Overview
Procurement is the process by which Nexus completes the necessary acquisition of goods, services, and works, enabling us to meet our business objectives. Our requirements are diverse and wide ranging, from workwear to the new Metro fleet.
Our Corporate Procurement Team employ robust procurement processes to ensure that our processes are fair, open, and transparent.
This section of the website has been developed to provide useful information to suppliers about procurement, and information about business opportunities.
Nexus issue all tendering opportunities electronically using a web-based portal. Suppliers interested in doing business with us should register on Open free of charge. Registered suppliers can set up their accounts to receive notifications of any appropriate business opportunities that are advertised in their category.
If you need assistance, you can complete a help form at: Contact Us - Open | Developed by Nepo
Where appropriate, business opportunities will be advertised to the open market on Open and on this page of our website.
Where the value of business opportunity is greater than the procurement thresholds in the Procurement Act 2023, an advert will also be placed on Find a Tender Service (FTS)
A few top tips that may help suppliers when bidding for work with Nexus are as follows:
- Thoroughly read the Invitation to Tender (ITT) to make sure you understand the work being requested. Ask any clarification questions if there is something you do not understand.
- Make sure to include all relevant supporting documentation requested in the tender documents, and that your bid is compliant.
- Make sure to answer the specific question posed where these are asked. Do not just provide general information or marketing material.
- Ensure that you allow sufficient time to submit your bid in accordance with the instructions through the electronic tender system. Late submissions will not be accepted.
Prepare in advance the documents and policies that are commonly requested by contracting authorities. Many contracting authorities have similar requirements for supporting documentation, such as current policies and accreditations.
Nexus has a No PO No Pay policy to ensure all spend is authorised and accounted for. All spending requires a supporting purchase order before ordering goods/services.
• Purchase Orders will not be sent to suppliers until fully approved.
• All approved Purchase Orders will be emailed to the supplier.
• Invoices without a valid PO will be returned to the supplier and will not be paid until re-submitted with a valid PO quoted.
• Invoices will not be paid until a confirmation of receipt of goods/services has been entered into our financial system.
Our financial system produces purchase order numbers in the format of PO123456.
To assist with the processing of invoices for payment, invoices should contain:
• Company name and address
• VAT registration number (if applicable)
• Invoice number
• Invoice date
• Valid purchase order number
• Name of the service area requesting goods/service or Nexus contact person
• Full description of the goods/services supplied
• For each line item: quantity, description, unit price, net value, VAT rate, VAT value, line total
• Invoice totals: Net, VAT, Gross
• Addressed to: Nexus, Nexus Head Office, The Spark, Newcastle Helix, St James Boulevard, Newcastle upon Tyne, NE4 5DE. Please note that this office is not open to the public.
To ensure timely processing and payment, all invoices must be sent in PDF electronically to:
• [email protected]
• [email protected] (for NEC Contract suppliers).
The Supplier Incentive Programme is an early payment programme designed to give suppliers the opportunity to be paid earlier than their contracted terms. This initiative also aims to enhance Nexus’ payment processes.
Suppliers who join the Supplier Incentive Programme can opt to be paid as soon as their invoice is authorised, ahead of the standard 30-day terms. In exchange, a small, pre-agreed discount is applied to the invoice. The discount is calculated based on the number of days the payment is accelerated, with the goal of paying suppliers by day 10. The discount is only applied if the invoice is paid earlier than 30 days.
Benefits of the Supplier Incentive Programme (SIP)
We believe that strong supplier relationships are crucial to achieving our strategic goals. Early payment can significantly impact the growth and development of your business. With SIP, you’ll benefit from improved cash flow and reduced time spent chasing payments.
Our partner
We are collaborating with Oxygen Finance, the leading provider of early payment programmes in the UK. They work with councils across the country, and thousands of suppliers participate in their programmes.
Next steps
To find out more about the programme, you can:
• Visit our webpage: oxygen-finance.com/client/nexus/
• Email [email protected]