How the Met Office operates – procuring goods, services and works
The Met Office buys a wide range of products and services. These include observational equipment, IT hardware and software, Industrial gases, workshop facilities and training services.
eTendering Portal
We are now using an eTendering portal for all tender activities; this portal will allow you to register, search for opportunities, and make expressions of interest.
| Recently
awarded contracts |
|---|
| List of recently awarded contracts (PDF, 13 kb) |
Expressions of interest are requested for the following requirements, some advertised in the Official Journal of the European Union.
| Current
requirements |
|
|---|---|
| Requirement | Closing date |
| No current requirements |
PDFs require Adobe Reader 7.0 or later
Headquarters building, Exeter
All facilities management services for our HQ building in Exeter are provided by GSL.
For example:
- building and plant and grounds maintenance;
- catering, cleaning;
- conference and events management;
- mail handling and stationery;
- reception;
- sports and leisure.
For more information please contact GSL by e-mail: peter.tierney@gslglobal.com.
The process
There are a number of methods used by the Met Office to purchase products or services. The method used depends on the contract value, type of product/service, complexity and duration.
Low value purchases (current threshold <£10,000)
A simple order form with terms and conditions printed on the reverse. Suppliers are usually approached for a quotation (without commitment) prior to order placement. Different conditions apply for services and for goods.
Government Procurement Card
The Purchasing team and selected key purchasers throughout the organisation hold a Government Procurement Visa Card. The card is primarily used for e-commerce but can be used for other types of purchase, e.g. booking training courses. A VAT invoice is required unless the supplier is VAT-enabled.
Government catalogues
The Met Office takes full advantage of Government-negotiated agreements, and places contracts through GCat, and OGCbuying.solutions.
Framework agreements
A framework agreement is an arrangement where terms and conditions are agreed with a provider which allow call-offs to be made. One is usually made following a competitive tender action.
Standard contracts
Contracts are set up following either desktop competition (a number of quotations obtained via fax or e-mail); single tender or a full competitive tender exercise. All contracts >£10,000 (budgetary estimate) are awarded using one of these routes.
EU Procurement Directives
The Met Office must observe the requirements laid down under the European Union Procurement Directives for all potential contracts >£99,695.00 (budgetary estimate). This usually involves an advert in the European Journal inviting Expressions of Interest. All requirements placed in the European Journal are published on the Met Office web site. More information is available at OJEC.com and BiP Solutions.
Competitive tender
It is widely acknowledged in the public sector that the best way to obtain 'value for money' is via competition. There is a common misconception that 'value for money' equates to 'the cheapest'. The Met Office looks for quality products and services, as well as competitive prices.
Three or more companies are invited to tender for work. The tender documentation usually comprises:
- a covering letter specifying the documents that form the tender and what information the supplier must provide with their response;
- a form (Metform 47) which sets out the terms of reference for public sector tendering and how tenders must be submitted;
- a specification/statement of requirement;
- pricing document/matrix;
- Conditions of Contract;
- key contacts and addresses.
More about how the government buys — frequent questions
Suppliers
The Met Office does not retain a list of preferred suppliers. Specialists throughout the Met Office nominate suppliers using:
- recommendations from other public sector/international organisations;
- specialist publications/journals;
- exhibitions;
- precedent purchases;
- direct approaches and introductions.
The Met Office holds ISO 9001 accreditation and, wherever practical, requires that its suppliers also hold such accreditation.
The Met Office is actively pursing accreditation to ISO 14001 and will increasingly look for environmentally aware suppliers.
The Met Office's purchasing team works with staff to:
- provide expert advice on purchasing strategy;
- review legal issues surrounding contracts;
- ensure compliance with all EU and English legislation;
- implement best practice as required by the Office of Government Commerce;
- ensure the fair and equitable treatment of suppliers;
- prepare all necessary tender and contract documentation;
- ensure that value for money is obtained;
- highlight 'whole life' and environmental issues and areas of risk.
Note: 'whole life' can be defined as the total cost of owning a product; from its purchase, running costs and maintenance, to ultimate disposal.