Where possible the Council endeavours to use electronic processes throughout its procurement and payment functions. Details of the systems in use are below.
Electronic tendering and quoting
The Council uses an electronic tendering system (Delta eSourcing) to issue and receive all its tender documentation. Registration on the Kent Business Portal gives businesses automatic access to this system. You can view more details on how to register in the Current Opportunities and Registering and Expression of Interest section on the Council’s website.
The Electronic Process
Companies that express an interest in an opportunity will be issued with email notifications at all steps of the quotation or tender process.
For quotations and tenders the process is as follows;
- Business expresses an interest in the opportunity on the Kent Business Portal
- Business receives a confirmation email from Delta eSourcing giving them instructions on how to access the project
- Business logs onto the Kent Business Portal using their username and password and downloads the project documents
- Business completes their submission and uploads it onto the Kent Business Portal
- Business receives confirmation of submission email
- Dartford Borough Council opens the submission after the deadline
- Dartford Borough Council evaluates the submission
- Dartford Borough Council issues contract award notifications via the Kent Business Portal to all businesses that uploaded submissions
Electronic Ordering
The Council uses an electronic ordering system (Advanced eProcurement) to process all purchase orders. eProcurement links directly to the Council’s financial system (Advanced eFinancials).
Purchase Orders are emailed to customers. All goods and services ordered by the Council should be accompanied by an official purchase order and the purchase order number must be quoted on all invoices sent to the Council. Failure to quote a purchase order number may slow down the ability to pay the invoice.
The Council’s standard Purchase Order Terms and Conditions
Electronic Payments
All invoices should be emailed to payments@dartford.gov.uk in a pdf format to enable the most efficient processing of the invoice so that payment can be made as quickly as possible. All invoices are paid via BACS. Bank details, or bank detail changes, should also be sent to payments@dartford.gov.uk and the Council will follow its procedures in accordance with its anti-fraud processes.
View information about the Council's Payment Terms and Procedures.
The Council's Legal Duties Documents
If you tender or quote to provide goods, works or services for Dartford Borough Council you must ensure that you have read and understood the following documents;
Informative on Councils Legal Duties
Safeguarding Guidance for Contractors and Sub-Contractors
Submission of your quote or tender will deem you to have read and understood these documents.