A recent Procurement Policy Note (PPN) published by the Crown Commercial Service (Action Note 01/18) introduces new obligations on certain public sector purchasers to encourage further visibility in supply chain contracting. In short, prime contractors may have to advertise their sub-contract opportunities valued at £25,000 or above on the Government's 'Contracts Finder' website.
From 1 May 2018, 'in Scope Organisations' (i.e. Central Government Departments, their Executive Agencies and Non Departmental Public Bodies) must update their terms and conditions of contract with prime contractors to include the following obligations:
However, such obligations only apply to public contracts with a value of £5 million or more per annum and only need to be factored into procurements which commence on or after 1 May 2018. The PPN includes standard clauses for incorporating the above requirements. The Crown Commercial Service has also published a suggested reporting template (a copy of which can be found here).
What is the key driver behind this?
The Government wishes to increase visibility of supply chain opportunities, primarily to assist SMEs and VCSE's in bidding for public sector work. The Contracts Finder website aims to be a 'one stop shop' for those seeking public sector opportunities and facilitate easier access to public sector opportunities. According to the PPN, 63% of the 25,000 entities registered with the website are SMEs.
Are there any exceptions?
Yes. Firstly, there is no requirement to include the above requirements where subcontracts were arranged or existed prior to the award of the contract, i.e. when a prime contractor has established its supply chain as part of the tender process.
There are also other exceptions including:
The PPN also recognises that the relevance and proportionality of the above obligations should be considered in advance of any procurement process. In short, this means that in-scope organisations have the ability to increase the £25,000 threshold up to a maximum of £100,000, if they consider the minimum threshold of £25,000 to be 'overly burdensome' to suppliers on a particular procurement. For example, where feedback from suppliers during a procurement process strongly indicates that these requirements will be particularly onerous. At this point, in-scope organisations may need to increase the minimum threshold and we would advise that the justification for this is documented as part of the audit trail.
What does this mean for contracting authorities?
What does this mean for prime contractors?
Can we help?
We are happy to assist both contracting authorities and prime contractors in ensuring adherence to the above requirements (including updating terms and conditions of contract, factoring in the above requirements into the procurement process and/or assisting prime contractors to undertake sub-contractor procurements). Contact one of our Procurement team who would be pleased to discuss how we may be able to provide support.