Frequently Asked Questions
What do I have to do to joinGovernment Procurement Service?
First, you sign and return a Customer Access Agreement (CAA) that we send when you indicate you wish to join our contract.
Second, you complete a data spreadsheet we supply. You will need to provide ALL relevant site data for your request to move forward.
Third, you inform your current supplier of your intention to leave the contract.
Who are Government Procurement Service customers? How do they qualify as one?
Any public sector organisation, charities or where there is a benefit to the public purse.
What does aggregate pricing do?
Aggregating (combining together) our customers’ consumption requirements allows us to trade on the wholesale market as opposed to the retail market. An organisation must have sufficient volume to trade wholesale so aggregation is the easiest and best way to do this.
Aggregating also allows a better opportunity to manage the purchase / market risk over time.
Can you give me an indicative/benchmark price for comparison?
We are unable to give quotes or indicative prices. We are not an energy broker and unable to offer deals or prices. We cannot obtain prices for customers to compare with other suppliers. To compare prices, they would have to be like-for-like and be bought at the same time and for the same period of time.
The only way to see your price first-hand would be to go direct to a supplier but by doing this each year you would be taking a guess on when to buy your gas and electricity and not benefiting from any savings which can be made.
Government Procurement Service skilled in-house analysts track the markets using live industry information systems, allowing hour-by-hour buying decisions that capitalise on advantageous price movements on the wholesale markets. Our wholesale purchasing model provides flexibility and reduces risk.
Traditional tenders generally operate to stringent schedules, so the time of purchase becomes fixed, regardless of market conditions.
What is a purchasing round?
A purchasing round is a term used for our April or October portfolios. For each round, we have a number of customers whose energy requirements are purchased over a 6 month period prior to their contract start date. There may also be times where the purchase window may be extended beyond the six months.
For an explanation of what the terms 'locked' and 'variable' mean, see below.
Locked - a market tracker that delivers contract price certainty prior to the start of the 12 month delivery period. 100% of the energy requirements will be purchased in the six months prior to the contract starting (although, in practice, purchasing is likely to be concluded two to three weeks before the start of delivery to allow the supplier to calculate and issue prices) which will then give a fixed price for energy for the next 12 months.
Variable – involves the purchase of energy over a longer period between the start of the purchase window and up to the day of consumption. This will give the customer a percentage of exposure to month-ahead and potentially within-month prices. This means that the final cost to customers will not be known before the contract year starts.
What is ECOES and how do I use it?
ECOES is an industry website that can be used by anyone to check their Meter Point Administration Numbers (MPANs) are correct and aligned to the customer’s individual sites. See: www.ecoes.co.uk/NonDomesticCustReg.asp,
or your current supplier can provide you with all details relating to your MPAN.
See below for more information about MPANs.
I want to add a site or I want to delete a site. What do I need to do?
Site additions and deletions follow the same process. Contact us immediately; we will send you a spreadsheet to complete; on receipt of the spreadsheet, we will advise the supplier of the request; finally we give you a price if the request is an addition. Deletions are confirmed to you by email from our customer service team.
What are siteworks / new connections?
They both mean the same thing; the name varies from supplier to supplier. These terms basically mean a new meter being installed on a site.
On our contracts, British Gas and Corona both refer to this as 'siteworks'. EDF Energy refers to this as 'new connections'. You need to advise us of any meter changes carried out.
What is an MPAN? What supply is it aligned to?
MPAN is short for Meter Point Administration Number and is 21 digits long.
The MPAN is used for all electricity supply and contains vital information about the site. The MPAN is split into a number of sections: Profile Class, Meter Timeswitch, Line Loss Factor and also the Core MPAN.
The MPAN does not change at any time; even if the site needs a new meter, the MPAN stays the same.
For further information please view documents: Supply Number explained and Glossary of Terms.
What is XoServe and how do I use it?
XoSERVE is an industry website that can be used by anyone to check their Meter Point Reference (MPR) are correct and aligned to the customer’s individual sites. See: www.xoserve.com or your current supplier can provide you with all details relating to your MPR.
See below for more information about MPRs.
What is an MPR? What supply is it aligned to?
MPR is short for Meter Point Reference and is associated with Gas. MPR numbers vary in digits
Why do you charge a commission?
Government Procurement Service is a non-profit-making organisation with fully transparent spend. The commission charged is to cover our costs only.
Why do I need to sign a CAA?
The Customer Access Agreement (CAA) is a document signed by the customer devolving responsibility to us to procure energy on their behalf. It allows for an evergreen contract to be agreed between ourselves and our customers.
We must have this document signed and returned to us before we make any purchase of energy.
When do I find out if I have been accepted?
For new customers
Following successful registration, the supplier will send you a welcome pack or make a welcome call and your assigned Customer Executive will be in touch.
For existing customers
Following successful registration. Our Customer Service team will advise
How long does registration take?
On average, 28 days
How long before a price is issued for me?
This depends on the start date of the contract. If the site has an 'asap' start, we will request a price almost immediately, but if the site has a start date in, say, four months' time, we will make a ‘time to market’ decision and advise prices once the energy has been purchased. This could be a couple of days before the contract goes live.
Suppliers' timeframes for 'on-boarding' (pricing) are:
One site – five days
Multiple sites – 10 days
This only begins once we have ALL the required site information and a signed CAA.
2. For Existing Customers
What are the timeframes for additions/deletions?
If you wish to add a site to the contract, you must inform your current supplier you are leaving and allow 28 days for registration.
If you wish to delete a site, we need to establish a reason why. You must give us 28 days' notice. For a contract termination, we have a six month termination clause, as advised in the CAA.
What timeframes can we request prices for?
