Procurement Services
Thames Valley Police procures a wide range of goods, services and works that support policing operations, collaborative policing arrangements and partner organisations.
The Procurement Services Team works with operational and support departments, collaborative partners and stakeholders to ensure procurement activity delivers value for money, maximises public benefit and complies with applicable legislative and governance requirements.
The Procurement Services Team also supports collaborative procurement arrangements with policing partners and other public sector organisations where appropriate.
We are committed to:
- Achieving value for money throughout the lifecycle of our contracts.
- Maximising public benefit through our procurement activity.
- Acting with integrity and maintaining high ethical standards.
- Conducting procurement activity in a fair, transparent and proportionate manner.
- Encouraging competition, innovation and continuous improvement.
- Supporting Small and Medium-sized Enterprises (SMEs), voluntary sector organisations and diverse supply chains where appropriate
- Delivering social value and sustainable outcomes.
- Managing supplier relationships effectively where appropriate.
Working with Thames Valley Police
We welcome interest from organisations wishing to supply goods, services or works to Thames Valley Police and its collaborative partners.
All procurement activity is undertaken in accordance with:
- Applicable UK procurement legislation.
- The Chief Constable's Financial Instructions (CCFI).
- Internal governance arrangements and policies.
- Principles of fairness, transparency, integrity and equal treatment.
Contracts are awarded on the basis of value for money and delivery of public benefit, taking account of factors including:
- Quality.
- Technical capability.
- Service delivery arrangements.
- Risk management.
- Social value.
- Sustainability.
- Whole-life costs.
- Commercial value and price.
As a public sector organisation, Thames Valley Police cannot give preference to local suppliers. However, we actively encourage businesses of all sizes to compete for opportunities.
Finding Opportunities
Thames Valley Police advertises procurement opportunities through appropriate public procurement platforms in accordance with legislative and transparency requirements.
Each procurement notice will contain information explaining:
- How to access procurement documentation.
- Any requirement to register on an electronic tendering system.
- How to submit clarification questions.
- How to submit a tender response.
- Key procurement dates and deadlines.
- Any specific requirements relevant to the procurement.
Where the use of an electronic tendering portal is required, full registration and access instructions will be provided within the procurement notice and associated procurement documentation.
Suppliers are encouraged to read all procurement documentation carefully and ensure responses are submitted in accordance with the instructions provided.
Procurement Routes
The procurement route adopted will depend on the value, complexity, risk and nature of the requirement.
Procurement activity may be undertaken through:
- Existing contracts and framework agreements.
- Competitive quotation exercises.
- Competitive tendering procedures.
- Dynamic Markets and other procurement arrangements permitted by legislation.
- Direct awards where permitted by legislation and internal governance requirements.
The route selected will be proportionate to the requirement and designed to secure value for money whilst complying with applicable legal and governance obligations.
Tender Evaluation
Where a competitive procurement process is undertaken, submissions will be evaluated against criteria relevant to the specific requirement.
Evaluation may include consideration of:
- Quality and technical merit.
- Delivery methodology.
- Service levels and performance.
- Risk management.
- Social value, including commitments that support safer communities and crime prevention.
- Sustainability.
- Whole-life costs.
- Commercial value and price.
The evaluation methodology and applicable weightings will be detailed within the procurement documentation.
Social Value
Thames Valley Police is committed to maximising public benefit through its procurement activity and seeks to deliver meaningful social value alongside the goods, services and works it procures.
Where appropriate and proportionate to the requirement, suppliers may be asked to demonstrate how they will contribute to wider community benefits throughout the life of a contract.
In support of our policing mission, particular emphasis may be placed on social value initiatives that contribute towards safer communities and crime prevention. This may include activities that:
- Support crime prevention initiatives.
- Improve community safety and resilience.
- Promote positive engagement with local communities.
- Support vulnerable individuals or groups.
- Create opportunities that contribute to reducing the causes or impacts of crime and anti-social behaviour.
- Deliver measurable benefits to the communities we serve.
Where social value commitments form part of a procurement process, suppliers may be required to record, manage and report their commitments through the Pluggin Marketplace
Social value requirements, evaluation criteria and reporting arrangements will be detailed within the procurement documentation for individual opportunities and will be proportionate to the nature, value and objectives of the contract.
Cyber Security Requirements
The protection of police information, systems and assets is a fundamental requirement when conducting business with Thames Valley Police.
All contracted suppliers must maintain appropriate cyber security controls and information assurance arrangements. The level of assurance required will be proportionate to the nature of the goods, services or works being supplied, together with the associated risks.
Requirements may include:
- Cyber Essentials certification.
- Cyber Essentials Plus certification.
- Industry-recognised security standards.
- Appropriate information security policies and procedures.
- Evidence of technical and organisational measures to protect information, systems and assets.
Suppliers are expected to maintain required cyber security standards throughout the duration of their contractual relationship with Thames Valley Police.
Failure to maintain mandatory cyber security requirements may impact a supplier's ability to provide goods, services or works under contract.
Thames Valley Police supports the work of the South East Cyber Resilience Centre (SECRC) and encourages suppliers to engage with available cyber security guidance and support.
Vetting Requirements
Due to the nature of policing services, contractor vetting may be required as a condition of participation in a procurement process and throughout the duration of a contract.
The level of vetting required will be determined by the nature of the role and may take account of factors such as:
- Access to police premises.
- Access to police information.
- Access to police systems.
- Access to police assets.
- Operational or security risks associated with the contract.
Suppliers are responsible for ensuring that employees, agency personnel and subcontractors satisfy any vetting requirements specified within procurement and contract documentation.
Failure to obtain or maintain the required level of vetting may affect a supplier's eligibility to participate in a procurement process or fulfil contractual obligations.
Contract Management
Effective contract management helps ensure that contracts continue to deliver intended outcomes and value for money.
Thames Valley Police adopts a risk-based approach to contract management. Formal contract management arrangements are applied to key contracts where appropriate, taking account of factors including:
- Contract value.
- Operational criticality.
- Strategic importance.
- Risk.
- Complexity.
- Supplier performance.
Where formal contract management arrangements are in place, Thames Valley Police will work collaboratively with suppliers to monitor performance, manage risk and support continuous improvement throughout the life of the contract.
Transparency
Thames Valley Police is committed to transparency throughout the procurement lifecycle.
Information relating to procurement opportunities, contract awards and contract information is published in accordance with applicable legislative and transparency requirements
Supporting Small and Medium-Sized Enterprises (SMEs)
Thames Valley Police recognises the important role SMEs play in supporting innovation, competition and economic growth.
Where appropriate, we seek to:
- Promote fair access to procurement opportunities.
- Use proportionate procurement processes.
- Minimise unnecessary barriers to participation.
- Encourage innovation and market diversity.
- Support responsible and sustainable supply chains.
- Maintain clear and accessible procurement documentation.
- Consider how barriers faced by SMEs can be reduced.
Contact Us
Procurement Services
For procurement-related enquiries, please contact the relevant procurement team:
Information and Communications Technology (ICT)
Property
Fleet and Travel
Operational and Professional Services
Head of Procurement
Richard Fowles
Head of Procurement
Thames Valley Police
[email protected]
For strategic procurement enquiries, supplier relationship matters and procurement escalations.