Tendering

West Mercia Police conducts procurement in accordance with the Procurement Act 2023, ensuring transparency, fairness, and value for money. All tendering activity is managed via the Bluelight Tendering Portal, a secure and auditable platform. 

Tendering Procedure 

• Tender Publication: All relevant documentation, including specifications, terms and conditions, and deadlines, is published on the Bluelight Tendering Portal.
• Selection Stage (if applicable): For complex procurements, a Selection Questionnaire (SQ) may be required. Successful suppliers will be invited to submit a full tender.
• Tender Submission: All bids must be submitted via the portal before the stated deadline. The system enforces strict cut-off times in line with Procurement Act regulations. 

Compliance and Governance 

• Award Criteria: Clearly defined and published within the tender documents. Suppliers must respond fully to all criteria.
• Bona Fide Declaration: Tenderers must sign a certificate confirming the authenticity of their submission and non-engagement in canvassing.
• Terms & Conditions: All contracts are awarded under standardised terms, ensuring legal and operational consistency. 

Evaluation and Award 

• Evaluation Panel: Comprising procurement leads, technical experts, and contract users, the panel assesses submissions against pre-established criteria.
• Award Basis: Contracts are awarded based on the Most Advantageous Tender (MAT), balancing quality and price.
• Post-Evaluation: Site visits, presentations, reference checks, and financial vetting may be conducted. Unsuccessful bidders receive a full debrief.

Supplying to West Mercia Police 

In compliance to the Procurement Act 2023 and as best practice, West Mercia Police has published its contracts register and pipeline for the upcoming 12 to 18 months. Where a purchase need cannot be met from an existing contract and depending on the threshold, a quotation or tender process is undertaken. The forces use a range of framework and collaborative contracts let by purchasing organisations such as Blue Light Commercial, Crown Commercial Services (CCS) and Eastern Shires Purchasing Organisation (ESPO) and other police forces. 

Small and local suppliers 

A critical aspect of the new procurement act is West Mercia Police commitment 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 Procurement Act, Financial Regulations and best practice guidance. 

To assist small and local suppliers 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.

Social Value

The force subscribes to the Social Value Marketplace DICM West Mids Region for West Mercia communities. A fully funded for sharing social value projects and identifying key charities that support the West Mercia Safer Communities Plan. A collaboration marketplace built with and for public procurement to facilitate, formalise, measure and promote contract social value collaborations between suppliers and approved charity providers.