A guide for suppliers: Detailed walkthrough How an administrator completes and updates supplier info

Summary

From February 24, 2025, public procurement rules are evolving, and suppliers must update their information on Find a Tender. The video guides suppliers through managing users, completing supplier information, and sharing it with buyers. Key steps include adding users with specific roles, entering qualifications, trade assurances, and financial details, and completing declarations. Once the information is entered, suppliers can generate a share code to be ready to bid. The video also directs suppliers to helpful resources and guides available on the TPP GOV.UK page for further support.

Takeaways

• 😀 Public procurement rules changed from 24 February 2025, affecting how public bodies buy goods and services.
• 😀 Find a Tender is the platform where the public sector publishes procurement notices, including bidding opportunities and contract details.
• 😀 Suppliers can manage their users by logging into Find a Tender, accessing 'my account', and using the 'manage users' option.
• 😀 User roles in Find a Tender include Administrator, Editor, and Viewer, each with different levels of access and permissions.
• 😀 Administrators can manage other users, edit supplier information, and update organisation details.
• 😀 Editors can modify supplier and organisation information, complete declarations, and generate share codes.
• 😀 Viewers can view and download supplier and organisation data and use share codes in tender forms if necessary.
• 😀 Suppliers must complete their profile by providing basic information, connected persons details, qualifications, trade assurances, exclusions, and financial data.
• 😀 The 'connected persons' section requires suppliers to disclose any individuals or organisations with control or influence over the business.
• 😀 Suppliers can add multiple qualifications and trade assurances, providing detailed information as requested during the process.
• 😀 Once all required information is completed, suppliers can generate a share code to share their details with buyers, making them 'bid ready'.

Q & A

What significant change is happening in public procurement starting from 24 February 2025?

Starting from 24 February 2025, the rules governing how public bodies buy goods and services are changing, impacting suppliers and procurement processes.

What is Find a Tender, and what role does it play in public procurement?

Find a Tender is the platform where the public sector will publish all notices related to regulated public procurement, including information on upcoming opportunities, how to bid, who the winning bidder is, and contract management details.

How can a supplier add new users to their Find a Tender account?

A supplier can log in to Find a Tender, go to ‘my account’, select ‘manage users’, and then add the desired user by providing their name, email, and assigning them a role.

What are the different user types on Find a Tender, and what are their roles?

The user types on Find a Tender are: 1) Administrators, who can manage other users and change supplier/organization information. 2) Editors, who can edit supplier information, complete declarations, and generate share codes. 3) Viewers, who can view and download information and use the share code when needed.

What basic information is required when completing supplier details on Find a Tender?

Suppliers must provide basic information such as their VAT details, postal and registered addresses, website, and email addresses. They must also specify their organization type and legal form.

What does the ‘connected persons’ section ask, and why is it important?

The ‘connected persons’ section asks if the organization is controlled or influenced by anyone else, requiring suppliers to provide details about individuals or organizations with such influence. This helps ensure transparency in procurement processes.

What type of qualifications can a supplier add, and how are they recorded?

Suppliers can add qualifications by selecting the ‘qualifications’ section. They can add as many qualifications as necessary, and for each one, detailed information will be requested.

What is the purpose of the ‘trade assurances’ section, and how does it work?

The ‘trade assurances’ section allows suppliers to enter details about any trade assurances they wish to record. They can add multiple trade assurances if needed, and the system guides them through the necessary information.

How does the ‘exclusions’ section work in the supplier information process?

In the ‘exclusions’ section, suppliers are asked to provide details about any mandatory or discretionary exclusions. The system will guide them based on the type of exclusion and its location.

What financial information is required in the supplier information section?

Suppliers must provide financial information such as whether they were audited, and they can upload the necessary financial documents. The system will ask for the year-end date of the documents and allows multiple uploads.

What happens after a supplier completes all required information on Find a Tender?

Once all required information is completed, the supplier can choose to share their information by creating a share code. The supplier must accept a declaration and then confirm the details before receiving the share code.

Where can suppliers find additional help and resources related to public procurement?

Suppliers can visit the TPP GOV.UK page for advice, guidance, video tutorials, how-to guides, and factsheets. They can also sign up for the TPP newsletter from this page.