Supplier guide - doing business with the Reserve Forces' and Cadets' Associations (RFCA)
Updated 20 March 2025
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The Council for Reserve Forces’ and Cadets’ Associations (CRFCA) has been constituted to act as a joint committee of by the 13 RFCAs. 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 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
The Commercial team play a key role the delivery of the corporate business objectives by supporting the Council and RFCAs with their procurement activity. The Council RFCA sets out process and 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 below threshold activity. Any activity over Procurement Act 2023 thresholds is managed by the Commercial Team.
Service outline
All contracts over £30,000 (for the total contract term including VAT) will be advertised in accordance with the Procurement Act 2023.
| 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 – advertising as may be required by the Procurement Act 2023 | RFCA |
| £50,000 to Procurement Act 2023 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 as required by the Procurement Act 2023 | RFCA |
| Above Procurement Act 2023 Threshold | Procurement Act 2023 compliant tender | Advertising and award per Procurement Act 2023 | CRFCA Commercial Team |
Procurement Act 2023/Procurement Regulations 2024
The Procurement Act 2023 and Procurement Regulations 2024 set out the legal framework for public procurement. They apply when contracting authorities seek to acquire goods, services, or works. They set out procedures which can be utilised to advertising requirements.
The purpose of the Act is to open up public procurement to all suppliers who may qualify for a given contract.
Summary of threshold levels:
- Supplies and Services (Sub-Central Contracting Authority) - £213.477
- Works Contracts - £5,336,937
Contract opportunities
Contract opportunities are advertised and available through the Delta e-sourcing Portal (England, Wales, NI) and through Public Contracts Scotland.
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 free access to tender opportunities and their respective tender document packs.
Please note in order to be able to submit expressions of interest and gain access to documents, companies must first register their interest. You will also be required, where applicable, to demonstrate you have registered your details within the CDP.
Expressing an interest
- Step 1: Register your company details on the electronic sourcing portal. This is only required once. You must also ensure you register your company details within the new Central Digital Platform (CDP), the enhanced Find a Tender service (FTS).
Access the Find a Tender/CDP Factsheet
- Step 2: Follow the instructions to complete your registration.
- Step 3: Obtain the access code that can be found within the contract notice or from the person publishing the contract opportunity within a given RFCA.
Advertising requirements
If advertising is requested, RFCAs will advertise through the Central Digital Platform (the new 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 opportunities.
Invitation to tender
Each tenderer participating in a competitive tender provision will be able to access the tender packet of documents within the electronic tendering portal. It is imperative that you review the tender pack carefully 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
Every contract opportunity will be evaluated by a panel using the evaluation criteria within the tender pack. 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 as invoices which do not contain a purchase or works order number will not be paid.
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.