At Railpen, we're dedicated to fostering strong, collaborative relationships with both new and existing suppliers. Your partnership plays a crucial role in supporting our purpose and delivering value to our members.
We strive to make our procurement process accessible and straightforward, ensuring that organisations can easily engage with us to offer their products and services. We uphold the highest standards of ethics, transparency, fairness, and innovation, and we expect our suppliers to share and demonstrate these values in every aspect of our collaboration.
How to become a supplier at Railpen
At Railpen, we value our partnerships with suppliers and are always on the lookout for new collaborations that can help us achieve our goals and enhance our services. We believe that working together with diverse and innovative suppliers can lead to mutual success and growth.
Register your interest
Tell us about your company – here's what we'd like to hear about:
- Areas of expertise
- Products or services offered
- Relevant experience or certifications
- Unique selling points or innovations
- Contact details (name, position, phone number, email)
Ready to send us your submission? Email our Procurement team: procurement@railpen.com
We'll review your expression of interest
After you've told us you're interested in becoming a Railpen supplier, we'll do the following:
- Let you know that we've received your email
- Review your submission against Railpen’s needs
- Contact you to find out more or to let you know that we won't be progressing your submission
Explore opportunities at Railpen
Once you're registered as a Railpen supplier, the next step is to explore what opportunities there are to work with us.
To do this, go to Proactis Source-to-Contract (S2C) (you'll need to set up an account if you haven't already done so) where you'll be able to take the following action:
- Search for tenders: Browse available tenders, each with detailed requirements and deadlines.
- Submit your bid: Prepare and submit your bid directly through the platform, ensuring all required information is provided.
- Track your application: Monitor the status of your bid and receive updates via the platform.
Typically tenders include professional services, IT solutions, facilities management, training, and pension administration.
Our purchase order criteria
Railpen operates a strict ‘No purchase order (PO), no payment’ policy on our corporate spend categories:
- Once your services are approved, you’ll receive a PO via email.
- All invoices must display a valid PO number. Invoices without a valid PO will be rejected and not processed for payment.
Got a PO query? Email the Procurement team: procurementops@railpen.com
Our invoicing requirements
To ensure prompt payment, invoices must:
- Clearly indicate the invoice number and date
- Include your business details, including payment information
- Clearly identify net and gross totals
- Itemise all products and/or services
- Be addressed to the correct Railpen legal entity, billing address, and registered VAT number
Incorrectly addressed invoices or those quoting an invalid PO number will be rejected.
Got an invoice query? Email the Invoices team: invoices@railpen.com
Commitment to fair payment
Railpen is proud to be recognised as a top UK company for prompt supplier payments, reflecting our commitment to strong values and collaborative working.
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