Welcome to Platform Procurement

We encourage suppliers to register on our eProcurement portal – Proactis - to receive notifications about upcoming tenders and opportunities.

Register Here

We expect our suppliers to adhere to ethical standards, environmental sustainability and social responsibility.

Download our Supplier Code of Conduct

Our Procurement Pipeline provides details of contracts expected to be reprocured and upcoming procurement projects within the next 18 months. This enables suppliers to plan and prepare for potential opportunities.

• The Pipeline is refreshed every six months to reflect any changes or additional procurement activities.
• While we aim to provide transparency, please note that Platform cannot guarantee any procurement listed in the Pipeline.

If you have any questions please contact: procurementnotices@platformhg.com

At Platform, we are committed to conducting a transparent and efficient tendering process that complies with the Procurement Act 2023. Our goal is to partner with suppliers who align with our values and objectives, ensuring the best value for our residents and stakeholders.

1. Planning Stage

a. Spend Analysis

We begin by reviewing historical spend data to ensure alignment with our organisational plans and budgets. This analysis helps us identify areas where procurement can be optimised and ensures that our resources are allocated effectively.

b. Requirements Capture

In collaboration with operational stakeholders, we identify current and future procurement needs. This involves:

• Engagement: Consulting with internal departments to understand their specific requirements.
• Specification Development: Defining clear and detailed specifications for the Works, Services or Supplies required.

2. Preparation Stage

a. Choice of Procurement Procedure

Under the Procurement Act 2023, we have the flexibility to choose between two main procurement procedures:

• Open Procedure: A single-stage process where any interested supplier can submit a tender. This procedure is suitable for straightforward procurements where the requirements are clear and well-defined.
• Competitive Flexible Procedure: A more adaptable approach that allows us to design a procurement process tailored to the specific needs of the project. This procedure is ideal for complex procurements where negotiation or a multi-stage process may be beneficial. 

b. Preliminary Market Engagement

Before initiating the procurement process, we may engage with the market to:

• Understand Market Capabilities: Gain insights into the availability and capability of suppliers to meet our requirements.
• Inform Suppliers: Provide potential suppliers with information about upcoming opportunities and gather feedback to refine our procurement strategy.

c. Tender Documentation

We prepare comprehensive tender documents that include:

• Instructions to Tenderers: Detailed guidance on the tendering process, timelines, and submission requirements.
• Evaluation Criteria: Clear criteria outlining how tenders will be assessed, including the weighting of each criterion.
• Contract Terms and Conditions: Draft contract outlining the terms and conditions that will govern the relationship between Platform and the successful supplier.

3. Undertaking Stage

a. Publication of Tender Notice

We publish a Tender Notice to invite suppliers to participate in the procurement process. The notice is made available on:

• Find a Tender Service (FTS): The UK Government's portal for above threshold contracts.
• Platform's eTendering Portal: Our dedicated procurement portal where suppliers can access tender documents and submit their responses.

b. Supplier Participation

Depending on the chosen procedure:

• Open Procedure: Suppliers submit their tenders directly in response to the Tender Notice.
• Competitive Flexible Procedure: Suppliers may first submit a request to participate, after which selected suppliers are invited to submit detailed tenders.

c. Evaluation of Tenders

Submitted tenders are evaluated based on predefined criteria, which may include:

• Quality: Ability to meet the specified requirements.
• Cost: Competitiveness and value for money.
• Social Value: Contribution to community benefits and alignment with our social objectives.
• Sustainability: Commitment to environmental sustainability practices.

Our evaluation process ensures that we select suppliers who offer the best overall value, considering both cost and qualitative factors.

d. Negotiation and Clarification

For complex procurements, particularly under the Competitive Flexible Procedure, we may engage in negotiations or seek clarifications with suppliers to ensure a clear understanding of the proposals and to achieve the best outcomes.

e. Contract Award and Implementation

After evaluation and any necessary negotiations:

• Contract Award: The successful supplier is notified, and the contract is finalised.
• Feedback: Unsuccessful suppliers are provided with feedback to support future bids.
• Implementation: We work closely with the selected supplier to ensure a smooth transition and effective delivery of the services defined within the contract.

At Platform, we’re passionate about maximising social value creation, and we are keen to work collaboratively with our suppliers to deliver positive long-term social impact for customers and communities.

We encourage innovative and collaborative social impact plans from all of our suppliers, and would welcome co-development suggestions during the procurement process.

Our priority areas are:

Local employment and apprenticeship opportunities

Creating local employment opportunities is a key social impact area for us. 

We especially welcome any initiatives to create opportunities for disadvantaged people, for example:

• FTE or Apprenticeship roles for long-term unemployed, homeless, ex-offenders, care leavers and/or people with disabilities. 

• FTE or Apprenticeship opportunities that focus on addressing gender balance, ethnic diversity and LGBTQIA+ representation in the workforce. 

• Initiatives to upskill or retrain people into environmental/green jobs – for example Low Carbon Apprenticeships, retraining fossil-fuel-sector workers with renewable energy skills. 

