Information for our suppliers
Our procurement of goods and services aims to:
- obtain maximum value for money in contracting for the goods and services that enable us to deliver our business objectives. 'Value for money' means the optimal combination of costs, service delivery and quality
- enhance the competitiveness of the supply base
As a public sector organisation, The National Archives operates within a regulatory regime and its procurement activities comply with UK procurement policies, government accounting and European Public Procurement Regulations.
We follow the Office of Government Commerce's code of good practice for customers and suppliers. Your attention is drawn to The National Archives' policies on confidential reporting and fraud:
Confidential reporting policy (PDF, 0.17Mb)
Fraud policy (PDF, 0.54Mb)
As well as setting up our own contracts, we use framework contracts set up by other government departments that have already been through the competition and tender process. We also use framework agreements set up by Buying Solutions and the London Universities Purchasing Consortium (LUPC).
Transparency
Government has set out the need for greater transparency across its operations to enable the public to hold public bodies to account. This includes commitments relating to public expenditure, intended to help achieve better value for money. As part of the transparency agenda, government has made particular commitments with regard to procurement and contracting.
Small and medium enterprises
The National Archives recognises the important role played by small and medium enterprises (SMEs) in meeting business needs. Value for money is the only deciding factor when we award contracts competitively, so we strongly encourage SMEs to bid for the contracts they believe they could fulfil. We suggest you visit Business Link, which allows all types of business - including small businesses, start-up companies and social enterprises - to search and view lower-value government contracts and promote themselves to the UK public sector.Prompt payment
The National Archives aims to reduce invoice payment times to ten working days. All valid goods and services invoices are paid as soon as they have been authorised by the officials responsible for the contract.
We are applying this policy to all suppliers of goods and services but will not be changing our existing contractual terms and conditions.
Environment
In line with government policy and guidelines from the Department for the Environment, Food and Rural Affairs, The National Archives is committed to integrating relevant sustainable development issues into its procurement processes. Guidance is available at defra.gov.uk/sustainable/government
Contact us
The Procurement department can be contacted at procurement@nationalarchives.gsi.gov.uk
Contract terms and conditions
These documents set out the obligations and rights of both parties, associated with payment and invoicing, revision of charges, default by the contractor and termination of the contract.
Tender instructions (PDF, 0.04Mb)
Standard terms and conditions of contract for services (PDF, 0.26Mb)
Standard terms and conditions of contract for goods (PDF, 0.27Mb)
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