What Karbon buy...
Fix it
Our approach to procurement
We believe in delivering high quality products, systems, and service to our customers
To make sure we deliver exceptional value for money, we use a procurement process to secure the best possible outcome for our customers.
As a registered provider of social housing we work in line with the Procurement Act which requires us to advertise and award tenders. Our procurement activities follow a clear process which allows all interested parties a fair chance to work with us.
Our Group e-Sourcing portal, gives potential and existing suppliers an easy way to respond to our tenders. Suppliers can create an account on the portal at any time. When tenders are posted on the portal, suppliers with an account will be notified of opportunities relevant to them. Successful suppliers will be required to complete a supplier registration process.
We welcome interest from any size supply organisation who share our approach in the way they work.
For transparency, details of contracts awarded over £30,000 will be published on Find a Tender Service (FTS). Where the estimated value of the contract is expected to be greater than the financial thresholds of the Procurement Act (usually around £200,000) it will be advertised on FTS. FTS is available online and free of charge.
our process
Our process complies with the Procurement Act and ensures we achieve value for money for contracted goods and services.
1
Spend Analysis & Requirements Capture
We review historic data to ensure we are spending in line with organisational plans. Operational stakeholders are engaged to identify current and future procurement needs. We clearly define the business need, scope, budget, and desired outcomes before starting any procurement activity.
2
Procurement Strategy & Tenders
We select the appropriate procurement route and ensure the approach aligns with Procurement Act requirements, transparency obligations, and organisational policies.
If appropriate we run a tender and advertise opportunities broadly to reach as many suppliers as possible using our e-Sourcing portal - Panacea.
3
Supplier Selection Process
We conduct fair and transparent competitions. We engage the market openly and give all suppliers equal opportunity to compete. The procurement process will be determined on a case-by-case basis and communicated when the requirement is published.
4
Evaluate and Award Objectively
Tender submissions are evaluated to determine which supplier(s) offer the best value for money for our goods and services. Bids are objectively assessed against pre-defined criteria and, we maintain accurate records, and ensure decisions are fair, transparent, and auditable.
5
Transparency
We meet statutory transparency requirements by publishing all relevant information (notices) on Find a Tender Service (FTS)and we maintain a complete procurement audit trail. Potential suppliers, who register with us, receive the most up-to-date information about the tenders we are running.
6
Contract Performance and Compliance
Once a decision has been made, contracts will be finalised with the successful supplier/suppliers. We then monitor supplier performance, manage risks, and ensure ongoing compliance with contractual obligations and Procurement Act regulations throughout the contract lifecycle.
Being transparent about our suppliers
Meeting our environmental and social responsibilities is very important to us and we expect all suppliers to follow our Contractor Code of Conduct.
We spend over £190 million each year covering a range of goods and services such as:
- food and care services for supported living
- repairs and maintenance
- construction materials
- utilities
- office supplies
- waste management
- professional services and transport
- ICT equipment
We also have a large capital investment programme covering building schemes. Last year we built over 500 new homes.
Who* Karbon spend money with...
(*suppliers are listed where we spend over the relevant PA23 threshold for the supply of goods, services or works over a four year period)
Tendering Opportunities
e-Sourcing portal
Creating a new account for our online tendering system is quick and simple, please follow our step-by-step guide. Once you have access to the system you will be able to see our upcoming tenders and register your Expression of Interest for tenders that match your capabilities. This video shows the supplier view of requirements on our e-Sourcing portal.
Find a Tender
Suppliers will need to register to use this service before submitting a tender, (note- if searching for Karbon Homes, just search for the word "Karbon".)
Contracted supplier registration
Suppliers that we award a contract to will be required to complete a registration process, including completion of the following:
Useful procurement information
- Standard Terms and Conditions – Purchase order (PDF)
- Standard Terms and Conditions – Goods and Service (PDF)
- e-Sourcing portal- Create a new account guide
- Guide to Supplier Registration on the Central Digital Platform (Find a Tender)
- Contractor Code of Conduct with supplier declaration
- DBS- supplier declaration
- Fraud- contractor declaration of compliance ECCTA
- e-Sourcing portal- Supplier registration guide (for contracted suppliers only)
- Unlocking social value - how we add additional benefits for our customers and communities through the procurement process
Gifts and Hospitality
We have a clear policy that sets out our approach to offers of gifts and hospitality that may be made by existing or potential suppliers. Hospitality may also occasionally be offered by Karbon to suppliers.
We recognise that occasional offers of hospitality can be a normal part of our working relationships. However, we expect our suppliers and Karbon’s colleagues to meet high standards of transparency, integrity and probity in relation to offers of gifts and hospitality. We will act to investigate any allegation of wrongdoing.
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