Approved suppliers and working with our suppliers

Find information about our approved suppliers and our e-tendering system, YORtender.

Our approved suppliers

Vehicle crossings

We maintain a list of contractors who are authorised to construct vehicular crossings. For contractors who wish to be included on the list, there is an approval process to be followed. For further information, please contact development.control@northyorks.gov.uk.

Property contractors

We have reviewed our arrangements for building construction and property maintenance and no longer have approved or standing lists for this work.  View the list of contractors being used here. (pdf / 11 KB)

Health and adult services

View the contracting for adult social care services page for details about approved suppliers within health and adult services.

How we work with our suppliers

We play an important role in supporting businesses, both large and small, to achieve economic growth.

How we notify suppliers of tendering opportunities

For the majority of our contracts where suppliers are invited to tender we use the regional online system YORtender. We also advertise tender notices in local and regional newspapers, trade press and the EU journal.

We publish a quarterly forward procurement plan showing our planned future procurement activities.

Procedure to pay guidance for North Yorkshire County Council suppliers

In April 2016 we implemented a new purchasing and payment system. As a result of this change, we are now enforcing a 'no purchase order, no pay' policy. You can read more about the policy in the frequently asked questions section below.

Paying our suppliers

Small and medium sized businesses can request to be paid within ten days of us receiving their invoice.

To apply for ten day payment terms please complete the  application form for ten day payment terms (doc / 49 KB) and email it to exchequer@northyorks.gov.uk.

Using our e-tendering system

We use YORtender to advertise tendering opportunities, manage the procurement process electronically and monitor contract performance. Users of our previous e-tendering system, the Supplier and Contract Management System, will need to re-register on YORtender.

If you have any problems using YORtender you can email yorkshiresupport@due-north.com.

Frequently asked questions

In April 2016 we implemented a new purchasing and payment system. As a result of this change, we are now enforcing a 'no purchase order, no pay' policy.

What is 'no purchase order, no pay'?

The 'no purchase order, no pay' policy means that any invoice submitted to the council without a valid purchase order number will be held in dispute, and will not be paid until a purchase order number is provided.

All council staff will be aware of this requirement, so please do not accept any order from us that does not include a valid purchase order number.

What should a supplier do if their invoice is held because of a missing purchase order number?

If this occurs you will need to request a purchase order number directly from the council officer who requisitioned your goods, works or services.

Where should suppliers submit their invoices?

The majority of orders placed by the council are done electronically via email. Where this is not possible, orders will be placed via post.

It is your responsibility to ensure that you request a valid purchase order for any orders for which you will invoice North Yorkshire County Council.

Please note, in certain circumstances, exceptions to this process will be agreed. Organisations with exceptions will be contacted separately to confirm this arrangement.

Why 'no purchase order, no pay'?

A policy of 'no purchase order, no pay' will ensure that invoices received by the council are processed efficiently, and that any delays experienced by our suppliers and contractors are minimal.

It also ensures that we only pay for goods, services, and works which have been properly ordered and authorised in accordance with the council's contract standing orders and procurement rules, financial procedure rules and key controls.

If you have any questions please email them to procure2payenquiries@northyorks.gov.uk.

Standard purchase order terms and conditions - goods and services for North Yorkshire County Council.

1. In these conditions:

"Council" means North Yorkshire County Council

"Conditions" means these terms and conditions

"Goods" means the goods supplied under the Order

"Order" means the Council's order for the Goods and / or Services

"Services" means the services supplied under the Order

"Supplier" means the supplier of the Goods and / or Services

2. These Conditions apply to all Orders for the purchase of Goods and / or Services by the Council from the Supplier. All other terms and conditions are excluded including any terms and conditions which the Supplier may attempt to apply under any sales offer or other documents. Delivery of Goods and / or performance of the Services by the Supplier to the Council shall be deemed to be conclusive evidence of the Supplier's acceptance of these Conditions.

3. No variation of these Conditions shall be effective unless agreed in writing between the Council and the Supplier.

4. English law applies to the Order.

5. A person who is not a party to this Order has no right under the Contracts (Rights of Third Parties) Act 1999 to enforce or to enjoy the benefit of any term of this Order.

6. Goods

6.1 Goods must be of the type and quality specified in the Order, and where relevant must comply with samples previously approved by the Council.

6.2 Goods shall be supplied in such quantities, at such times and in such a manner as the Council may direct. Goods shall be delivered at the Supplier's risk to the address specified in the Order and shall be free from charges for carriage and packaging except where the Council agrees to pay such charges in the Order. The Supplier shall be responsible for the off-loading of Goods on delivery.

6.3 Property and risk in the Goods shall pass to the Council on delivery except where payment has already been made, when property in the Goods shall pass on payment.

6.4 The Supplier shall provide a delivery note quoting the Order number and giving details of the Goods delivered. The Council's Order number must also be quoted on the invoice.

6.5 If the Goods delivered are not of the specified quality, quantity or type or if they do not comply with any sample previously supplied then the Council can either refuse to receive the Goods at all or can reject all or part of them.

6.6 If any Goods rejected by the Council are not removed by the Supplier within seven days from the notice, the Council may remove the Goods at the Supplier's cost. Rejection may be for quality reasons or other valid grounds.

6.7 The Supplier warrants to the Council that the Goods will be of satisfactory quality (within the meaning of the Sale of Goods Act 1979) and fit for any purpose stated by the Supplier or made known to the Council at the time the Order is placed; the Goods will be free from defects in design, material and workmanship; the Goods will correspond with any relevant specified sample and will comply with all statutory requirements and regulations relating to the sale of goods.

