Policies and terms for our suppliers

Guidance for suppliers working with MTVH.

Strategic themes

We continue to deliver long term infrastructure and social improvements and we would like to share our strategic themes with you:

Deliver, to a high level of consistency, a series of customer offerings suited to individual products and services;
Grow the number of social outcomes that we are able to deliver;
Develop better and more integrated services and products that match the needs of a changing society and economic context. These should be supported by a clear methodology to prioritise financial resources and measure the social impact they have.

We recognise that political change affects the social/economic environment in which we operate. One of our strategic business objectives is to achieve significant improvements in the cost of delivery and we aim to work more closely with our suppliers to ensure we can deliver these goals together.

Supplier terms and conditions

All suppliers are expected to commit to our terms and conditions. They ensure we are clear as to the contractual terms that govern our relationship.

Read the supplier terms and conditions

Health and safety standards for contractors

All contractors must meet the health and safety standards whilst working with MTVH.

Read the minimum health and safety standards for contractors

Purchase order process

One of our strategic business objectives is to achieve significant value improvements in the cost of delivery and we aim to work more closely with our suppliers to ensure we can deliver these goals together. In January 2020 we unified our purchase order and payments systems and established a single, central Payables team.

In support of this improvement we have a number of policies, which we would like all our suppliers to commit to.

1. No purchase order, no pay mandate

MTVH operates a No purchase order, No pay mandate which requires all suppliers to refer to a valid purchase order or works number on their invoices. The No purchase order, No pay mandate offers significant benefits to suppliers as well as to MTVH. The purchase order provides a clearly documented agreement of the supply, whilst allowing budget holders to have a clearer understanding of the committed spend against available budget.

We recommend that any goods, services or works are not provided until you’ve received a copy of the purchase order. This will ensure smooth processing and reduce payment delays.

Invoices submitted without quoting a valid purchase order number will be automatically rejected by our systems and will not be paid.

To be considered valid and received by MTVH, invoices should:

Quote a valid purchase order number
Be submitted in PDF format
Have the correct company name and billing address, as specified on the “Bill To” section of the purchase order. Invoices will be rejected if not addressed correct

Invoices should be forwarded to:

Purchase order invoices: ap.invoice@mtvh.co.uk
Works order invoices: CommercialTeamInvoices@mtvh.co.uk

All queries, remittance requests and statements should be sent to accountspayable@mtvh.co.uk.

2. No price increase policy

Unless there is a contractual commitment to increase prices then MTVH will not accept any price increases. The only exception to this is where the increase has been agreed with the Director of Procurement. We wish to work with suppliers who are committed to supporting us in meeting our objective of reducing the cost of delivery, while maintaining and improving levels of service.

In line with MTVH, our suppliers must balance their own inflationary and cost pressures with internal efficiency improvements such that these pressures are not passed through to ourselves.

We would also like to invite you to offer suggestions on how we can further reduce the cost of delivery through efficiency improvements and innovative approaches to our activities.

Any such suggestions, or any queries in relation to this communication, should be forwarded to the Procurement Support team at procurementsupport@mtvh.co.uk

Equality, Diversity and Inclusion

MTVH will ensure that all contractors, consultants, partners and suppliers are aware of the importance of diversity and inclusion to us, and will be required to provide a copy of their Diversity Policy and to demonstrate how they comply with that policy. We will help them to understand the diverse needs of our customers in order that they are better equipped to provide an efficient service to our customers and service users.