Supporting community outreach

We welcome any initiatives that help to enhance our communities, but would be keen to see initiatives that focus on:

• Volunteering

• Improving biodiversity, reforesting and/or rewilding

• Creating or promoting circular economy organisations or partnerships. 

VCSE (Voluntary, Community and Social Enterprises) Engagement 

We would like to see VCSEs contracted to deliver goods, works or services on commercial terms in our supply chain. 

Suppliers that are voluntary, community or social enterprises could include, for example, a catering company that employing rehabilitating offenders, a signage company employing staff with disabilities, a furniture service that recycles donated furniture, a social enterprise recruitment consultancy, etc.

We would also welcome the provision of expert advice to VCSEs and micro, small and medium enterprises (MSMEs), as well as donations of equipment, resources and/or volunteer time to local VCSEs and MSMEs by our suppliers. 

Please note, the above is not an exhaustive list and we would be happy to hear suggestions or initiatives not listed above, especially if they fall into a company’s area of expertise and/or have a track record of similar initiatives in the local area.

1.  How do I register as a supplier with Platform Housing Group?

• Answer: To register, visit our Supplier Registration Portal, create an account, complete your business profile, and submit the necessary documentation. Once approved, you'll receive notifications about relevant tender opportunities.​

2 . ​What are the eligibility criteria to become a supplier?

• Answer: Suppliers must be legally registered businesses, demonstrate financial stability, hold relevant insurance policies, comply with regulatory requirements, and adhere to our Supplier Code of Conduct.​

   

3. Where can I find current and upcoming procurement opportunities?

• Answer: Our procurement opportunities are advertised on the Find a Tender Service (FTS) and our eTendering Portal. Registered suppliers receive automatic notifications about relevant tenders both from Platform and other Proactis users.  ​

4. What is the typical process for submitting a tender?

• Answer: After identifying a relevant opportunity, download the tender documents, prepare your proposal as per the provided guidelines and submit it electronically through our eTendering Portal by the specified deadline.​

   

5. How are tenders evaluated?

• Answer: Tenders are assessed based on criteria such as quality, cost, social value and sustainability. The goal is to select suppliers offering the best overall value.​

   

6. What support is available for small and medium-sized enterprises (SMEs) in the procurement process?​

• Answer: We are committed to engaging with SMEs by simplifying the tendering process, providing clear guidance and ensuring fair competition. Recent Government initiatives aim to make it easier for SMEs to win public contracts. 

   

7. How does Platform Housing Group incorporate social value into procurement decisions?

• Answer: We prioritise suppliers who contribute positively to the community, such as offering local employment opportunities, engaging with social enterprises and implementing sustainable practices.​

   

8. What feedback is provided to unsuccessful tenderers?

• Answer: Unsuccessful suppliers are offered feedback upon request to help them understand areas for improvement and enhance their chances in future procurement opportunities.​

   

9. Are there opportunities for innovation within the procurement process?

• Answer: Yes, we encourage suppliers to propose innovative solutions that can deliver better value, efficiency or quality. Engaging in preliminary market consultations allows us to understand and incorporate innovative approaches.​

   

10. How does the Procurement Act 2023 affect the tendering process?

• Answer: The Procurement Act 2023 introduces streamlined procedures, greater transparency and an emphasis on value for money. It aims to simplify procurement processes, making it easier for businesses, especially SMEs, to participate in public contracts.

Supplier Registration Portal

Introduction

At Platform Housing Group, we are committed to working with suppliers who share our values of transparency, sustainability and social responsibility. By registering on our Proactis eProcurement portal, suppliers gain access to a range of opportunities to work with us, ensuring fair competition and an efficient procurement process.

How to Register

To become a registered supplier and participate in our procurement activities, follow these steps:

1. Visit the Proactis Portal: https://supplierlive.proactisp2p.com/Account/Login

2 . Create an Account:

• Click "Register as a Supplier" and enter your business details.
• Provide a valid business email for verification.

3. Complete Your Profile:

• Upload relevant company documentation (e.g. insurance certificates, accreditations, financial statements).
• Indicate the categories of goods or services your business offers.

4. Verify & Submit:

• Confirm your email and verify your details.
• Submit your registration for approval.

5. Get Notified:

• Once registered, you will receive notifications about relevant tender opportunities.

Tip: Keep your business profile up to date to ensure you receive notifications tailored to your services.

Eligibility Criteria

To work with Platform, suppliers must meet the following criteria:

• Business Registration: Must be a legally registered business or entity.
• Financial Stability: Ability to provide audited financial statements or demonstrate financial viability.
• Insurance Coverage: Hold relevant insurance policies, including Public Liability and Employer's Liability.
• Compliance with Regulations: Adherence to the Procurement Act 2023, Bribery Act 2010 and other relevant laws.
• Commitment to Ethical & Sustainable Practices: Compliance with our Supplier Code of Conduct (see attached).

Note: Some tenders may require additional qualifications or industry certifications.