Commercial and Procurement FAQs

1. Where do we advertise tenders?

2. We are only a small organisation so do we need to take part in tender exercises?

3. If we missed a relevant tender, can we still work with BTP?

4. How do we get paid or what do we do if we are having trouble receiving payments?

5. What is eProcurement?

6. What other efficient procurement initiatives does BTP currently use or intend to use?

7. How does BTP ensure its suppliers comply with their diversity policy?

8. How does the Freedom of Information Act affect business with BTP?

1. Where do we advertise tenders?

For tenders above the EU threshold value, we advertise in the Office Journal of the European Union via electronic contract notice on the MyTenders website.

2. We are only a small organisation so do we need to take part in tender exercises?

Any organisation wishing to become a supplier to us (for goods or services relating to any advertised contract), regardless of size, must take part in the competitive tender process.

3. If we missed a relevant tender, can we still work with BTP?

Once the contract has been awarded we have an obligation to utilise it. You may register your interest in supplying the Force when the contract is re-tendered.

4. How do we get paid or what do we do if we are having trouble receiving payments?

We aim to pay all sums, in accordance with contract terms which are normally within thirty days from receipt of valid invoice. We have implemented a policy requiring the purchase order (PO) number to be quoted on all invoices submitted by suppliers.

Suppliers having trouble receiving payment should make contact with the person who instigated the work and/or the appropriate BTP Area Finance Department.
For POs received from FHQ, contact the FHQ Transaction Team within the Finance Department. Refer to Accounts Payable within BTP Contact Us.

5. What is eProcurement?

The term eProcurement covers a vast range of activities designed to make the whole procurement process from tendering activity through ordering to receipt of goods/services and payment of invoices much more efficient than traditional paper based systems. We currently uses an eProcurement system for the management of POs.

6. What other efficient procurement initiatives does BTP currently use or intend to use?

In addition to BTP tendered and agreed contracts, we also use other framework agreements and initiatives from other sources where appropriate. These can be from:

  • The Crown Commercial Service (CCS) has a public sector national procurement portal. The portal contains information of over 500,000 products and services through 600 suppliers in adopting Centralised Procurement as an Efficiency and Reform Group (ERG) led initiative.
  • The National Police Chiefs’ Council (NPCC)
  • Department for Transport Group Procurement Function strategic plan.
  • Bluelight Procurement Database website is a collaborative incentive between Police Forces and Fire and Rescue Services. The site provides a central point of reference where contracts exist and are displayed for the participating Authorities.
  • Regional purchasing organisations, ESPO, YPO, NEPO, Pro5


BTP uses the Government Procurement Card scheme for appropriate purchases.

7. How does BTP ensure its suppliers comply with their diversity policy?

Each competitive tender submission is evaluated to take all of the relevant issues into account. We take the issue of equality and diversity very seriously and includes compliance with the Race Relations (Amendment) Act 2000, Employment Equality: Religion or Belief and Sexual Orientation Regulations 2003, Employment Equality Regulations (Age) Act 2006, the Sex Discrimination Act 1986, the Disability Discrimination Act 2005 and the Equal Pay Act 1970, as amended 1983, as part of its standard Terms and Conditions.

8. How does the Freedom of Information Act affect business with BTP?

The Freedom of Information Act 2000 became statute on 01 January 2005. This gives people the general right of access to information held by or on behalf of public authorities in England, Wales and Northern Ireland, thereby promoting a culture of openness and accountability across the public sector. Potential suppliers must be aware that information that they provide to us as part of a tender submission may be made available to the public (this potentially includes their competitors). Certain types of information can be excluded from publication under the terms of the Act. Should a tenderer believe exemptions apply to any information provided at the time of Tender it should be identified as part of the Tender process.