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.

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 Crown Commercial Service and the London Universities Purchasing Consortium (LUPC).

Tenders and contracts

Details of tender invitations issued and contracts awarded for procurements over £10,000 since January 2011 can be found on Contracts Finder. This is in line with the government’s commitment to greater transparency. Contracts Finder is a free service for businesses, government buyers and the public and provides:

  • live contract opportunities
  • closed tender documentation
  • contract awards and contract documents

Suppliers and those organisations looking to bid for contracts from The National Archives should be aware that, if they are awarded a new contract, the resulting contract will be published. In some circumstances, limited redactions will be made to some contracts before they are published in order to comply with existing law and for the protection of national security. Some of our contracts require suppliers to sign a non-disclosure agreement.

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.

For more information visit Contracts Finder, 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 10 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.

VAT number

The National Archives’ UK VAT number is GD182.

The National Archives’ EU VAT number is GB 888 818 251.

Contact us

Email the Procurement department for further information.

Contract terms and conditions

The National Archives follows Cabinet Office guidance on contract terms. Read their standard terms and conditions for both goods and services.