FAQs

Find answers to frequently asked questions about YPO.

Supplier

  • How can I supply YPO?

    YPO is required to comply with EU procurement directives designed to ensure fair and open competition. All relationships with YPO are established on a contractual basis. Opportunities are advertised through a variety of media which will vary according to the nature of the product or service opportunity. Suppliers can view and register for new opportunities by visiting https://tendering.ypo.co.uk. Please note that suppliers interested in seeing their products included in our catalogues should approach the relevant buyer at least six to nine months in advance due to the length of time involved in the catalogue production process.

     
  • What is required for a tender process?

    In line with government requirements and European Union public procurement regulations, every public sector organisation has to establish a set of purchasing, tendering and contracting regulations and procedures which apply to all its contracts. These regulations and procedures are mainly known as Contract Standing Orders or Contract Procedure Rules. The information below summarises the procedure a typical public sector organisation must follow for certain values of purchasing. This may vary depending upon the organisation. 

    At or below £15,000

    For a procurement activity (internal or trading spend) involving an estimated value up to £15,000 the procurement procedure may use any reasonable means to select the supplier and the procedures and outcome must be recorded and held on file. No formal tendering process is required. However, always ensure best value by getting at least three written quotations. Check that suppliers and contractors hold the required levels of insurance.

    £15,001 – £100,000

    For a procurement activity involving an estimated value between £15,001 and £100,000 the procurement will be advertised and there will be a minimum of three written quotes from selected suppliers. In every instance there should be a written record of the process including copies of the specification, the quotations, the evaluation process and notification of award and rejection. This written record will be retained.

    £100,001 – EU Threshold

    For a procurement activity involving an estimated value above £100,001 but below EU Thresholds, the procurement activity will be advertised and awarded by either the Contracts department or Procurement Department. The entire process will be overseen and signed off by the Managing Director. In every instance there should be a written record of the process including copies of the specification, the tender submissions, evaluation proposal, the process used, award and rejection letters and the sign off documentation. This written record will be retained on an electronic central file held in the contract’s folder or on the e-procurement system. Any exceptions will be at the Managing Director’s discretion. A written record documenting the reasons for the exception authorised and signed by the Managing Director, will be retained on an electronic central file held in the Contracts Department

    Over EU Threshold (currently) £172,514 for supplies and services, and £4,322,012 for works

    Follow a full tendering procedure in line with European Union Public Procurement Regulations. Advertise the procedure in the Official Journal of the European Union (OJEU) as well as in local press and relevant journals. Prescribed selection and evaluation criteria used.

    *Total value is calculated on the total spend over the life of the contract. For example, a service bought in on a four-year contract at £40,000 a year has a total value of £160,000.




  • What does YPO expect from its suppliers?

    YPO expects suppliers to provide high quality and value for money products and services with a commitment to developing a mutually beneficial partnership.

  • What are the benefits of working with YPO?
    YPO can offer suppliers a whole host of benefits by working together:
    • Exposure to public sector procurement 
    • Full support from YPO
    • Favourable terms and conditions 
    • Ease of access to market as OJEU requirements have been fulfilled 
    • Ease of YPO tender procedure 
    • Customers’ confidence from the YPO quality assurance process. 

  • What supplier management procedures does YPO have in place?
    YPO implements a supplier relationship management programme which ensures regular engagement with all suppliers. Performance SLAs (service level agreements) are established with each supplier at the start of the framework with on-going contract and performance reviews.
  • What is involved in the contracting process?
    Most opportunities are undertaken through a tender process, resulting in a formal contract. A list of organisations to be invited to tender is then compiled and invitations issued. Public sector procurement procedures and regulations can appear complex. YPO will work with you as much as possible. Once a contract has been awarded a notice will be published in OJEU. Unsuccessful suppliers are informed in writing.
  • Where are YPO contract opportunities advertised?

    The majority of contract opportunities are advertised in the Official Journal of the European Union (OJEU). Electronic subscription services are also available, which provide an easy way for suppliers to keep up to date with new opportunities. They may also be advertised in appropriate publications such as local and specialist trade press. Suppliers can register at http://etendering.ypo.co.uk to receive information and opportunities.

  • What are the key points that I need to include in a tender?
    The full tender process will take into account your commercial, financial, operational and HR capabilities. It is designed to ensure you have the management systems in place to meet the minimum service levels required if you are awarded the contract. 

    The specific award criteria will vary according to the nature of the product or service opportunity, although most tenders are awarded on the basis of the ‘most economically advantageous tender’ taking both price and quality factors into account.

    Our objective is to find the solutions which offer best value by taking into account the whole life costs over the length of the contract. The award criteria and weighting for each element will be clearly documented in the tender documentation and we would advise all suppliers to familiarise themselves fully with the award scheme and respond accordingly.

  • What is a restricted procedure?

    A restricted procedure is a two stage process. All suppliers who have expressed an interest will be issued a Pre-Qualification Questionnaire (PQQ) to complete and submit (Stage 1). All PQQs submitted on time will be assessed against certain qualifying criteria, including financial suitability, experience and ability to meet the requirements of the contract. Successful applicants will be invited to tender and will be issued the Invitation to Tender documentation to complete (Stage 2).


  • What is an open procedure?

    In some circumstances, YPO may choose to run a tender through open procedure. By using this procedure, all suppliers who have expressed an interest are given the opportunity to complete the Invitation to Tender. There is not a short listing process involved using a PQQ (pre-qualification questionnaire). This procedure is mainly used when the requirement is specialist and there are only limited suppliers who may be interested in tendering.


  • What are the typical insurance requirements?
    During the tender process, contractors and nominated sub-contractors must provide evidence of appropriate insurance. The standard insurance levels are detailed below. However, for each tendering opportunity, the levels are assessed and reduced where appropriate, based on the value and risks of the contract.

    Minimum Cover
    - Public liability: £10 million
    - Product liability: £10 million
    - Employer’s liability: £10 million
    - Professional indemnity: £5 million. The period of cover should include the period of the contract and at least six months after the end of the contract period.
    - Motor: Unlimited for personal injury and death, £10 million for damage to property.

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