This depends on the supply start date. We will request a price to align the customer with their current contract, i.e. April or October. This is the standard approach and should be adopted 99 percent of the time. With justification, it is possible to request a price for a longer period.
I am leaving a site. What do I need to do?
You need to tell us straightaway, plus inform your current supplier. We need to establish the reasons why.
We will also ask you to let us know who the new owner is and our supplier will provide you with a change of ownership form, which you should complete with details of the new tenants (if known).
How do you upgrade from NHH to HH?
This is a supplier activity and the supplier usually advises when it is necessary to upgrade. The supplier will also carry out all the necessary actions. This is an industry standard exercise when consumption increases above 100Kw demand.
What is a MOP? What do they do? Why are they used? When will I need to know about them?
MOP stands for meter operator.
The MOP is an organisation appointed to install and maintain metering equipment. An agreement must exist between the customer and the nominated meter operator and must be signed.
All HH sites have a MOP agreement.
What is HHD? How do I request it?
HHD stands for Half Hourly Data. This relates to consumption on an HH site. The meters are read each half hour and the consumption data is recorded as HHD. Your HH supplier will be able to supply this to you on request
What information do I need to set up unmetered supplies?
Customer name, MPAN, HHD or EAC Certificates, billing address. We will send you a spreadsheet to complete and advise where the information can be gathered from. Your current supplier will hold all of this information and supply it to you.
What is an emergency contact? What form do I fill in?
The request for emergency contact details is aligned to gas supply and is requested and required immediately after site additions are made
If the site uses more than 732,678 kWH per annum, the customer is required by law to provide the gas supplier with emergency contact details.
The customer is required to complete an emergency contact form, which we or the supplier will send to you. You can also view them on this site.
What do I do if my site has a 5% VAT rating? What form do I fill in?
You are required to complete a VAT reduction certificate. These can be obtained from the supplier.
What is renewable energy? What does your contract offer?
How is renewable energy sourced?
Renewable energy is obtained from sources that do not deplete the world's resources, unlike, for example, fossil fuels, of which there is a finite supply, which includes coal, gas and oil. Renewable sources of energy include wood, waste, geothermal, wind, photovoltaic, and solar thermal energy.
We offer the government target of 10% of volume per customer.
Renewable energy is sourced through our suppliers who contract with generators of renewable energy.
Is renewable energy more expensive?
Renewable energy is more expensive than non-renewable energy, as generation is more expensive.
British Gas and EDF Energy can offer, subject to availability, renewable energy on a cash-neutral basis, i.e. the premium you pay is offset by the removal of the CCL charge.
3. Supplier Issues and Invoicing
How do I leave my old supplier?
Usually a termination letter/email is sufficient and needs to be sent to the supplier advising of your decision to terminate the contract.
Different suppliers have different release clauses in their contracts, so it’s important that, as a customer, you are aware of these, as they may penalise you for non- or delayed notification.
Sites must be released before we can include them in our portfolio and purchase energy for them.
What is an objection?
Once a site has been awarded, the supplier will attempt to register the site to be supplied by them. The current supplier receives this transfer request and has an opportunity to object to the transfer of the site.
The current supplier WILL object to the transfer if they believe the customer has a valid contract in place at the time of registration or there is a debt on the account. Objections are quite common so don’t be alarmed if you receive one.
Sometimes the current supplier will object as a delaying tactic and not allow the site(s) to transfer as requested. This action will require you to contact the supplier.
The objections are the responsibility of the customer to resolve. All debt needs to be cleared by the customer by the time of requested release.
When does a customer get a supplier model contract?
The supplier will provide the document following the completion of the acquisition process with Government Procurement Service.
Who are the suppliers?
British Gas
Once registered with British Gas, you are placed with an account manager who ensures your enquiries are handled quickly and professionally. Your account manager will then contact you to introduce themselves and discuss the options available to you.
British Gas is contactable at: buyingsolutions@centrica.com
Corona Energy
Corona has a dedicated customer service team and each member is allocated customers to manage. The team manages the day-to-day needs of the customer from billing, queries and reporting. Corona will send a Welcome Pack, and contact with customers may include an arranged visit.
Corona is contactable at: buyingsolutions@coronaenergy.co.uk
EDF Energy
EDF has a dedicated customer service team and, once registration has taken place they will then take up the responsibility for managing the day-to-day needs of our customers. A Welcome Pack is sent advising of billing, queries and reporting.
EDF Energy is contactable at: buyingsolutions@edfenergy.com
Why were the BG, EDF and Corona contracts chosen above other suppliers?
Each of the suppliers was chosen after they tendered through the competitive tendering route (OJEU) and were evaluated and awarded contracts because their tenders were most advantageous with regard to high levels of customer service and ability to service the Government Procurement Service portfolio.
What are the billing timeframes? Can I choose? Are there penalties / advantages involved?
Payment terms for all suppliers are 21 days from invoice date.
If a customer fails to pay an invoice within the 21-day window, the supplier can levy late payment fees.
The frameworks have flexible payment options ranging from 7 days to 30 days. By shortening your payment window, savings can be applied to invoices. Further information on the savings and additional costs on payment timeframes can be requested at any time.
How often do suppliers invoice?
Monthly
What are the contract payment terms?
21 days from receipt of invoice, which is usually two to three days after date of invoice
Are there any benefits of direct debit?
On average, 2% savings compared with BACS payments
What reports are available from the supplier?
All suppliers provide a variety of reports and it is best for the customer to meet/discuss this with the supplier to ensure their specific requirements are met.
If you have any other questions that you deem appropriate for the FAQ please let us have them by emailing energy@buyingsolutions.gov.uk