Electronic procurement

Terms and conditions

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 (Pro Contract) to issue and receive all of its quotation and tender documents. Registration on the Kent Business Portal gives businesses automatic access to Pro Contract.

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;

1. For quotations and tenders the process is as follows;
2. Business expresses an interest in the opportunity on the Kent Business Portal
3. Business receives a confirmation email from ProActis giving them instructions on how to access the project
4. Business logs onto ProContract using the Kent Business Portal username and password and downloads the project documents
5. Business completes their submission and uploads it onto ProContract
6. Business receives confirmation of submission email
7. Dartford Borough Council open the submission after the deadline
8. Dartford Borough Council evaluates the submission
9. Dartford Borough Council issues contract award notifications to all businesses that uploaded submissions

Electronic Ordering:

The Council uses an electronic ordering system the IDeA marketplace to process all of its orders. The marketplace links directly to the financial system Cedar eProcurement and eFinancials.

Orders are transmitted by either email or fax. 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.

The councils standard purchase order terms and conditions

Electronic Payments:

The Council is happy to receive invoices via email to payments@dartford.gov.uk. All invoices are paid via BACS. Bank details or bank detail changes should also be sent to payments@dartford.gov.uk.

View information about the Council's payment terms and procedures.

The Council's Legal Duties Documents: