Procurement

Procurement role and scope

Fire and Rescue Authorities have a duty under Section 3 of the Local Government Act 1999 to secure ‘best value’, having full regard to a combination of economy, efficiency and effectiveness.

LFRS is committed to undertaking all procurement activities in a manner which promotes best value through quality and efficiency, managing supplier relationships and supporting business development, including SME engagement. It procures a wide range of goods and services such as IT, estate, operational equipment, vehicles, uniforms, PPE, training and consultancy.

Collaboration

Our Procurement Department works closely with four other North West Fire and Rescue Authorities (Cheshire, Cumbria, Greater Manchester and Merseyside) to collaborate on procurement activity.

LFRS also collaborates with other emergency services, local authorities and other public bodies when it is advantageous to do so.

Existing collaborative public sector Framework Agreements are considered and utilised where appropriate.

Governance

LFRS has a Procurement Strategy 2024-27 which defines the role of the Procurement function in the delivery of LFRS’s commitment to providing the best value for money. This document identifies procurement’s priorities aligning with local, regional and national procurement policy and the critical actions required to deliver the strategy.

As a public sector organisation, we ensure procurement activity is transparent, fair and equal. The Authority has a duty to comply with the Procurement Act 2023 (PA2023) as well as internal procedures detailed within the Contract Standing Orders

Routes to market

Under the Procurement Act 2023 (PA23) the procurement thresholds determine the route to market and the regulations that must be followed. The Procurement Thresholds are based on the Government Procurement Agreement (GPA);

The routes to market under PA23 are:

• Open procedure

• Competitive Flexible Procedure

• Dynamic Markets

• Open Frameworks

Route to market is determined by the estimated contract value i.e. “Above Threshold” (Covered Procurements / Public Contracts) or “Below Threshold.”

The Procurement Thresholds (inc. VAT) are detailed below:

Goods or Services

• £0-£30,000 one written quote

• £30,001 – £100,000 a minimum of three quotes must be sought, this may also be requested via the e-procurement portal

• £100,001- £207,720 open tender via the e-procurement portal and advertised on the central digital platform

• Over £207,720 above threshold tender via the e-procurement portal and advertised on the central digital platform

Works

• £0-£50,000 one written quote

• £50,001 – £5,193,000 a minimum of three quotes must be sought, this may also be requested via the e-procurement portal

• Over £5,193,000 above threshold tender via the e-procurement portal and advertised on the central digital platform

Contract opportunities

LFRS use where appropriate a web-based e-procurement platform for all purchases over a value of £30,000 including VAT.

For our e-procurement portal please follow link The Chest: North West Procurement Portal. To take part in any exercise and to be able to express an interest in a contract opportunity, you must first register on ProContract by supplying your details and the company you work for. You can register by using the following link: Supplier registration.

Please note that there is no charge to register but the registration process must be fully completed to allow the system to alert you of potential tender opportunities. Suppliers must ensure their contact details are kept up to date to receive alerts.

Once registered, suppliers can browse through the contract register for free and express an interest to participate in the advertised opportunities.

Social value

The Social Value Act 2012 states that all public bodies must consider how what they are proposing to buy might improve economic, social and environmental wellbeing. This includes promoting innovation, employment and social inclusion, protection of the environment, energy efficiency, and combating climate change. 

LFRS is committed to ensuring social value and sustainable use of resources is embedded throughout the procurement process from commissioning to contract management and outcomes measurement. We hope that this will increase opportunities for small and medium sized organisations, giving them the opportunity to demonstrate the full extent of the value they could add to the local community. 

Modern slavery and procurement

LFRS is committed to eliminating modern slavery in our supply chains and sub-contracting arrangements, both during the procurement and contract management phases. 

In applying this overall proportionate approach, LFRS is aiming to ensure that barriers to participating in new procurements are not created and unnecessary burdens are not placed on SMEs and VCSEs when assessing risks in existing contracts. 

For more information please see our statement

Modern Slavery and Human Trafficking Statement | Lancashire Fire and Rescue Service

Contract management

All contracts are managed in accordance with Lancashire Fire and Rescue Services Contract Standing Orders, internal policies and procedures.

Standard terms and conditions

This document outlines the standard terms and conditions for the supply of goods and/or services by Lancashire Combined Fire Authority for purchase orders.

Standard Terms and Conditions for Goods and/or Services Subject to a Purchase Order | Lancashire Fire and Rescue Service

Purchase orders and invoice queries

Suppliers must have a valid purchase order (PO) before providing goods or services. To avoid delay in payment the invoice must be legally compliant and include the relevant PO number.

More information can be found on Financial Regulations | Lancashire Fire and Rescue Service