Procurement at DWP
How we use external suppliers for goods and services.
What we buy
The Department for Work and Pensions (DWP) is responsible for welfare, pensions and child maintenance policy. As the UK’s biggest public service department it administers the State Pension and a range of working age, disability and ill health benefits to around 20 million claimants and customers.
As a result, we procure a varied range of goods and services including, but not limited to, Welfare to Work and Health Provision, digital goods and services, resources, estates and facility management, contact centre services and training.
Our procurement strategy
In common with other government departments, DWP procurements are conducted in line with the UK Public Contracts Regulations, The National Procurement Policy Statement and UK Cabinet Office Guidelines and Codes of Practice, including those relating to transparency, open competition, equal opportunity and ensuring value for money.
Refer to the sell goods or services to the public sector guidance for general information about tendering for public sector contracts.
The DWP Commissioning Strategy sets out the Employment Provision key themes which will define our relationship with providers and our overall approach right across the market place – from the largest programmes to smallest contracts.
Code of practice
DWP follows an ethical approach to purchasing the range of goods and services needed to meet the requirements of our customers.
We are committed to public sector best practice. In all commercial activity DWP pursues the highest standards of professionalism, ethical conduct and impartiality. Competitive processes are governed by UK legislation and conducted in accordance with the National Procurement Policy Statement.
Supplier Code of Conduct
The Supplier Code of Conduct reiterates the government’s approach to acting together with trusted suppliers to deliver better public services.
The code exists to help suppliers understand the standards and behaviours that are expected of them when working with the government, and how they can help the government deliver value for money for taxpayers.
Contract opportunities
DWP contract opportunities, including tender timetables and tender documents can be found on the Find a Tender Service. All organisations wishing to participate in procurement opportunities need to register their details on the Find a Tender service.
The Find a Tender service hosts all government procurement activity.
Guidance on how to access and register on the Find a Tender Service hosted on the Central Digital Platform (CDP) can be found here on a published FactSheet.
DWP will publish a UK1 Pipeline Notice for opportunities to support a 18 months forward look of DWP sourcing activity.
These notices can be viewed on the Find a Tender service.
DWP also uses the Cabinet Office Low Value Purchasing system. Registration is free and there is no limit on the number of suppliers who can join this Dynamic Purchasing System (DPS) marketplace.
Details on how to register your interest can be found on the Low Value Purchase System - CCS.
Flexible Support Fund Dynamic Purchasing System 2
Flexible Support Fund Dynamic Purchasing System 2 (FSF DPS 2) also known as the Flexible Support Fund (FSF) DPS supports work-focused activities for customers within JCP. This DPS vehicle will end in 2028; further information on a replacement will be shared nearer the time.
To become accredited to deliver services under FSF DPS 2 refer to the Flexible Support Fund Dynamic Purchasing System 2 (DPS) opportunity notices.
As of 1 January 2021, the internationally comparable regional geography for the UK is the International Territorial Levels (ITLs) geography.
This has replaced the Nomenclature of territorial units for statistics (NUTS) geographies for the UK that were operational when the UK was a member of the European Union. Please refer to the Office for National Statistics to see how the NUTS Code correspond to the ITL Codes at Level 1, Level 2, and Level 3.
Find out more information about how to register and apply to the FSF DPS on the DWP Flexible Support Fund Dynamic Purchasing System 2 page.
Welfare to Work Test and Learn Dynamic Purchasing System
The Welfare to Work Test and Learn Purchasing System presents opportunities for suppliers to apply for tender opportunities, with a focus on innovation and local specialist Welfare to Work support, and to support and test the development of new approaches for employment support.
Find out how to register and apply for tender opportunities through the Test and Learn Dynamic Purchasing System.
Low Value Provision opportunities
Low Value Provision (LVP) provides opportunities for relevant training that will help claimants into work, where no other suitable DWP contracted or non-contracted training is available.
To bid for and supply LVP opportunities you need to complete an online application form.
The DWP eSourcing portal
DWP uses an eSourcing Portal to electronically transact its end to end procurements and contract management, accessed via the Internet.
It provides an efficient, simple, security accredited and compliant means for managing tendering activities, reducing the time and effort required for both buyers and suppliers.
