Supplier management

Our approach to supplier management is to interact with our supply chain to ensure that it remains reliable, operates efficiently and achieves better performance. This approach enhances the quality and reliability of goods and services and contributes to building strong, mutually beneficial relationships with our suppliers. We use a combination of processes to manage supplier relationships, performance and risk.

• Supplier Selection and Onboarding: The process begins with selecting the right suppliers based on criteria such as quality, cost, reliability, social value, and alignment with the organisation’s values and goals. This could include pre-market engagement to help clarify aspects of the specification or pricing model. Once selected, suppliers are onboarded through a structured process that includes contract negotiations, setting performance expectations, and integrating them into the organisation’s procurement and finance systems.

• Performance Monitoring and Evaluation: We believe that regular monitoring and evaluation of supplier performance are crucial. This involves tracking key performance indicators (KPIs) such as delivery times, quality of goods or services, compliance with contractual terms, and responsiveness. The formal process to conduct this is through contract management meetings.

• Relationship Management: We see building and maintaining strong relationships with suppliers as essential for long-term success. This includes regular communication, collaboration on improvement initiatives, and addressing any issues promptly. This process fosters trust and cooperation, leading to better outcomes for both parties.

• Risk Management: Identifying and mitigating risks is a critical component of our supplier management process. This includes assessing financial stability, compliance with regulations, and any potential disruptions in the supply chain. We have clear risk management strategies in place that includes diversifying the supplier base, conducting regular audits, and developing contingency plans.

• Continuous Improvement: Supplier management is an ongoing process that involves continuous improvement. We work with suppliers to identify areas for improvement, implement best practices, and drive innovation. This collaborative approach allows both EEAST and the supply chain to remain competitive and adapt to changing market conditions.

• Social Value Portal conduct monthly supplier events.
• The Invitation to Tender Documents will contain details of planned pre-market engagement events specific to the tender. Look out for events published via the Find a Tender Service
• From January 2025 the Trust will hold quarterly supplier event sessions. If you would like to show your interest please confirm via the contact form.

The Service sources a wide range of goods and services from the global supply chain, ensuring we have the necessary resources to provide top-tier healthcare to the communities we serve. Our suppliers play a crucial role in this mission, and their contributions are integral to our success.

We expect all suppliers to adhere to the Suppliers’ Code of Practice, issued by the Counter Fraud Authority. This code outlines our expectations and standards for suppliers working with the NHS, emphasising the importance of integrity, transparency, and ethical conduct in all dealings.

We also expect all suppliers to adhere to the Supplier Sustainability Agreement, issued by EEAST to ensure that all our suppliers understand that activity undertaken within East of England Ambulance Service NHS Trust will take into consideration economic, social and environmental impacts.

By following these guidelines, suppliers help us maintain the highest standards of service and trust, ensuring that public funds are used responsibly and effectively to benefit the communities we serve.

The NHS terms and conditions for the provision of goods and/or services form the basis of our contracts unless agreed otherwise in writing.

As an NHS Ambulance Service Trust, we must advertise and/or obtain quotations/tenders for the goods and services that we procure. This allows for fair, transparent and equal competition within the marketplace.

We advertise contract opportunities through our e-tendering software Atamis Health Family portal. Suppliers are encouraged to register on the portal by navigating to https://health-family.force.com/login. Registration and access to this website is free of charge, and once registered you will be able to view the relevant opportunities including all supporting documentation by searching 'View our Live Opportunities' within Atamis.

We also recommend that suppliers register on the following websites to stay informed about contract renewals and open tenders. This includes when Frameworks will be refreshed/renewed.

Find a Tender Service: Find a Tender replaced the EU’s Tenders Electronic Daily (TED) for high value contracts in the UK on 1 January 2022.

Contracts Finder: This service is managed by the government is free to use and lists all UK Public Sector opportunities over £12,000 and all NHS opportunities over £30,000.