Procurement at Home Office

Details of Home Office purchasing arrangements and information for those looking to become a supplier or contractor.

The Home Office conducts its business in a fair, open and transparent manner. It deals with a multitude of local, national or global organisations - from those with just a few employees to those with many thousands.

All our contracts are awarded by competition between potential suppliers, unless there are compelling reasons why competition cannot be used.

Where required, contracts in the relevant categories are advertised on the Official Journal of the European Union’s TED (tenders electronic daily) website in line with our obligation under the EU Procurement Directives. In some cases we also issue Prior Information Notices (PINs), which describe contracts that will be formally advertised in the near future.

How to become a supplier

Opportunities to become a regular supplier can be found by:

  • visiting the Contracts Finder website
  • looking for opportunities to tender on TED, where all government opportunities to tender that are over limits set by EU directives are listed

The Home Office contracts with its suppliers on its standard terms and conditions, which apply to all purchase orders unless alternative terms and conditions are specified.

Transparency in procurement

Details of our tender and contract documents over £10,000 can be found on the Contracts Finder website.

Improving opportunities for small and medium-sized enterprises (SMEs)

The government recognises the important role of SMEs in delivering UK economic growth and prosperity. In March 2011, the government set a new target to award 25% of spend with third-party suppliers to SMEs by March 2015.

The Home Office is committed to supporting this target. We encourage SMEs to bid for departmental business 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).

Over the next 3 years we plan to restructure our ICT requirements to implement the Government ICT agenda and to create direct and indirect opportunities for SMEs.

For a pipeline of our forthcoming IT contracts with direct or indirect SME potential, please refer to our major ICT procurement pipeline.

To find out if you qualify as an SME, you can read the definition on the European Commission website.

If you have any further questions regarding SMEs they can be directed to us through our dedicated SME enquiries mailbox.

SME case studies

Download the small and medium sized enterprises - Home Office actions and case studies.

Read examples of how the government has made it more fair for small businesses to compete for government contracts.

Sustainable procurement

The Home Office is committed to practising sustainable procurement to drive value for money whilst minimising environmental damage and waste.

We use our procurement and contract management activities to drive sustainable behaviour. More information is available on our energy use page.

Since July 2012 we have been promoting Government Buying Standards (GBS) among buyers and commercial managers and have inserted a corporate social responsibility (CSR) clause within our standard long-form terms and conditions. This includes a requirement for suppliers to comply with current GBS for the provision of commodity goods and services and to conduct an annual self-assessment of their CSR policy.

The Home Office measures sustainability performance through an online self assessment questionnaire called “CAESER”, which suppliers complete with details of their approach to the key themes of CSR:

  • environmental
  • socio-economic
  • equality and diversity

On completion, suppliers receive recommendations on further improvements and the Home Office receives ratings against compliance, and highlights areas of risk and opportunity.

Information assurance

The Home Office places information security as one of its highest priorities. We report annually to Cabinet Office on the department’s information maturity and this includes information shared with third party suppliers.

For this purpose, the Home Office uses an online self assessment questionnaire called ‘HADRIAN’, which suppliers complete about the maturity of policies, systems and controls when handling sensitive Home Office data.

Sensitive data is personal or protectively marked data.

On completion, suppliers receive recommendations on further improvements and the Home Office receives ratings against compliance.

eSourcing

The Home Office uses the GPS eSourcing Portal, which provides a suite of collaborative, web-based tools that enable our procurement professionals and suppliers to conduct the strategic activities of the procurement lifecycle over the internet.

It provides an efficient, simple, security accredited, EU compliant means for managing tendering activities, reducing the time and effort required for both buyers and suppliers.

The eSourcing portal enables users to:

  • register and express an interest in a procurement opportunity
  • participate in tendering activities, downloading, completing and submitting proposals

If you want to know more details about eSourcing, please visit the GPS ‘Respond To A Tender’ webpage.

Prompt Payment

We consistently hit the Government’s target to pay 80% of undisputed invoices within 5 days. We pay all compliant goods and services invoices as soon as they have been authorised by the Home Office officials responsible for the contract and we also require prime contractors to pay their sub-contractors within 30 days, through the inclusion of a contractual condition in the prime contract.

Invoicing the Home Office

All invoices must include the Home Office purchase order number and be sent to:

Home Office Shared Services
HO Box 5015
Newport
Gwent
NP20 9BB

Any suppliers asked to supply to the Home Office will be given a formal purchase order. Suppliers should not provide goods or services unless a valid purchase order has been received or an alternative method has been formally agreed.

Contact us

If you have any procurement-related questions or would like further information on any aspect of the work we do please feel free to contact us directly by emailing Home Office Commercial.

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