Procurement (Contracts)

Important notice for all SWPPS current and future suppliers

Dear Suppliers,

We wish to bring to your attention the impending changes in public procurement regulations stemming from the United Kingdom's departure from the European Union. The UK Government has crafted new legislation, notably the Procurement Act 2023, which necessitates adaptations in our procurement processes to align with the revised legal framework.

To aid in your understanding of these crucial developments, we encourage you to review the Supplier Guide to the Procurement Act 2023, accessible via the following link: Procurement Act 2023 Short Guide for Suppliers.

Additionally, comprehensive information regarding these changes can be found on the Transforming Public Procurement website, available at: Transforming Public Procurement.

In further support, we highly recommend engaging with the Supplier Knowledge Drops, designed by the Cabinet Office to assist you in navigating these regulatory adjustments. Access the Knowledge Drops via the following link: Official Transforming Public Procurement Knowledge Drops.

Your attention to these resources is paramount as we collectively adapt to ensure continued compliance and efficiency in our procurement endeavours.

About South West Police Procurement Service

The Southwest Police Procurement Service (SWPPS) provides a strategic, amalgamated procurement service for goods, services and works for Avon and Somerset, Devon and Cornwall, Dorset, Gloucestershire, and Wiltshire police forces. They undertake all strategic sourcing for the five forces where the collaborative value of a contract is more than £50,000 and are responsible for approximately £150 million non-pay spend per annum.  They also support commissioned services for the Police and Crime Commissioners, revenue generating contracts and undertake all strategic contract management and supplier development. Increased collaboration ensures a more strategic approach to procurement, significant operational efficiencies, and realised cash savings are delivered from our third-party expenditure. 

SWPPS has a wealth of public and private-sector experience, and the majority of these procurement experts are Members of the Chartered Institute of Procurement and Supply (MCIPS) or studying towards this accreditation.

The SWPPS perform and are involved in projects on national, regional, collaborative, and localised force levels. It aims to provide best value, deliver policy advice and operational support compliantly adhering to Procurement Regulations. A ‘category management’ approach ensures the procurement team has a good understanding of the internal business, and significant knowledge of associated suppliers and relevant market offering.

SWPPS is split into the six category teams listed below, each is managed by a Category Manager and supported by a number of Senior Category Buyers and Category Buyers:

• Construction and Estates
• Facilities Management
• IT
• Fleet
• Professional Services
• Operations and Logistics

SWPPS deliver significant commercial benefits by undertaking the following:

1. Working with a variety of stakeholders and end-users to determine the business need via a flexible procurement function.
2. Analysing and engaging with the market to understand the industry, marketplace suppliers and their appetite and capability.
3. Aggregating requirements with other Police Forces and public sector partners where appropriate.
4. Generating, leading and managing competitive tendering.
5. Working with stakeholders to evaluate supplier tender submissions and determine best value for money.
6. Ensuring that any risks associated with entering into a contract such as, compliancy, conflicts of interest, cyber security and vetting are thoroughly assessed.
7. Ensuring that procurements comply with all relevant legislation.
8. Supplier and contract management, to ensure supplier performance and ongoing value for money is achieved.
9. Achieving and sustaining realised strategic, regional, and localised savings
10. Continuing to build and develop relationships throughout the procurement cycle.

Current Procurement rules and regulations

As a public body, there are regulations at both national and local levels that SWPPS is required to follow when procuring goods, services and works. Further details of the local regulations can be found within each Forces Financial Standing Orders.

Current Legislation

Until the new Procurement Act 2023 comes into effect on 24th February 2025, contracting authorities continue to conduct procurements under the Public Contracts Regulations 2015 (PCR 2015). PCR 2015 includes obligations on all contracting authorities to publish new public sector opportunities in one place, the contracts finder portal. The threshold set by Forces’ Standing orders (Financial Instructions) for SWPPS to publish new contract opportunities on contracts finder is £50,000 excl VAT. A notice of contract award must also be placed via contracts finder when its total value exceeds £30,000 incl VAT.

When the estimated value of a contract is expected to exceed the relevant PCR 2015 financial threshold it must also be advertised via Find a Tender service. Note that values are for total contract value (ie for the full value for the term of the contract).

PCR 2015 thresholds are reviewed every two years and with effect from 1st January 2024 the following thresholds apply:-

• Products, Services, Supplies and Design Contracts £214,904 (incl VAT)
• Works Contracts £5,372,609 (incl VAT)
• Social, LTR and other Specific Services £663,540 (incl VAT)

PCR 2015 specify timescales that must be followed and these are intended to ensure that reasonable time to respond to adverts and prepare submissions is given to interested parties.

A specific Tender Notice must be placed via the Find a Tender service to give all suppliers an equal opportunity to tender. A notice of contract award must also be placed via Find a Tender service.

Supplying the SWPPS Forces

When a purchase or requirement cannot be met through an existing contract, a quotation or tender process is undertaken, as follows in accordance with the participating Force’s Standing orders (Financial Instructions)

Small and local suppliers

SWPPS are committed to encouraging local suppliers as well as small/medium enterprises (SMEs) to compete for business.

In order to assist SMEs and local suppliers SWPPS aims to:

• Publicise its opportunities on Contracts Finder & Find a Tender service
• Provide up to date procurement advice and guidance.
• Keep tender documents simple and jargon free.
• Utilise where possible the division of the contract into smaller lots.
• Set realistic timetables.
• Encourage suppliers to adopt efficient supply chain management practices.
• Encourage suppliers to adopt e-commerce systems that streamline processes, reduce administration time and enable the Force to make payment to suppliers in a timely manner.

Social Value

SWPPS will consider social value in all of their procurement activity.  This is about making sure that what we buy creates an overall positive impact on our people and communities. It can be divided into three main areas:

• social: this is about improving the wellbeing of individuals and communities, encouraging interconnectedness and mutual support among people
• economic: this focuses on promoting economic policies and business practices that uplift society’s wellbeing
• environmental: this stresses the importance of sustainable processes that take care of both the social and physical environment, ensuring a viable future for everyone.

The majority of tenders will include specific social value quality questions and there may be specific weightings for these questions as part of the overall evaluation of tenders.

How to find out about opportunities

SWPPS tender opportunities can also be viewed at Sell2 (in-tend.co.uk), contracts finder portal and the Find a Tender (find-tender.service.gov.uk).

We do not keep a list of approved suppliers, if you wish to register to receive notification of tender opportunities, please register at Sell2 (in-tend.co.uk)

Contractor vetting

If the nature of the contract requires supplier employees unescorted access to police premises or access to sensitive material/systems, they will need to be vetted in accordance with our Non Police Personnel vetting procedures.

Contract performance

Following contract award, SWPPS work with the client/contract user to ensure that the contractor performs in accordance with the specification and the terms and conditions of the contract. Effective monitoring procedures are essential to ensuring value for money and will depend on the nature of the goods or services purchased.

We aim to establish a good working relationship with the contractor/supplier and their staff as this provides the opportunity to ensure that the contract requirements incorporated into the contract are enforced.