Guidance

Supplier guide: doing business with the Reserve Forces' and Cadets' Associations (RFCA)

Updated 12 May 2023

About the Reserve Forces’ and Cadets’ Associations (RFCA)

The Council for Reserve Forces’ and Cadets’ Associations (CRFCA) has been constituted to act as a joint committee of by the 13 RFCA’s. The CRFCA provides central coordination and the corporate focus to enable the RFCAs to fulfil the requirements of their customers. The CRFCA provides advice and assistance to the Defence Council, the Royal Navy, the Army and the Royal Air Force on matters that relate to Reserve Forces and cadets.

RFCA is comprised of 13 individual associations which cover the United Kingdom. They were formed in 1908 and are central government bodies with Crown status. The RFCAs are established by an Act of Parliament, each with its own scheme of association, drawn up by the Defence Council under the Reserve Forces Act 1996, thus, the RFCAs are ‘arms-length bodies’ of the MOD, funded through MOD TLBs. The RFCAs are arm’s-length bodies (ALB) of the Ministry of Defence

The primary customers of the RFCA’s are the MOD (Reserve Forces & Cadets), the three single Services and Defence Infrastructure Organisation (DIO). The RFCAs have three core tasks: Managing the Volunteer Estate (VE) and providing Infrastructure Support (Facilities Management); Employer Engagement; and support to the Services’ Cadets and Youth.

Commercial team’s role

Commercial and Procurement play a key role the delivery of the corporate business objectives. The Council RFCA sets commercial and procurement policy, in line with best practice and wider MOD policies. We are also responsible for delivering guidance and advice to the regional RFCA Associations.

The regional RFCA Associations manage the procurement process for all activity up to Public Contracts Regulations 2015 (PCR2015) thresholds. Any activity over the PCR2015 is managed by the Commercial Team.

Service outline

We are committed to ensuring that our procurement processes and policy support public money spent in a way that is fair, accountable, represents value for money and that all decisions are transparent.

Procurement activity under PCR2015 thresholds can be undertaken by the RFCAs adhering to Financial Standing Instructions and any MOD commercial and wider policies.

All procurement activity over £30,000 (for the total length of the contract term including VAT) must be advertised.

Total contract value	Procurement route	Transparency requirements	Procurement activity led by
Up to £49,999	Use of an Approved Supplier/Contractor; or Use of CCS Frameworks or others as may be available to RFCAs; or Testing the market/demonstrating value for money by obtaining competitive quotes as follows: £10,000 to £30,000 – 2 written quotations; £30,001 to £49,999 – 3 written quotations	Contracts over £30,000 total contract value inc. VAT - Advertising and award notified to Contracts Finder. Advertising exceptions noted in Chapter 8 of PCR2015. Use of Framework – Publish award notice	RFCA
£50,000 to PCR 2015 Thresholds	Use of CCS Frameworks or others as may be available to RFCAs; or Carry out competitive tender ensuring: 1. Contract advertised and the resulting contract award must be notified to Contracts Finder; and 2. Minimum of 4 companies that express interest are invited to tender.	Advertising and award notified to Contracts Finder. Advertising exceptions noted in Chapter 8 of PCR2015. Use of Framework – Publish award notice	RFCA
Over PCR2015 Threshold	Procurement exercise as per Public Contracts Regulations 2015 (PCR2015).*	Advertising and award as per PCR2015 requirements	CRFCA Commercial Team

*Public Contracts Regulation 2015 Thresholds (as of 1 January 2022)

• Services and Supplies - £213,477
• Works - £5,336,937

Below threshold procurements are still subject to Regulation 110 PCR2015 relating to below threshold contracts. Below threshold regulations apply unchanged, requiring Contracting Authorities to advertise contracts on Contracts Finder that are over stated thresholds: £30,000 (sub-central authorities) or £12,000 (central government). RFCAs are sub-central authorities.

PCR2015/thresholds

The Public Contracts Regulations 2015 set out the legal framework for public procurement. They apply when public authorities seek to acquire goods, services, or works. They set out procedures which must be followed to contract when values exceed set thresholds, unless it qualifies for a specific exemption.

The purpose of the UK Procurement law is to open up the public procurement market and to ensure the free movement of goods and services. In most cases they require competition and seek to reinforce the value for money focus of the government’s procurement policy. This requires that all public procurement must be based on value for money which should be achieved through competition, unless there are compelling reasons to the contrary.

The figures below are fixed for a period of two calendar years and are revised on 1 January in every even year. The most common thresholds applicable are listed below.

Summary of threshold levels from 1 January 2022 to 31 December 2024

• Supplies and Services (Sub-Central Contracting Authority) - £213.477
• Works Contracts - £ 5,336,937

Tendering opportunities

Opportunities are advertised and available through the Delta e-sourcing Portal.

We have implemented this environmentally friendly and efficient electronic method of facilitating the tender process. Suppliers are asked to register their company details in the electronic tendering system in the first instance. This will provide access to tender opportunities and relevant documents associated with published tenders.

NOTE: In order to be able to submit expressions of interest and gain access to documents, companies must register firstly.

Expressing an interest

1. Register your company details on the electronic sourcing portal at: Delta e-sourcing Portal (this is only required once) and click the register button.

2. Follow the instructions as provided to complete your registration.

Please note that in general, our RFCA regional locations will require that suppliers are members of Constructionline holding Silver membership and SSIP accreditation. More information on requirements relating to particular tender provisions will be noted in the notice and/or tender documentation.

Advertising requirements

If the requirement is below threshold but above £30,000, RFCAs will advertise on Contracts Finder or other publication as may be required by their country of origin. If the provision is above thresholds, RFCAs will advertise on the Find a Tender Service.

Please search using ‘Reserve Forces and Cadets’ Associations’ as we have put this standard naming convention in place in order you will be able to view all regional location opportunities.

Invitation to tender

Each tenderer participating in a competitive tender provision will be provided with documents that require review and/or completion. It is imperative that upon receipt of tender documentation you review information for accuracy and raise any discrepancies immediately. In addition, it is imperative to follow the instructions as provided to ensure you are compliant in your bid submission.

Evaluation criteria

The Commercial Team work with colleagues across the regional RFCAs to agree the evaluation criteria and methodology for a competitive tender process. Evaluation criteria will be published with a tender. Criteria and their methodology are used to assess technical merit, risk, and other key areas.

Payment terms/invoicing

Each regional RFCA Associations has its own Finance team who is responsible for the payment of supplier invoices submitted specific to the given RFCA. All invoices must note the purchase or works order number on the face of the invoice. If your key contact within a RFCA has not provided you with a purchase or works order number, please ask for one.

In order for your invoice to be processed swiftly, be sure to adhere to the submission requirements of the regional RFCA you are doing business with.

Your invoice will be paid net 30 following government guidelines unless otherwise stipulated through contractual arrangements post goods receipt.