The eSourcing portal enables users to:
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register and express an interest in a procurement opportunity
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participate in tendering activities, downloading, completing and submitting proposals
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conduct in life management activities during the contract period
DWP uses an eSourcing portal provided by Atamis
You must register on the Atamis eSourcing Portal to participate in opportunities advertised through the Find a Tender Service.
All future DWP opportunities subject to Find a Tender Service publication will only be accessible through the new eSourcing Portal.
See separate information on registering on the Central Digital Platform which is now a mandatory requirement to tender for public procurement.
Procurement transparency
Transparency is a fundamental, broad-reaching aspect of the Procurement Act 2023. The need to share information, enable others to understand the decision-making process, and act with integrity are all set out in the National Procurement Policy Statement (NPPS). Transparency is embedded into every part of the procurement lifecycle, from planning to procurement, contract management and termination, by sharing information through the publication of notices.
Suppliers and those organisations looking to bid for public sector contracts should be aware that if they are awarded a new government contract, the resulting contract between the supplier and government will be published. In some circumstances, limited redactions will be made to some contracts before they are published in order to comply with existing law and for the protection of national security and personal privacy.
Spend data
Monthly data for the DWP on payments of £25,000 and above made to suppliers, grantees and other recipients is published.
Transactions may be redacted for reasons of national security or personal privacy.
The data is freely available at www.data.gov.uk.
Key performance indicators for government’s most important contracts
For contracts let under the Procurement Act 2023, DWP publishes the 3 Key performance indicators (KPIs) most material to performance of the contract obligations in the contract details notice (UK7), as well as the 3 most material to performance over the lifetime of the contract, where these are different. This is for contracts over £5 million.
DWP will also publish a Contract performance notice (UK9) against these KPIs. This notice will be published at least annually and within 30 days of supplier poor performance or breach of contract.
DWP will also publish a Contract termination notice (UK11) which will also provide detail about supplier performance against KPIs when the contract is terminated in full for poor performance.
To ensure that all performance is monitored DWP will continue to publish a list of its most important contracts showing up to 4 relevant KPIs and the performance against those KPIs.
Opportunities for small and medium enterprises
The government recognises the important role of new businesses, entrepreneurs, start-ups, small and medium enterprises (SMEs), voluntary, community and social enterprises (VCSEs) and mutuals in delivering against the government’s industrial and civil society strategies.
Where feasible, DWP also wants to trade with SMEs to support economic growth and sustainability within this important business sector.
In the DWP, we support and encourage a diverse range of suppliers to bid for departmental contracts, and we monitor the level of business SMEs receive from us directly (by winning contracts) or indirectly (by winning contracts with prime contractors or further down supply chains).
The Small Business Hub provides support for SMEs on bidding for government contracts.
Find out more about bidding for government contracts.
Crown Representative for SMEs and VCSEs
In addition to the Crown Representatives for government’s strategic suppliers, there is a Crown Representative whose focus is removing barriers to SMEs across government.
There is also a Crown Representative who champions the role that VCSEs can play in delivering public services. VCSEs: A guide to working with government provides support for VCSEs on bidding for government contracts.
DWP will take all steps it can to welcome and facilitate bids from these sectors either directly or as part of a group.
DUNS number
DUNS are a globally recognised way of identifying suppliers. A unique DUNS number is required by all government departments.
To improve the experience of dealing with DWP and in support of on-boarding new suppliers, DWP requires all suppliers to provide their DUNS number.
If you don’t have a DUNS number you can use this form to get your Dun & Bradstreet (D-U-N-S) number. This is a free process and should take no more than 5 to 10 minutes.
The DUNS number ensures DWP maintain a consistent and standardised database of suppliers that are being transacted with. This requirement also supports DWP’s commitment to the government digital agenda.
Terms and conditions
DWP uses the model Cabinet Office set of contracts according to complexity and value, to ensure proportionality and remove barriers to SMEs or VCSEs in bidding for contracts.
Government Standard Contracts for Procurement - GOV.UK
Suppliers should always refer to the specific terms and conditions issued as part of a procurement tender exercise.
The DWP general terms and conditions (PS1 and PS2) are applied to low value and low risk requirements below £10,000.
The Public Sector Contract (PSC) core terms and conditions are used for contracts called off the Crown Commercial Service (CSS) Framework agreements. The core terms are CCS’s standard commercial terms. They govern the supplier’s relationship with CCS and every buyer who has a call-off contract. These opportunities are advertised through existing CCS framework agreements. You would need to be accepted onto the framework to hear about them. To access these agreements, you need to register on the CCS eSourcing tool.
