Skip to main content

FAQs – Suppliers (Frequently Asked Questions)

For prospective new suppliers

What information can I find for prospective new suppliers on the NHS Supply Chain website?

We would encourage you to view the Become a Supplier and Product Innovation for Suppliers pages – accessed via the main page at https://www.supplychain.nhs.uk/suppliers

What does NHS Supply Chain do, buy and supply?

We manage the sourcing, delivery and supply of clinical consumables, medical devices, capital medical equipment and non-medical products such as food or office solutions. We put our frameworks out to tender, and welcome submissions to those tenders from new suppliers. Read more details – https://www.supplychain.nhs.uk/about-us

What does NHS Supply Chain not supply to healthcare providers?

Other organisations handle the procurement of buildings, construction, estates / estate management, non-medical IT solutions, clinical staffing and other products not detailed in the previous question.
See our Useful Links section on this page, where some of these organisations are included.

How does NHS Supply Chain operate?

We work through various category teams, each specialising in procurement for their own areas of expertise.
See our Useful Links section for more details of product category areas and teams.

What is the usual contracting or tendering process?

In order for a product to be listed in the NHS Supply Chain catalogue, it must be procured through a compliant tender and, if successful, will be listed on a Contract (awarded framework agreement) under the respective category team.
Please review our list of Contracts to identify the one that is most appropriate and seek an award when we next open for tenders. Due to the timeframes to complete and evaluate any new tender, the activity is typically planned 12 months ahead of any expiry date of current arrangements – and we publicise the opportunity in advance.
See our Useful Links section for more details of current opportunities. The key time period within which to engage with our category managers is during the 9-15 months prior to the expiry date of the current arrangements.

What are the main benefits of working with NHS Supply Chain?

Find the answers at – https://www.supplychain.nhs.uk/new-suppliers – where you’ll find details about how we can help you to gain a foothold in the healthcare market across the whole of the country.

How can I be one of your suppliers?

You’ll find useful information and links to all of the resources you need via this link – https://www.supplychain.nhs.uk/new-suppliers.

What about the issue of timing? Can we start supplying through you part way through an existing product area framework’s term?

This is not usually possible, once a framework has launched its awarded suppliers remain in place for the duration of the contract. Typically you would need to wait until the re-tender is issued. However, it can be possible to supply through a distributor that is already on a framework.

I have an innovative healthcare product – what do I do?

All innovation must go through a single point of entry.
See our Useful Links section for details of the NHS Innovation Service or more details about Product Innovation For Suppliers within this website.

My product has NICE guidance how do I get it into the supply chain?

In order for a product to be listed in the NHS Supply Chain catalogue, it must be procured through a compliant tender – and if successful it will be listed on a Contract (awarded framework agreement) under the respective category team.
NHS Supply Chain follows a compliant procurement process when purchasing goods for the NHS in accordance with Public Contracts Regulations 2015 (PCR2015). This involves:
• Following procedure where spend is above the Public Contracts Regulations threshold.
• Advertising all tender opportunities on Contracts Finder (gov.uk).
• Advertising all tender opportunities in the Official Journal of the European Union (OJEU), which can be viewed on the Tenders Electronic Daily (TED) website.
See our Useful Links section for resources including Contracts Finder and TED.

Do you have a code of conduct for suppliers?

Yes. It’s available on our Existing Suppliers page.

Where can I find a list of existing Contracts (awarded frameworks) on this website?

This part of our website is regularly updated – https://www.supplychain.nhs.uk/contracts – but you should also view ‘Contracts Finder (Gov.uk)’ and the Tenders Electronic Daily (TED) websites.

See our Useful Links section for these resources.

Self-serve web form

For existing suppliers

What information can I find for existing suppliers on the NHS Supply Chain website?

As well as this FAQs page, suppliers who are currently awarded to a Contract with us will find many other pages in this section of our website useful. Accessed via the main page at https://www.supplychain.nhs.uk/suppliers – in particular, please view Existing Suppliers, the popular Supplier Newsletter, Supplier Portal guidance, our Trade Association Engagement Programme, and Master Indemnity Agreement for Approved Suppliers (MIA).

Is there a user guide for the Supplier Portal?

Our Supplier Portal is for use by existing awarded suppliers to manage their purchase orders from us as well as other daily activities such as viewing stock position, running regular reports or adding delivery information – tracking codes, or shipment notices.
It would be inappropriate for a prospective new supplier to be registered prior to holding an award.

The latest information, including how to create an account, is at https://www.supplychain.nhs.uk/supplier-portal

How is NHS Supply Chain engaging with Trade Associations?

NHS Supply Chain has around 1,500 suppliers and many of them hold memberships to one or more Trade Associations to represent their collective interests, collaborate with industry peers, and stay abreast of developments in their landscape.
In collaboration with the Department for Health and Social Care (DHSC) and NHS England (NHSE), the Supplier Relationship Management (SRM) team run sessions with all of the Trade Associations two months out of every three, alternating between in-person and online.
Find out more at https://www.supplychain.nhs.uk/tap

Who should I speak to about my ‘Sales Feed Report?

If you are having issues with your weekly Sales Feeds please contact the category team for the Contract (awarded framework agreement) to which you have been awarded. You will have been assigned a category contact as part of your award. They will be able to re-run the report for you and answer any queries about it.
See our Useful Links section for the customer-facing weekly updates about ‘TR Reports’.

How do I sign up for the Supplier Newsletter email?

If you’re already a supplier, you should be added to the distribution list automatically. However, if you don’t receive an email or misplace it, don’t worry – everything in the email can be found on our Supplier Newsletter page on this website.