About us

Procurement

Delivering high quality products, systems and service

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-Tendering portal MultiQuote, gives potential and existing suppliers an easy way to respond to our tenders. Suppliers can register on the portal at any time and tenders are posted on the portal and any registered suppliers will be notified of opportunities relevant to them.

We welcome interest from any size supply organisation who share our approach in the way they work.

For transparency, details of contracts awarded over £25,000 will be published on Contracts Finder. Where the estimated value of the contract is expected to be greater than the financial thresholds of the Procurement Act (usually around £118,000) it will be advertised on Find a Tender Service (FTS). FTS is available online and free of charge.

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 £170 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, as we aim to build over 500 new homes each year.

Key Supply Chain Partners April 2019 to March 2024

Our process

Our process complies with the Public Contract Regulations 2015 and ensures that potential suppliers who register with us will receive the most up-to-date information about the tenders we are running.

1

Spend Analysis

We review historic data to ensure we are spending in line with organisational plans.

2

Requirements Capture

Operational stakeholders are engaged to identify current and future procurement needs.

3

Tender Advertisements

We advertise opportunities broadly to reach as many suppliers as possible. We publish our latest tender opportunities on:

Our e-Tendering portal - MultiQuote

Find a Tender Service (FTS) website

Contracts finder

Suppliers can register on our e-Tendering portal - MultiQuote at any time.

4

Supplier Selection Process

We engage suppliers differently based on service/product complexity. This includes two-stage or single-stage tenders. The procurement process will be determined and communicated on a case-by-case basis when the requirement is published.

5

Tenders Evaluation

Tender submissions are evaluated to determine which supplier(s) offer the best value for money for our goods or services.

6

Contracting

Once a decision has been made, contracts will be finalised with the successful supplier/suppliers.

The Procurement Forward Plan

An explanation of what the forward plan is and why we’re publishing it can be found in the useful procurement information at the bottom of this page.

What is the Procurement Forward Plan?

Contract Title	Procurement Supply Category	Planned Delivery	Status
54 North Boiler Installation	Supply & Service	Mar-24	Awarded
Alarm Monitoring	Retirement Living Services	Apr-24
Paint Packs	Decoration Vouchers Supply	May-24	Awarded
Clarendon House	Works	May-24
External Doors and Windows	Repairs and Maintenance	May-24
Electronic Payment Services	Electronic Payments	May-24
Pest Control	Professional Services	Jul-24
External Decoration	Repairs and Maintenance	Jul-24
External Wall Inspections	Professional Services	Aug-24
Agency & Recruitment Services	Recruitment Services	Aug-24
Learning Management System	ICT Supplies and Services	Aug-24	Out to Tender
Responsive Repair and Empty Homes Contractor Framework	Repairs and Maintenance	Oct-24
Monitoring and Support Services	Retirement Living Services	Oct-24
Stock Condition Surveys	Professional Services	Dec-24
Energy Consultancy	Professional Services	Dec-24
Fleet Contract Hire	Fleet Services	Jan-25
Drainage Services	Responsive Repair Works	Feb-25
Mobile Response - Support Living	Retirement Living Services	Mar-25
Estate Agents Services (Building and Land)	Professional Services	Mar-25
Older Persons Catering	Catering Services	Mar-25
Structural Engineer Framework	Professional Services	Mar-25
Architectural Service	Professional Services	Mar-25
Modern Methods of Construction	Professional Services	Mar-25
Mechanical and Electrical Service	Professional Services	Mar-25
Principal Designer Framework	Professional Services	Mar-25
Construction / Construction with Design Framework	Professional Services	Mar-25
Brand, Creative and Digital Design Services	Professional Services	Mar-25
Water Hygiene	Water Hygiene Services	Mar-25
Hybrid Mail Services	ICT Supplies and Services	Mar-25
FRW Framework General Fire Works	Fire Rectification Works	Apr-25
FRW Framework Compartmentation	Fire Rectification Works	Apr-25
Internal Audit Services	Audit Services	Mar-26

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.

Useful procurement information

Procurement forward plan (PDF) provides potential and existing suppliers with an easy way to view our future procurement activities.
Standard Terms and Conditions – Purchase order (PDF)
Standard Terms and Conditions – Goods and Service (PDF)
Contractor Code of Conduct (PDF)

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