6.8 If the Supplier does not deliver the Goods within the time specified in the Order the Council may cancel the Order.

6.9 The Council shall not be liable for any damage to or deterioration of any rejected Goods whilst in its possession.

6.10 The Supplier must comply with every relevant legal requirement (including EU and UK standards) relating to the manufacture, packaging and delivery of the Goods.

6.11 The Council's rights in these Conditions supplement any warranty or guarantee offered by the Supplier. The Council will have the right to require the Supplier to remedy defects in the Goods (by repair or replacement) if within six months of delivery, the Goods become defective because of poor design or workmanship, use of faulty materials or other relevant reason.

7. Services

7.1 The Services shall be provided in accordance with the Order and any specification.

7.2 The Services shall be provided to such standards, at such times and in such a manner as the Council may direct and with all the skill, care and diligence to be expected of a competent provider of services of a similar kind to the Service.

7.3 The Supplier shall at all times make available sufficient personnel and all other resources as are required for the successful and timely completion of the Services.

7.4 The Services shall at all times be provided by appropriately supervised, experienced, qualified, trained and competent personnel.

7.5 The Council shall have the right to decide whether any person is to be admitted to or is to be removed from the Council's premises or is not to become involved in or is to be removed from involvement in the performance of the Services.

7.6 The Supplier shall carry out all necessary checks with the Disclosure and Barring Service on all staff employed or (if any) volunteers engaged to provide or supervise the provision of the Service if this is a statutory requirement.

8. Payment

8.1 Where a price is specified in the Order the price actually chargeable must not exceed it.

8.2 Undisputed invoices shall be paid by the Council within 30 days of receipt.

8.3 The Council may set off against the price any amount due from the Supplier under this or any other Order.

8.4 The Council reserves the right to vary its invoicing policy at any time and to require electronic invoices to be directly submitted by the Supplier. Any expenses of the Supplier involved in the submission of electronic invoices shall be met by the Supplier.

8.5 Except where otherwise agreed by the Council, the invoice will be paid by BACS and the remittance advice sent by email or fax. The Supplier shall provide details of its bank account and email address or fax number to the Council no later than the time of submitting the invoice relating to this Order.

9. Indemnity and insurance

9.1 The Supplier shall indemnify the Council against all losses, claims and costs arising from injury (including death), loss of or damage to property real or personal arising out of the act or default of the Supplier, its servants, agents or sub-contractors in connection with the Order.

9.2 The Supplier shall fully indemnify the Council against any expenses arising from any alleged or actual infringement of any proprietary right including but (not limited to) patents, trademarks, copyrights, intellectual or any of the rights arising from the Order.

9.3 The Supplier shall maintain satisfactory insurance cover with a reputable insurer in respect of all liabilities, both statutory and contractual, arising from the Order, to a minimum of £5m in respect of any one incident or such higher figure as the Council may specify. The Supplier shall produce evidence of such insurance and payment of the current premium to the Council on request.

9.4 The Council, its employees, agents or associated companies shall in no circumstances whatsoever be liable for any loss of profits or indirect or consequential loss howsoever arising from the Order.

10. Termination

The Council may cancel the Order immediately if the Supplier becomes bankrupt, has a receiver appointed, goes into liquidation or if the Supplier is guilty of any offence under the Bribery Act 2010.

11. Assignment and sub-contracting

The Supplier shall not assign or sub-contract the Order (in whole or in part) without the Council's agreement but no consent is necessary for sub-contracting the delivery of the Goods.

12. Statutory requirements

12.1 The Supplier shall comply with all relevant anti-discrimination legislation, including but not limited to, the Equality Act 2010. The Supplier shall adhere to the Council's Equal Opportunities Policy at all times when working with the Council.

12.2 The Supplier shall comply in all respects with the provisions of the Data Protection Act 1998 and all subsequent and supporting legislation made pursuant thereto and will indemnify the Council against all actions costs expenses claims proceedings and demands which may be brought or made against the Council for breach of statutory duty under the Act which arises from the use disclosure or transfer of personal data by the Supplier and its agents and/or sub-contractors.

12.3 The Council is under a statutory duty which may require the release of information under the Freedom of Information Act 2000 ("FOIA") and or the Environmental Information Regulations 2004 ("EIR"). Such information may include matters relating to or arising out of or under this Order. The Council shall be entitled to disclose such information in the event that it receives a request to do so and the Supplier shall assist and cooperate with the Council (at the Supplier's expense) to enable the Council to comply with any information disclosure requirements. The Council will not usually disclose information which is subject to an exemption under the FOIA or the EIR however the Supplier acknowledges that the final decision whether to disclose such information will rest with the Council and not with the Supplier. Nothing contained in this Order or any documents or negotiations relating to this Order shall prevent the Council from disclosing any information which (in the Council's reasonable opinion or in accordance with any recommendation, notice or decision of a competent authority) it is required to disclose under the FOIA or the EIR. The Supplier shall indemnify the Council against all claims, demands, actions, costs, proceedings and liabilities that the Council directly incurs due to the Supplier's or any sub-contractor's breach of this Condition 11.3 or any part of it.

12.4 The Supplier shall comply with the requirements of the Health and Safety at Work Act 1974 so far as they apply to the provision of the Service and throughout the Contract Period the Supplier shall have in place a health and safety policy which complies with all statutory requirements.