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.
Visit our eTendering portal for all Met Office tender activities; please use the appropriate link below.
>> First-time user registration
>> Latest tender opportunity search
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.
| Recently
awarded contracts |
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| List of recently awarded contracts (PDF, 13 kb) |
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.
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 <£20,000)
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.
Government Procurement Card
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.
Government catalogues
The Met Office takes full advantage of Government-negotiated agreements, and places contracts through Catalist, and OGCbuying.solutions.
Framework agreements
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.
Standard contracts
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 £20-90,000 (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 over £90,000.00 (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.
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 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:
- 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 suggest suppliers using:
- recommendations from other public sector/international organisations;
- specialist publications/journals;
- exhibitions;
- precedent purchases;
- direct approaches and introductions.
The Met Office holds ISO 9001-2000 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:
- 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.
Contact us
procurement.enquiries@metoffice.gov.uk
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