Scope
Reference
2040
Description
The Authority is tendering for the supply of a Fully Managed Service for the Provision of Uniform to the MPS, with a suitably capable Tenderer, to award a contract via the Competitive Flexible procedure. The Authority is seeking through this tendering process to establish a Framework Agreement that includes the ability for other Home Office forces, British Transport Police, City of London Police, Civil Nuclear Constabulary, Border Force and Home Office, to call-off either a fully managed service or products from the chosen Supplier.
It is the intention of the Authority to contract for an initial term of 7 years and a unilateral option of the Authority to extend for further periods up to a maximum of 3 years.
The Authority is looking to secure an agile uniform service that is responsive to customer needs and offers quality products, at the right time and at the right cost.
The requirement is for a fully managed service to source and supply uniform and equipment under the below service lines;
Storage & Distribution
Distributions to multiple locations across the MPS estate (and wider UK for other framework customers)
On time delivery and demand forecasting
Secure warehousing with inventory management
Emergency Supply Chain response mechanisms
Life cycle management
Technology
Accessible, user-friendly systems for automated ordering & stock control
Product Development
Continuous improvement of uniforms, materials & design
Sustainability & innovation
Stakeholder collaboration
Customer Service
Effective management of customer service, stock and products.
Online self-service portal (accessible on mobile devices)
Item tracking
Fittings & Alterations
On site facility for fittings & bespoke orders
Capacity to measure circa 1,000 individuals a month
Short notice fittings for circa 3,000 new recruits per annum
Insight
Data-driven forecasting & inventory optimisation
Performance reporting & trend analysis
Supply Chain
Continuous monitoring of supply chain efficiency, adapting to fluctuating demands
Effective supply chain
Value for money
Uniform and Equipment required by the Authority falls into the following categories :
Clothing - Outerwear & Hi -Vis, Coveralls, Jackets & Fleeces, Trouser, Skirts & Shorts, Leathers, Shirts / Neckwear, Hats & Caps, Badges / Insignia & Epaulettes
Consumables - Packing
Footwear - Safety & Non-Safety
Headwear - Hats & Caps, Helmets, Balaclavas & snoods
Gloves - Leather & Ceremonial, Disposable, Public Order Cut Resistant
Personal Protection - PPE
Operational Equipment & Carriage - Body Armour, Pouches & Belts, Batons, Cuffs & Restraints, Miscellaneous
Orders for 2024 ranged between 43,000 and 85,000 per month.
Border Force, the City of London Police, and British Transport Police utilise the current framework, with a collective annual spend of approximately £9.5 million and 15,000 units of Uniform and Equipment dispatched. Products purchased include batons, body armour, boots, fleece jackets, handcuffs, hats, helmets, jackets, shirts, trousers, and waterproof coats.
Commercial tool
Establishes a framework
Total value (estimated)
- £500,000,000 excluding VAT
- £600,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2027 to 31 March 2034
- Possible extension to 31 March 2037
- 10 years
Description of possible extension:
Multiple extension periods of up to 36 months at the Authorities discretion
Main procurement category
Goods
CPV classifications
- 18000000 - Clothing, footwear, luggage articles and accessories
- 35200000 - Police equipment
- 35811200 - Police uniforms
- 35815000 - Garments for anti-ballistic protection
Contract locations
- UK - United Kingdom
Justification for not using lots
In accordance with section 18 (2) of the Act, the duty to consider dividing this requirement into lots have been considered. However, after thorough evaluation, It has been determined that a fully managed service approach is the most suitable and cost-effective option. This decision aligns with authority requirements and supports the view offered by the market during pre-market engagement
In accordance with section 18 (3) of the Act, the decision not to divide the contract into lots was based on the following justifications:
Efficiency & Cost-Effectiveness
A fully managed service reduces administrative burden on the contracting authority, eliminating the need for complex contract management across multiple suppliers.
Multiple lots would increase procurement and oversight costs.
The economies of scale achieved through a single supplier would allow better pricing, efficiencies and opportunities long term cost reduction.
