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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.
Our Sustainable Procurement policy (PDF, 86 kB)
Visit our eTendering portal for all Met Office tender activities; please use the appropriate link below.
The Met Office will be using the portal for all its tenders, the system allows suppliers to search for opportunities, make expressions of interest and download tender documents instantaneously.
A list of recently awarded contracts is available via the above eTendering Portal.
All facilities management services for our HQ building in Exeter are provided by G4S.
For more information, please contact G4S by e-mail: email@example.com.
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.
A simple purchase 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, goods and works.
The Procurement team and selected key purchasers throughout the organisation hold Government Procurement Visa Cards. The cards are 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.
A framework agreement is an arrangement where terms and conditions and often pricing are agreed with a supplier for a set period, which then allows orders to be placed quickly without a full tender being completed. A tender exercise is undertaken to set the Framework up in the first instance.
Contracts are set up following either desktop competition (a number of quotations obtained via fax or e-mail); single tender (only in exceptional circumstances) or a full competitive tender exercise. All contracts between £20,000 and £90,000 (budgetary estimate) are awarded using one of these routes.
The Met Office must observe the requirements laid down under the European Union Procurement Directives for all potential contracts over £90,000 (budgetary estimate). This involves placing an advert in the European Journal inviting Expressions of Interest. All requirements placed in the European Journal are also published on the Met Office eTendering portal. More information is available at OJEC.com.
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 of products and services, as well as competitive prices.
Ideally four or more companies are invited to tender for work. The tender document usually comprises:
The Met Office does not retain a list of preferred suppliers. Specialists throughout the Met Office suggest suppliers using:
The Met Office holds ISO 9001-2000 accreditation and, wherever practical, requires that its suppliers also hold such accreditation.
The Met Office also holds ISO 14001-2004 and will increasingly look for environmentally aware suppliers.
The Met Office's procurement team works with staff to:
Note: 'whole life' can be defined as the total cost of owning a product; from its purchase, running costs and maintenance, to ultimate disposal.
The Met Office aims to reduce invoice payment times to 10 working days. All valid goods and services invoices received are passed for payment as soon as they have been authorised by Met Office officials responsible for the contract. We are applying this policy to all UK-based suppliers of goods and services but will not be changing our existing contractual terms and conditions.
The Met Office has also signed up to the UK Government’s Prompt Payment Code and in embracing the concept of collaborative working, as part of our agreement with them, suppliers are strongly encouraged to adhere to the principles of the code and pass on the faster-payment terms to their own suppliers.
To help the Met Office meet its aim to reduce invoice payment times to 10 working days please follow this simple guide to submitting a valid invoice.
Please ensure your invoices always:
We recommend that all invoices are e-mailed directly to firstname.lastname@example.org as this will enable more efficient, and therefore prompter, processing of your payment.
Note that we measure payment within 10 working days starting from the day on which our Purchase Ledger team receives a valid invoice. The time to pay ends when the money, paid by either BACS or CHAPS, is received in the supplier’s bank account. The Met Office no longer pays suppliers by cheque.
If you have any complaints regarding our handling of supplier invoices please submit them in writing, with a copy of the invoice(s) concerned, to:
For invoice-specific queries email us at email@example.com
For general procurement queries email us at firstname.lastname@example.org