Payment terms
Ordering:
• An agreed product list will be prepared for distribution to Cadw gift shops. Cadw Retail Team may add or remove lines from this list at any time during the life of the contract.
• The Cadw Retail Team are the only authorised personnel to order any additional products. A list of personnel with this authorisation will be provided to the successful Bidder and updated where appropriate throughout the life of the contract.
• The successful Bidder must ensure the agreed list(s) are kept up to date and should send any amendments to the Retail Team to issue to sites e.g. discontinued lines, suggested replacements etc.
• Purchase Orders (POs) will be generated by Cadw monuments and sent to the Retail Team to approve. The PO will then be sent to the successful Bidder and include all required information including delivery address, invoice address, product description, supplier product code, net price, order quantity and order total and any comments from the monument will display in the comments box on the PO.
• If any information on the PO is incorrect this must be communicated to Cadw Retail Team prior to order dispatch.
• Back-orders will be accepted but must be delivered within one week of the original delivery date, all back orders must be communicated by emailing the email address stated on the PO, the monument’s own email address (a copy of monument email addresses will be provided to the successful Bidder) and copy in the invoicing email address.
Delivery:
• A delivery note must be included with all deliveries, and the delivery note should include the delivery address, PO number, product description, supplier product code and quantity delivered as a minimum.
• Minimum of weekly deliveries throughout high season to all locations, and ad-hoc deliveries where required. There may be a requirement for short notice deliveries.
• Relevant deliveries throughout low season.
• All orders to be delivered within one week of receipt of purchase order.
• Carriage paid.
• No minimum order or charge for minimum order.
• Goods damaged on delivery to be credited.
• Back-orders will be accepted but must be delivered within one week of the original delivery date, all back orders must be communicated by emailing the email address stated on the PO, the monument email and copy in the invoicing email address.
• Goods delivered to monuments must be delivered directly into the gift shop to a member of the monument team.
• Opening hours vary due to the season, list of opening hours included in Annex C, deliveries must not be delivered outside of these opening hours.
Invoicing:
Invoices should be emailed directly to Cadw’s Retail Team as soon as the order is dispatched. Each invoice is required to itemise each delivery, including at least the following:
• Delivery and invoice address (monument/gift shop name) as per the PO
• Delivery date(s)
• Delivery note number(s)
• Purchase order number(s)
• Product(s) name, Cadw stock code(s), supplier stock code
• Quantity of each product
• Individual cost price per product (including any discounts)
• Total net, VAT and gross costs detailed separately, per delivery
• Any other costs (must be specified and agreed before the order is dispatched)
• Supplier address, bank details and VAT number
Payment terms are within 30 days of delivery via BACS from Welsh Government. The Welsh Government Terms & Conditions for the Provision of Goods - Version 1.3 April 2025 shall apply to the Contract. The Bidder must agree to these as part of its tender response.