Public Sector Supplier Onboarding Checklist

# Public Sector Supplier Onboarding Checklist

**Business name:** ___________________________
**Contract name / reference:** ___________________________
**Contracting authority:** ___________________________
**Contract manager (authority side):** ___________________________
**Contract manager (supplier side):** ___________________________
**Contract start date:** ___________________________
**Award notification date:** ___________________________

---

## Phase 1: Immediately After Award (Week 1)

### Internal Notification
- [ ] Notify key internal stakeholders of contract award (Directors, Finance, Delivery team)
- [ ] Assign an internal contract manager / account lead for this contract
- [ ] Brief the delivery team on the contract scope, start date, and key obligations
- [ ] Review the contract terms and flag any areas requiring legal advice
- [ ] Set up an internal project or contract folder for all documents

### Contact the Contracting Authority
- [ ] Send a formal acknowledgement of the award notification
- [ ] Request the onboarding meeting / mobilisation pack if not already provided
- [ ] Confirm your designated contract manager and their contact details
- [ ] Ask about the preferred communication channels and reporting formats
- [ ] Request details of the Contracting Authority's purchase order system (if relevant)

---

## Phase 2: Documentation and Compliance (Weeks 1–2)

### Insurance Documents
- [ ] Provide professional indemnity insurance certificate: £ ___________
- [ ] Provide public liability insurance certificate: £ ___________
- [ ] Provide employer's liability insurance certificate (if applicable): £ ___________
- [ ] Confirm policy expiry dates and set diary reminders to renew and re-submit
- [ ] Check whether insurance certificates must be addressed to the contracting authority

### Policies and Procedures
Confirm submission of the following (as specified in the contract):
- [ ] Equality and diversity policy
- [ ] Health and safety policy
- [ ] Data protection / GDPR policy
- [ ] Anti-bribery and corruption policy
- [ ] Environmental policy
- [ ] Safeguarding policy (if delivering services involving children or vulnerable adults)
- [ ] Whistleblowing policy
- [ ] Modern slavery statement (if applicable to your organisation)
- [ ] Any contract-specific policies required by the contracting authority

### Financial and Legal
- [ ] Provide bank details on official company letterhead for payment setup
- [ ] Confirm VAT registration number and status
- [ ] Complete any supplier registration on the authority's finance / procurement system
- [ ] Review payment terms — confirm 30-day or as contracted
- [ ] Understand the invoicing process: format, frequency, purchase order requirements

### Personnel and DBS Checks
- [ ] Identify all staff who will work on this contract
- [ ] Confirm DBS check level required: Basic / Standard / Enhanced / Enhanced with Barred List
- [ ] Submit DBS applications or certificates for all relevant staff
- [ ] Track DBS check status and expiry dates
- [ ] Confirm whether staff must complete any authority-specific inductions or training
- [ ] Provide CVs or profiles for named staff if required by the contract
- [ ] Submit details of any planned subcontractors for approval

---

## Phase 3: Systems and Access (Weeks 2–3)

### IT and Systems
- [ ] Register on any supplier portals or systems required by the authority
- [ ] Request login credentials for the contract management system (if applicable)
- [ ] Confirm any IT security requirements (Cyber Essentials, access control, device standards)
- [ ] Confirm data handling requirements — where can contract data be stored?
- [ ] Complete any required cybersecurity training mandated by the authority
- [ ] Set up a secure email channel if required for sensitive communications

### Reporting and Monitoring
- [ ] Understand the performance KPIs or service levels in the contract
- [ ] Confirm reporting format, frequency, and submission method
- [ ] Set up internal systems to capture performance data from day one
- [ ] Schedule contract review meeting dates in diaries (typically monthly or quarterly)
- [ ] Understand the invoicing and payment reconciliation process

---

## Phase 4: Mobilisation (Weeks 2–4)

### Operational Readiness
- [ ] Confirm service start date and any phased mobilisation plan
- [ ] Identify and resolve any TUPE obligations (if staff are transferring from previous supplier)
- [ ] Recruit or reallocate staff as needed to meet service start date
- [ ] Procure any equipment, materials, or resources required
- [ ] Establish service delivery processes aligned to the contract specification
- [ ] Brief all delivery staff on contract obligations, client expectations, and reporting requirements
- [ ] Set up escalation routes for issues and complaints
- [ ] Create a stakeholder contact list for the contracting authority

### Social Value Commitments
- [ ] Review social value commitments made in the bid response
- [ ] Assign ownership of each social value commitment internally
- [ ] Set up a mechanism to record social value activity from day one
- [ ] Confirm reporting format and frequency for social value with the authority

---

## Phase 5: Contract Start and Ongoing Management

### Go-Live Checklist
- [ ] Confirm readiness with the contracting authority 5 working days before start
- [ ] All DBS checks complete and accepted
- [ ] All insurance in place
- [ ] All policies submitted and accepted
- [ ] All systems access set up
- [ ] All staff briefed and ready
- [ ] Reporting schedule in place

### Ongoing Contract Management
- [ ] Attend regular contract review meetings
- [ ] Submit performance reports on schedule
- [ ] Submit invoices in accordance with the agreed process
- [ ] Maintain and update insurance documents before expiry
- [ ] Renew policies and submit updated versions annually (or as required)
- [ ] Report any subcontractor changes or key personnel changes to the authority
- [ ] Monitor contract end date and extension options
- [ ] Log any contract variations in writing and obtain signed approval

---

## Key Contacts and Dates

| Contact | Name | Email | Phone |
|---------|------|-------|-------|
| Authority contract manager | | | |
| Authority finance / AP | | | |
| Authority IT / system access | | | |
| Internal contract manager | | | |
| Internal finance lead | | | |
| Key delivery lead | | | |

| Key date | Date |
|---------|------|
| Contract start | |
| First invoice due | |
| First performance report due | |
| First contract review meeting | |
| Insurance renewal (PI) | |
| Insurance renewal (PL) | |
| Contract end / extension decision date | |

---

**Onboarding sign-off (supplier):** ___________________________  **Date:** ___________________________
**Onboarding confirmed (authority):** ___________________________  **Date:** ___________________________