Procurement
Procurement is the strategic process of sourcing and acquiring goods, services and works that an organisation needs to fulfil its business objectives.
Joint Procurement Service (JPS)
The Joint Procurement Service (JPS) supports, guides and advises Surrey Police, Sussex Police as well as the Police and Crime Commissioner for Surrey and the Police and Crime Commissioner for Sussex (PCCs) on all procurement related activities.
As public sector organisations we are required to adhere to and comply with the Public Contracts Regulations 2015 (PCR 2015) and Procurement Act 2023 (from February 2025) when procuring goods, services and works, to ensure public funds are spent in a transparent, open and fair manner.
Internal governance and processes
Contract Standing Orders (CSOs), which align with PCR 2015 and the Procurement Act 2023 (from February 2025), set out the internal governance and processes followed for the acquisition of all goods, works and services.
Process 1 - up to £10,000
The purchaser is required to obtain a single written quote or alternatively the price(s) shown in a supplier’s catalogue may be used.
Process 2 - between £10,000 and £25,000
Where there is a contract or appropriate framework agreement in place, the Purchaser shall obtain a quote under the agreement. If there is no contract in place the Purchaser shall obtain a minimum of three (3) written quotes against a common specification.
Process 3 - between £25,000 and Threshold
The JPS must lead on any procurement activity, which can include using Frameworks that have been put in place by other organisations within public sector, a quote process or formal tender.
Process 4 - Above Threshold
Any above threshold procurement must be led by the JPS, with relevant notices published via the e-tendering portal In-tend and the government procurement portal. This ensures the process is open, fair and transparent, giving any potential suppliers the opportunity to submit tenders.
Tender evaluation and Contract award
Tenders are evaluated against the criteria set out in the tender documentation issued as part of the procurement process, to determine the Most Advantageous Tender (MAT). The evaluation of each tender submitted will focus on the quality/technical and price elements, with the balance between quality and price informed by the requirement (i.e. goods, works or services). The Contract will be awarded to the highest scoring tender(s).
Supplier/Contractor Vetting
The nature of the contract, whether works, goods or services, will determine whether vetting (and to which level) of employees is required i.e. unescorted access to Surrey Police or Sussex Police premises and/or access to sensitive material/systems. Vetting will be done in accordance with our Non-Police Personnel vetting procedures. Details of any necessary vetting will be included in the published tender documents.
How to find out about opportunities
All opportunities are published on our e-tendering portal In-Tend, where you can register for free, and on the government procurement portal.
Freedom of Information
Please visit FOI - Public Contract Register
Contact information
The JPS are based at both Surrey Police and Sussex Police Headquarters:
- Surrey Police Headquarters, PO Box 101, Guildford, GU3 1HG
- Sussex Police Headquarters, Church Lane, Lewes, East Sussex, BN7 2DZ
Email [email protected]
Useful information and links
Cyber Essentials
All suppliers we work with are required to either hold Cyber Essentials Plus or have a minimum of core membership (free of charge) with the South East Cyber Resilience Centre (SECRC). Membership can be secured by registering on the SECRC website.
Social Value
We are committed to improving how economic, social and environmental wellbeing may be improved through the goods, works and services we procure and how procurement may secure those improvements under the provision of the Public Services (Social Value) Act 2012. We want to use the opportunity the Act presents to enable:
- the development of thriving local economies
- communities to become stronger and more resilient
- the environment on which we all rely to be protected and enhanced.
Suppliers are encouraged to develop a social value action plan using the Bluelight Commercial (BLC) NETpositive Supplier Action Planning Tool. A free tool for suppliers which can be accessed at the BlueLight Commercial website.
Procurement Act 2023
From February 2025 the way we acquire goods, works and services is changing, through the introduction of the Procurement Act 2023 (“the Act”), and subsequent Procurement Regulation 2024.
The Act is designed to:
- boost transparency
- create more flexible procurement processes
- increase supplier engagement
- help create a level playing field for Small and Medium Sized Enterprises (SMEs) and Voluntary, Community and Social Enterprises (VCSEs)
- strengthen provision for prompt payments
- develop compliance processes
- simplify the bidding process with a new Central Digital Platform to enable suppliers to register their details once for multiple bids, find a tender and see all opportunities in one place.
It is essential that suppliers familiarise themselves with the Act and register with the Central Digital Platform once this goes live. Please find useful resources and links below: