Supplying us

Coronavirus: Message for our suppliers

Last updated: 13th March 2020
This is a message for our valued partners to set out MTVH’s current response to and position on Coronavirus (Covid-19). We continue to monitor and follow government advice, which is currently focused on containing the spread of the virus to limit pressure on the NHS.

As a responsible employer we are keen to support this approach as far as we can, not just for our own people and customers, but for the wider community. Therefore we have asked our people to take the following actions which will help limit the spread of the virus:

  • Follow previous advice about hygiene, make sure you regularly and thoroughly wash your hands with hot soapy water;
  • Avoid large gatherings, cancel attendance at any large external meetings or conferences that are not business critical;
  • Review travel plans to meetings and between offices and avoid any unnecessary travel by using other communication channels such as conference calls or skype meetings;
  • Do not book buffet lunches for meetings

We are aware that many of our colleagues and suppliers (operatives, repairs officers, housing teams, care and support, reception and office staff) have a need to interact with our customers whilst in relatively close proximity to them.

During this period where we are seeing the increased spread of Covid-19, it obviously highlights concerns for both MTVH customers, employees and our suppliers alike. Many of the functions that our frontline people and supply partners conduct have an important impact on our customer’s everyday lives and are often a necessity and without them we could increase risk and compound suffering.

It is understood that the virus is spread through contact and being in close proximity to those that are already infected. The added difficulty is that we are still in the cold and flu season and, we are sure, you may have a concern that you don’t know whether the person your teams are visiting has regular influenza or indeed Covid-19. The fact is that you should treat both of these in the same way, especially if your team members already have a weakened immune system for any reason.

Given this unusual situation, can you advise me if any of your employees visiting MTVH locations currently shows any flu like symptoms or has any reason to be concerned that they may have or have come into contact with anybody that has returned from a high risk country in the last couple of weeks.

Our business continuity plan looks at all aspects of the services we provide and as the situation changes different parts of our planning will be implemented. Given the current status of Covid-19 in the UK and in-line with best advice, we will continue to provide our services to our customers as usual and we expect our suppliers to do the same. It is imperative that, at this difficult time, both MTVH and our suppliers maintain a high level of service performance to support our customers.

To support this requirement, can all suppliers liaise with your MTVH contact and get in touch with John Wallace, Procurement Director, via ProcurementSupport@MTVH.co.uk as issues arise so we can, together, manage both local issues and to facilitate a corporate overview of the challenges you are facing in meeting our requirements during this period.

For your information, the advice we are giving to our staff regarding preventative measures being taken by Metropolitan Thames Valley are as follows,

  • We have communicated with customers that they should disclose to us any illness, instances of COVID-19 or self-isolation within their households to us if they require a home visit. This will be passed to the Health and Safety team and we will then assess on a case-by-case basis if we can carry out that visit;
  • Specific notifications from residents that they are self-isolating or have contracted COVID-19 should be immediately passed to the Corporate Health and Safety Team;
  • These instances will be assessed on a case by case basis and any visit carried out under strict control measures;
  • Suppliers with direct activities in our properties and with our customers should plan to have a direct risk based discussion with their MTVH contact or contract manager to:-
    • Agree a risk assessment and safe method of working;
    • Identify categories of work and any escalation of measures required to manage the normal property based risks and the potential for managing exposure to COVID-19;
    • Work with us to define and agree the principals of work/don’t work dependent on the risk profile and the importance or urgency of your contracted work or supply;
    • We have recommended that any staff entering a property to complete emergency works where a resident has identified themselves as self-isolating will do so under a planned and controlled approach.

Thank you for your support and cooperation.

John Wallace, Procurement Director

How to become a supplier

As a charitable organisation in receipt of public funding, we’re committed to responsible purchasing that:

  • delivers value for money
  • leverages greater social and environmental benefit on behalf of our customers and communities
  • underpins the organisation’s financial strength and stability.

We expect our suppliers will work to similarly high standards of social responsibility.

Supplier selection is based on overall value for money to ensure the most economically advantageous contracts to us alongside a number of other criteria including demand, quality, service, reliability, life cycle costs, equality and social value.

Potential suppliers must demonstrate their financial, commercial and technical capability to meet our contractual requirements and we also look for a clear demonstration of commitment to sustainability and social responsibility.

We’ll advertise all opportunities over a value of £25,000 via Contracts Finder or Delta eSourcing.

Information for suppliers

Tendering and quotation

It’s important that we adhere to a compliant and transparent tendering process. In order to achieve value for money we use a range of methods to procure goods and services. The choice of method depends on the type of product or service and its overall value. Where the overall value is likely to exceed certain financial thresholds, we’re required to follow procedures laid down in EU Public Procurement Regulations 2015.

Sustainable procurement

We have a long-standing commitment to the environment and our diverse communities and there is a positive focus on buying from local suppliers and social enterprises.

Important

Policies and terms for our suppliers