Supplier Market Feedback
Supplier engagement results indicated that a fully managed service was the preferred and most attractive option.
Lots could limit competition as suppliers may not bid on smaller, less commercially viable lots.
Quality Assurance & Standardisation
A single contract ensures uniformity in design, quality and service delivery, reducing the risk of inconsistencies.
A single point of accountability simplifies quality control, dispute resolution and contract management.
Framework
Maximum number of suppliers
Unlimited
Maximum percentage fee charged to suppliers
1%
Further information about fees
1% Framework management fee will be added for any supplementary Police Force Call off contracts
Framework operation description
Pricing will be set through the Competitive Flexible Procedure. The award of contract will be determined via the most advantageous tender.
Award method when using the framework
Without competition
Contracting authorities that may use the framework
All Home Office Police Forces, British Transport Police, Border Force , Civil Nuclear Constabulary, City of London Police and Home Office.
Contracting authority location restrictions
- UK - United Kingdom
Submission
Enquiry deadline
28 March 2025, 11:59pm
Submission type
Requests to participate
Deadline for requests to participate
7 April 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Suppliers to be invited to tender
Maximum 4 suppliers
Selection criteria:
Assessment Methodology for the Conditions of Participation assessed via the Procurement Specific Questionnaire.The Assessment Methodology includes both pass/fail and scored questions. Tenders must meet all pass/fail requirements, to be considered for further evaluation.The Technical Conditions of Participation are the following:Previous experience of:• Delivering large scale end to end managed service(s)• Managing large and complex supply chains• Delivering innovation to customers through product developmentAll responses to Technical Conditions of Participation will be evaluated and scored using the following marking schemeTable 1fMARKING SCHEME GRADE % OF MARKSCandidate provides a response of a high standard that provides a high level of confidence that the candidate meets the requirements 4 100%Candidate provides a response of a mid to high standard that provides a mid-level of confidence that the candidate meets the requirements 3 75Candidate provides a response of a low to mid standard that provides a low to mid level of confidence that the candidate meets the requirements 2 50Candidate provides a response of a low standard that provides a low level of confidence that the candidate meets the requirements 1 25Candidate fails to provide a response or the response is of such a poor standard to provide no confidence that the candidate meets the requirements 0 0Each question will be assigned a weighting and this is indicated in the title of the question. The weighting that each question carries will be multiplied by each available total mark that each question has allocated to be evaluated in this section. Question 19 has been weighted at 20% of the overall available marks. A grade of 4 would score 100% of the marks and be worth 20%. A grade of 3, would score 75% of the available marks and would be worth 15%.A minimum grade of 2 is required for each section. Any bidder who fails to score at least a 2 for any one section will be disqualified from the tender.Following the scoring process, the top four highest-scoring Tenderers will be shortlisted and invited to the next stage of the procurement process. If multiple Tenderers achieve the same score in a position that affects the final ranking, they will be treated as holding the same place, which may result in more than four bidders being invited to the next stage.
Award decision date (estimated)
1 April 2026
Recurring procurement
Publication date of next tender notice (estimated): 1 April 2033
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Quality | Quality | 60% |
| Cost | Cost | 40% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
The full competitive flexible process is outlined in the Instructions to Bidders and Procurement Overview Document as part of the tender documents attached to this tender notice.
The stages will comprise:
Stage 1: Invitation to Participate
Stage 2: Invitation to submit initial tenders
Stage 3: Invitation to present and participate in dialogue [and/or negotiate]
Stage 4: Invitation to submit a final tender
Stage 5: Preferred Supplier Stage
Justification for not publishing a preliminary market engagement notice
Published under PCR 2015
Contracting authority
Metropolitan Police Service
- Public Procurement Organisation Number: PHDV-6374-MVWD
New Scotland Yard, Victoria Embankment
London
SW1A 2JL
United Kingdom
Contact name: Ria Oxford
Email: Ria.L.Oxford@met.police.uk
Website: https://metpolice.coupahost.com/quotes/requests/2040#event_details_tab
Region: UKI32 - Westminster
Organisation type: Public authority - sub-central government