to tender opportunities and their respective tender document packs.
Please note in order to be able to submit expressions of interest and gain access to documents, companies must first register their interest. You will also be required, where applicable, to demonstrate you have registered your details within the CDP.
Expressing an interest
- Step 1: Register your company details on the electronic sourcing portal. This is only required once. You must also ensure you register your company details within the new Central Digital Platform (CDP), the enhanced Find a Tender service (FTS).
Access the Find a Tender/CDP Factsheet
- Step 2: Follow the instructions to complete your registration.
- Step 3: Obtain the access code that can be found within the contract notice or from the person publishing the contract opportunity within a given RFCA.
How we pay our supply partners
Supply partners must send invoices, showing a valid purchase order numbers, in line with the terms and conditions in their contract or purchase order to the RFCA for which the goods, services or works was procured with. We expect subcontractors to be paid promptly.
Supporting government policy
Doing business with small and medium enterprises (SMEs)
We support the government’s commitment to obtain value for money and support SMEs through procurement and commit to paying them on time:
- regularly reviewing our procurement plans to ensure that they do not prohibit SME involvement
- researching the market and developing appropriate market engagement strategies to encourage competition and attract a diverse range of innovative suppliers
Sustainability
We practise sustainable procurement to achieve value for money while minimising environmental damage and waste.
Integrity in business
UK companies that do business with integrity are better positioned to reduce risks and capitalise on commercial opportunities. This means complying with the UK Bribery Act and ensuring local partners, agents and distributors adhere to the same high standards. It also means being vigilant for modern slavery and other human rights abuses, both in operations and supply chains, in line with the UK Modern Slavery Act 2015.
Companies that make integrity core to their business protect and strengthen brand reputation, enjoy greater and more sustainable commercial success over the long-term, and minimise the risk of prosecution.
Tackling bribery and corruption creates more prosperous and healthy communities and a better business environment. It also enables the UK to maintain its status as a global leader in the fight against corruption.
RFCA staff engaged in procurement have a duty to act in a professional and impartial manner and to be mindful of the Bribery Act 2010. We expect our suppliers to act in accordance with the Act.
Transparency
We publish details of both contract opportunities and awards in the CDP (enhanced Find a Tender Service).
Transforming public procurement
The Procurement Bill, which will reform the existing Procurement Rules, received Royal Assent in October 2023. In early 2024 secondary legislation (regulations) will be laid to bring some elements of the Bill and the wider regime into effect.
Find out more:
- Information and guidance for suppliers: Cabinet Office guidance for suppliers regarding the Procurement Act 2023
- Watch the Knowledge Drops for suppliers: The Official Transforming Public Procurement Knowledge Drops
- How the Procurement Bill will deliver a range of benefits for SMEs wishing to do business and deliver contracts for the public sector
Transforming public procurement – webpage with resources on the Transforming Public Procurement programme
Updates to this page
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Updated 'Supplier guide - doing business with the Reserve Forces' and Cadets' Associations (RFCA)'.
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Webpage updated with most recent information including guidance on the Procurement Act 2023.
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Updated Supplier guide: doing business with the Reserve Forces' and Cadets' Associations (RFCA).
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Below threshold procurements updated under 'Service outline'.
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Added 'Commercial terms' and updated 'Service outline' information.
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'Supplier guide: doing business with the Reserve Forces' and Cadets' Associations (RFCA)' updated.
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First published.