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Procurement rules and regulations

As a public body, there are regulations at European, National and local levels that Warwickshire Police & West Mercia Police is required to follow when procuring goods, services and works.

European Rules

The EC Treaty incorporates the free movement of goods and services and prevents discrimination against firms on the grounds of nationality and covers all public sector contracts no matter what their value, within the European Union. An EC Procurement Directive backs up the principles of the treaty.

The directives and regulations require public bodies to follow detailed procedures for all procurement activities above financial thresholds. The thresholds are reviewed every two years.

When the estimated value of a contract is expected to exceed the relevant EU financial threshold (currently £181,302), it must be advertised in the Official Journal of the European Union (OJEU), and rules that promote non-discriminatory and transparent competition must be followed.

Supplying to Warwickshire Police & West Mercia Police

Warwickshire Police & West Mercia Police do not generally maintain standing or approved lists. Where a purchase need cannot be met from an existing contract, a quotation or tender process is undertaken. The forces use a range of framework and collaborative contracts let by purchasing organisations such as Crown Commercial Services (CCS) and Eastern Shires Purchasing Organisation (ESPO) and other police forces.

Small and local suppliers

Warwickshire Police & West Mercia Police is committed to encouraging smaller, locally based suppliers to compete for business, to support them in improving their ability to meet requirements, whilst complying with the requirements of EU regulations, Financial Regulations and best practice guidance.

In order to assist small and local suppliers Warwickshire Police & West Mercia Police aims to:

Provide up to date procurement advice and guidance.

Keep tender documents simple to understand 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.