Procurement and tendering
The Commercial and Contract Management Department (CCM) oversees the procurement and contract management processes for the Police and Crime Commissioner for Lincolnshire (PCC) and the Chief Constable of Lincolnshire Police (CC).
Our procurement and tendering processes are set against two clear priorities:
- Delivery of year on year financial efficiencies, but not at the cost of quality
- Embracing and promoting sustainable procurement
Each contract that we enter into should make a contribution to these two objectives.
We control our procurement through a strict process which changes depending on the value of the requirement. Lower levels of spend are devolved to local engagement although there is still a strict sign off and approval process.
How to sell to us
We have a duty to comply with all public sector procurement legislation as well as the Contract and Procurement Regulations of the Police and Crime Commissioner for Lincolnshire (PCC) and the Chief Constable, which you can find in Downloads below.
This means that various procedures need to be followed. These procedures are dependent on the purchasing thresholds.
Where National/Regional framework contracts exist, the procedures below will not apply. Purchases will be called off from these contracts as and when required. Where multiple contractor/supplier frameworks exist, selection will either be against pre-determined contract information or by mini-competition.
Lincolnshire Police and the Police and Crime Commissioner for Lincolnshire operate a No PO, No Pay (no Purchase Order, no Payment) policy in respect of all purchases made by the Force from a supplier for the provision of goods, works and/or services. This means that invoices received without an official, valid Purchase Order number will not be processed and will be returned to the supplier unpaid.
More Information
For further information, go to our No PO, No Pay information page for full details and frequently asked questions.
Go to the BlueLight Emergency Services eProcurement Hub for details of the contracts that are being used by Lincolnshire Police and the PCC.
The purchasing thresholds are as follows:
Contracts of up to £5,000
These contracts are not normally advertised. Under delegated purchasing, individual heads of departments can sign off purchase requisitions and approve purchase orders having received one written quote. As a supplier, you are free to contact the user departments directly without the input of CCM. See Delegated Purchasing below.
Contracts of between £5,001 to £25,000
These contracts are also not normally advertised and you are free to undertake the same open contact with delegated user departments as above. Written quotes are invited from at least three contractors/suppliers. CCM may oversee this process from time to time.
Contracts of between £25,001 and the thresholds below
We usually advertise these on the Bluelight Services Emergency Services eTendering System – see details below; as well as on Contracts Finder at https://www.gov.uk/contracts-finder. Advertisements may also be placed in specialist publications.
Qualifying supply and service contracts above £213,477 (including VAT) and works contracts above £5,336,937 (including VAT)
The Public Contracts Regulations 2015, Statutory Instruments 2015 No.102 apply. You can find these contracts advertised on the UK Find a Tender website at https://www.find-tender.service.gov.uk/Search. Contact should only be made via the CCM for these contracts.
Bluelight Emergency Service eTendering System
Bluelight is a web-based e-tendering solution and registration is free.
Go to the EU Supply section on bluelight.eu-supply.com.
When registering, we recommend that you use a generic email address (e.g. [email protected]) and a job title (e.g. Sales Administrator). Do this instead of using individual names and email addresses to prevent any inconvenience when staff changes occur.
Once registered, you will be able to view and express interest in our tender opportunities as well as from other authorities. You will also receive automatic email notifications of any future opportunities advertised.
We also make use of collaborative arrangements with other police forces and public sector organisations to contract for goods and services. Working together means that we can benefit from:
- better economies of scale
- standardisation of requirements
- more sustainable procurement.
You can find these contract opportunities advertised on the UK Find a Tender Service website by the contracting authority leading the procurement process. To see such opportunities please see Find a Tender (find-tender.service.gov.uk).
National Police Procurement Hub (NPPH)
We use an electronic purchase to pay (P2P) system called the National Police Procurement Hub (NPPH) supplied by Basware. All orders are sent out electronically via the NPPH system. If we award a contract to you, you will need to register on this system so that we can trade with your company. You will also be encouraged to submit electronic invoices via the NPPH system.
Delegated purchasing
Along with individual departments, the Commercial and Contract Management Department can award contracts for goods, works and services under delegated limits (i.e. up to £25,000) in accordance with the PCC’s Contract and Procurement Regulations. These are often, but not always, individual purchase orders.
These orders are often awarded:
- as required against framework arrangements/contracts let by Lincolnshire Police or other forces/public bodies. For example, “corporate” arrangements/contracts where purchasing compliance, in normal circumstances, is required.
- as required for goods/works and services not covered by such arrangements/contracts.
This is known as “Delegated Purchasing”.
The Commercial and Contract Management Department can be contacted on:
01522 558160/558161
Email: [email protected]
Terms and conditions
You can view and download our standard terms and conditions for low value purchase orders below (value and risk typically below £25,000).
For older versions of the Terms and Conditions or for copies of any of the higher value Terms and Conditions, please contact the CCM.
The The Freedom of Information Act 2000 gives a general right of access to all types of recorded information held by public authorities, sets out exemptions from that right, and places a number of obligations on public authorities.
Contracts awarded
Contract information (which the chief constable is a party to) is available via the Office of the Police and Crime Commissioner for Lincolnshire website.
More help and support
Contact our Commercial and Contract Management Department
Email: [email protected]
Bluelight
bluelight.eu-supply.com
UK Find a Tender Service
https://www.find-tender.service.gov.uk