Diversity and equality
All contractors and sub-contractors must be aware of DWP’s commitment to Equality and Diversity including the Public Sector Equality Duty (PSED).
The Public Sector Equality Duty applies across Great Britain to public bodies listed in Schedule 19 to the Equality Act 2010 and to other organisations when they are carrying out public functions. This will mean for DWP that those organisations which carry out and provide services on our behalf are required to comply with the legislation.
Find out more about DWPs commitment to providing services which embrace diversity and that promote equality of opportunity.
Contractors expenses policy
DWP will reimburse necessary and reasonable business travel and accommodation costs incurred whilst undertaking duties on behalf of DWP and delivering requirements to DWP, where this is agreed as part of the contractual terms.
Find out about DWP policy on expenses for business travel and accommodation for Contractors, Interim Managers and Consultants.
Welfare to Work - DWP Employment Category provider guidance
The DWP Employment Category provider guidance gives information about the role of organisations contracted to deliver Welfare to Work provision for DWP.
The Provider Referrals and Payments system (PRaP) enables secure, automated exchanges of information about customers referred to providers, and payments from DWP to Prime Providers. All Welfare to Work contracted provision is supported by PRaP.
Prompt payment to suppliers
DWP recognises that regular cashflow is important for suppliers to effectively deliver the terms of their contracts and are fully supportive of the central government requirement for departments to pay 90% of undisputed invoices within 5 days. Suppliers need to be aware of the correct procedures involved to achieve this.
DWP operates a ‘No Purchase Order, No Pay’ policy, which applies to suppliers and contractors who provide goods, services and works to the department.
This explains:
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why DWP has introduced this policy
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who the policy covers
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how DWP will provide purchase orders
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what to include in an invoice
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when you’ll be paid
Invoices without purchase orders will not be paid.
Full details and guidance can be found on the DWP procurement: No purchase order, no pay policy page.
Prompt payment to sub-contractors
Where the supplier lets a subcontract in connection with a DWP contract, they must include similar prompt payment terms to the above in respect of payments to the subcontractor. Suppliers are now required to pay the sub-contractor invoices within 45 days.
Concerns from suppliers on the late payment of valid and undisputed invoices can be made to the DWP Contract Manager or the Public Procurement Review Service.
Read the prompt payment data for DWP.
Data protection and information security
DWP takes data protection and information security very seriously and is required to give assurance that personal data is being appropriately protected throughout its supply chain.
Read about data protection and information security for DWP suppliers and contractors.
Sustainable procurement
Sustainable procurement is a process whereby organisations meet their needs for goods, services, works and utilities in a way that achieves value for money and generates benefits not only to DWP, but also to society and the economy too, while minimising damage to the environment.
DWP is committed to supporting sustainable procurement.
Bidders for our major contracts (current threshold £5 million) now have to demonstrate they have Carbon Reduction Plans in place to achieve the government target of achieving Net Zero by 2050.
Contracts may also contain the requirement for our suppliers to develop a Sustainable Development Plan to demonstrate commitment to overarching sustainably requirements during the life of the contract.
To support its aims the department seeks to minimise its own environmental impact and reports its progress against targets on the Greening Government Commitments (GGC) page.
Government Buying Standards
DWP adheres to the National Procurement Policy Statement and all internal DWP policies will be updated in line with the current national policies.
The Government Buying Standards (GBS) are a set of sustainable specifications for a range of commonly purchased products. Read the latest information about how DWP and its suppliers are responding to the GBS.
Commercial complaints process
If you are making a complaint regarding our competitive processes, provide as much detail as you can.
We are fully committed to maintaining confidentiality and will take appropriate measures to ensure it. If you are currently involved in tendering for work with DWP you can be assured that your comments will not be allowed to prejudice the fair treatment of your tender.
How to complain
Make your complaint in writing to the procurement manager shown in the tender documentation.
What happens when I make a complaint?
We will take seriously any complaint and undertake appropriate investigations. Where mistakes have been made, we will take suitable corrective action and put in place any necessary remedial measures to prevent any future incidences.
Public Procurement Review Service
Concerns from suppliers (and potential suppliers) about public procurement practice and the late payment of valid and undisputed invoices can also be made to the Procurement Review Unit (PRU) which will have responsibility for oversight of the new Procurement Act 2023.