NYH’s Buying Team have the scope to award contracts worth less than £100,000, with support available from North Yorkshire Council’s (NYC) Procurement and Contract Management Service if required. Procurement is a centralised function, directly responsible for procurement of all contracts worth £100,000 or more. Our tender and quote opportunities exceeding £100,000 are advertised online, through an e-tendering portal.

Contract management is split between the Commercial Team, Buying Team and other service areas. NYC’s Procurement and Contract Management Service provide information, support and resources to support contract management across the organisation.

We undertake our procurement activity in accordance with:

• Public contracts regulations 2015;
• Procurement and Contract procedure rules – the framework that ensures fairness, openness and transparency​

The following terms and conditions will apply to all purchase orders unless other Terms and Conditions have been established as part of a specific agreement, in which case the specific agreement will apply.

Any subsequent versions of the general purchase order terms will be available for a minimum of six years together with the dates each version was valid.

• Standard purchase order terms and conditions – Terms and conditions for the supply of good and/or services (valid from 5 December 2022 to current)
• Standard purchase order terms and conditions – Terms and conditions for the supply of good and/or services (valid from 1 June 2021 to 15 July 2022)

Procure to pay guidance for our suppliers

1. Supplier invoices and credit notes should be emailed to NYHfinance@northyorks.gov.uk, invoices that are not sent to this email address will result in delayed or missed payments.
2. If you have a query about an outstanding payment or advising of supplier set-up information changes please email NYHenquiries@northyorks.gov.uk
3. Supplier invoices must include the following information to enable us to arrange payment;

• A valid NY Highways Ltd purchase order number – placed in a consistent location on your invoice template.  We operate a ‘no purchase order no payment’ basis so please always include your purchase order.
• The invoice needs to be addressed to ‘NY Highways Ltd’
• Invoice date
• Payee name, address and contact information
• VAT invoices MUST include the suppliers VAT number, a nine digit number starting GB
• A unique invoice number
• VAT amount if applicable
• The details of goods / service / works supplied that matches the purchase order/contract price list/schedule of rates, including quantity, unit price, net amount, VAT and total cost
• Who to make the invoice payable to if a cheque payment is needed or BACS details
• Payment terms

4. Please send one invoice per email as a PDF and do not include other attachments such as vehicle documents e.g. service sheets, MOT certificates or quotes etc, as these are automatically loaded into our system and result in queries, delaying the processing of the invoice.

These standards/policies/procedures are to be complied with by Suppliers undertaking work for NY Highways Ltd

• Depot and Site Visitors Procedure
• Dignity and Respect at Work
• Drugs, Alcohol and Substance Misuse Policy
• Environment Policy
• Health and Safety policy arrangements: Statement of intent  | Organisational responsibilities | Contractor Management
• Lifting Procedure
• PPE Standards
• Site Standard
• Non-Conformance Procedure