Policy and Regulations
Our procurement methods comply with internal force regulations,
and as agreed with the British Transport Police Authority in the
Procurement Management Policy, national legislation and
regulations, Public Procurement Regulations and European Union
Delegated Procurement Authority (DPA) within BTP provides
authorisation to commit BTP in contract and authorise contract
variations to a specific limit. Only those roles stated in:
- the BTPA Corporate Governance Code i.e. Chief Constable
- the Two Key Approach to Expenditure i.e. Director of Corporate
Resources, Strategic Procurement Manager, Procurement Managers, FHQ
Buyer and Area Buyers have DPA.
No other individual can commit BTP in contract.
Within BTP, tenders received under a closed bid process i.e.
with a formal tender return date and times are considered as formal
tenders. Quotations received under an open bid process i.e.
with no formal tender return date and time are considered as
To assess a supplier’s capacity to fulfil a requirement, a
supplier appraisal is undertaken which may consistent of the
Company Appraisal – A search of Companies House
(or overseas equivalent) to ensure the supplier is trading
Financial Appraisal - An appraisal of the
supplier’s financial accounts to ensure financial solvency and
Capability Appraisal – An appraisal of the
supplier’s on going technical and commercial capability to supply,
including technical and managerial capability, quality control and
Within BTP, the Budget Holder is responsible for managing all
contracts within their budget area and sphere of responsibility
unless there is another person specifically named or nominated in
the contract. This includes the role in managing the day to day
relationship with suppliers.
In the event of an existing supplier failure, for business
continuity purposes BTP would look to replace the supplier at least
in the short term from an existing Government or Police Framework
Agreement subject to EU legislation.
EU Procurement and
British Transport Police (BTP) is a public sector contracting
authority and procures its supplies, services and works in
accordance with EU Procurement regulations. The European
Procurement Regulations were designed to bring about transparency
in the way that Public Sector bodies throughout the European Union
award their supplies, services and works.
Under European public procurement directives, public sector
procurement must follow transparent procedures to ensure fair
conditions of competition for all suppliers.
The public procurement threshold values (in force from 1 January
2016 until 31 December 2017) which the majority of contracts must
be advertised in compliance with EU requirements are:
Note: The threshold values are subject
to biannual review.
These advertisements must occur in the Official Journal of the
European Union (OJEU). This publication is freely available to
anyone who might be interested in bidding for a multitude of
contracts (not just BTP business). Any requirement that is
advertised in Europe in this fashion is then subject to certain
time limits in terms of how long the bidding process has to last
and how quickly tenderers must be notified about decisions.
The Regulations provide for certain types of contracts to be
exempt from the usual tendering requirements but these exemptions
are by exception. Normally contracts must follow one of four
distinct tendering procedures:
This procedure is used for more complex
procurements. Following the OJEU Contract Notice and a
selection process, the organisation negotiates with companies to
develop suitable solution(s) and on which chosen companies will be
invited to tender. After the invitation to tender is issued no
further negotiation is allowed, only discussion about clarifying or
fine-tuning the tender.
The Regulations only allow for use of this
procedure in exceptional cases and the reporting requirements are
very onerous. This procedure can only be used in the
- where the tendering authority has already advertised the
requirement under the open or restricted procedure and this process
has failed (e.g. no satisfactory bids received).
- where specifications cannot be drawn up with sufficient
precision. This will normally only apply in cases where
the organisation is requesting bids that will require a high
degree of creative input from the supplier or there is considerable
uncertainty about the deliverables.
- where the works involved are purely for Research, Experiment or
The contract is advertised in the OJEU and
anyone that indicates an interest must be sent the Tender documents
and invited to submit their bid. This is considered to be the most
transparent and fair contracting route but can be highly resource
intensive since, depending on the nature of the contract, hundreds
of bidders may have to be invited to tender.
An advertisement is placed for 'expressions of
interest' whereby potential tenderers are invited to submit details
of their organisation. The details normally required include three
years of accounts, information regarding your structure, technical
ability and capacity. Submissions are then analysed and a shortlist
of the most suitable tenderers is produced. Organisations on this
shortlist will then be invited to submit their bids in line with
the tender documents.
The Consolidated Directive, (2004/18/EC) introduced at the end
of January 2006 allowed the use of electronic means to issue
contract notices and also to issue and receive tenders.
BTP utilizes the MyTenders system for issuing
contract notices electronically.
This is a very brief overview of a complex area; for further
information visit Crown Commercial
Service for a public sector national
procurement portal, or the online version of the TED (Tenders Electronic