Procurement Act 2023  - changes from 24 February 2025 

Changes to the public sector rules in relation to procurement and contract management

On 24 February 2025 new procurement legislation came into effect; making some changes to how goods, works and services are procured within the public sector. 

It’s important our suppliers are aware of the changes. You can read GOV.UK short guide for suppliers and also find out about transforming public procurement. 

How to register to tender

Suppliers need to register on the Central Digital Platform to tender so its important you do this as soon as you can. You can read the Central Digital Platform factsheet to help you with this.

Changes and training 

GOV.UK have information and guidance for suppliers about the changes including videos on the new process.  You can also join the mailing list to get regular updates.  

Go4Growth Webinars

Go4Growth are hosting events about the changes.  You can book a place at Go4Growth events.  Some events are more focused around suppliers and some are more appropriate for public sector bodies.

Our e-tendering platform - YORtender

We use YORtender  as our e-tendering system, along with 26 other contracting authorities across the Yorkshire and Humber region.

All tender and quote opportunities we issue via a formal request for quote process will require information to be submitted through this system so if you want to see the opportunities and quote for us then you should register on the system.

You can  register your details at YORtender. Please try to avoid duplicate supplier registrations wherever possible. If you've any issues during registration you can email uksupport@eu-supply.com or call 0800 840 2050 during office hours 9am to 5pm.

This supplier portal video provides instructions, including an overview, tender searching and how to participate and respond to a tender.

It is extremely important that you follow these instructions and any guidance within them to ensure you continue to access tender opportunities from Yorkshire and Humber Authorities.

Go4Growth also offer support on searching for opportunities.

How we advertise opportunities

All relevant opportunities will be advertised on YORtender. Search current opportunities.

All relevant opportunities over £25,000 will also be advertised on Find a Tender Service (FTS) Find a Tender whether they are above or below threshold.

Suppliers will have to register their organisation on the Central Digital Platform.   You can find more information on what this is and how it can be used at GOV.UK Guidance: Central Digital Platform and Publication of Information,

Higher value contracts above threshold Procurement Regulations

Contracts over certain high values are also subject to:

• advertised before 24 February 2025 -  Public Contract Regulations 2015
• advertised or awarded after 24 February 2025 - Procurement Act 2023

These directives require us to:

• advertise and award contracts via Find a Tender Service (FTS) 
• follow specified timescales and
• award contracts, either on the basis of Most Economically Advantageous (MAT); which may include price, quality and social value considerations depending on the contract

The public contract regulations apply to contracts that exceed the following amounts (as of January 2024):

The thresholds vary from time to time and have traditionally been amended every two years on 1 January.

All public sector procurement, regardless of how much is being spent, is governed by the principle of equality of treatment, non-discrimination and transparency.

Social Value Act 2012

The Public Services (Social Value Act 2012) places a duty on us to have regard to economic, social and environmental wellbeing in connection with public services contracts and for connected purposes.

The act puts a legal obligation on us to consider social value in all procurements that must comply with our own Contract Procedure Rules and the Public Sector Procurement rules applicable  and it should be considered in procurement below this threshold as good practice.

The act requires us to consider the economic, environmental and social benefits of their approaches to procurement at the pre-procurement stage and should consider the following as part of the obligations under the act:

• How what is proposed to be procured might improve the economic, social and environmental wellbeing of the 'relevant area'.
• How in conducting a procurement process it might act with a view to securing that improvement.
• Consultation prior to procurement, e.g. communities and users of services, local firms, voluntary sector and other local organisations.

You can read our social value policy for further information on how we embed social value principles and make it the duty of everyone involved in commissioning, procurement and project delivery to be responsible for the delivery of social value

Social value in the procurement process

Where applicable, we utilise the National TOMs framework for measuring and reporting social value.

The TOMs are nationally recognised and were launched by the National Social Value Task Force. The task force is sponsored by the Local Government Association (LGA).

During the competitive tendering process, bidders are asked to make commitments to provide specific social value themes, outcomes and measures (TOMs) as part of the bidding stage of tenders.

The commitment of bidders to deliver social value through the TOMs forms part of the evaluation process.

The delivery of these commitments is contract-managed to ensure the social value identified is delivered.

How we award contracts

There are three main ways in which we competitively tender contracts:

• open procedure
• competitive flexible
• frameworks or dynamic markets

Definitions of what all these terms mean can be found on the Chartered Institute of Procurement and Supply (CIPS) website.

These are well established procedures which we follow to ensure we get the best value for money. The process we follow will be determined by a range of factors, including:

• value of contract
• number of suppliers in the market
• the complexity of our requirements
• timescales

Regardless of the process followed, all bids are evaluated according to clear, pre-published criteria by a panel of experienced officers, and contracts will be awarded on the basis of value for money, which means a balance of price, quality and social value.

The Yorkshire Purchasing Organisation (YPO)

We are one of the founder members of the YPO, along with 12 other local authorities in the north of England. The YPO supplies goods and services both through its catalogue and through framework agreements where direct supply contracts are arranged.

Find out more information on becoming a supplier with YPO

Guidance for organisations who wish to bid for opporunities

Be on time

Make sure information is provided by the deadline dates. If the information does not arrive promptly, we will not be able to consider it. We must be seen to be acting fairly and transparently by giving everyone the same opportunity.

Understand what is required

The initial advert is your chance to decide whether or not your business can undertake the contract. In offering the opportunity to quote/tender we will provide you with a scope of services, goods or works which are required.

If you've questions that need answering before you can decide whether or not to bid, take this opportunity to seek clarification by contacting us through the e-tendering platform or by speaking to the officer who has asked you to quote.

Provide evaluation information requested in the invitation to tender

If you receive an invitation to tender you're being invited to make an offer, which we may accept. You must ensure you comply with all requirements at this stage because the decision on who is chosen will ultimately be based on criteria listed in the contract notice or invitation to tender. Make sure you provide all relevant information requested in respect of the price and quality criteria. If you're unsure, ask. As well as the quality criteria, make sure your offer is also competitive and offers value for money.

Additional support

Go4Growth

As part of our ongoing commitment to market development we engage the services of Go4Growth to provide free of charge support to organisation who want to develop their knowledge and understanding of bidding for contracts for the public sector.

Go4Growth is designed to aid smaller organisations in any sector to enter or grow in the public sector marketplace. The program is funded by us, meaning businesses can join the programme. They'll be able to access the support, guidance, tools and resources on offer at no cost

​​​​​​​You can find out how Go4Growth could support your business or get help to register to join the Go4Growth programme. You can register at Go4Growth and also find more details at Go4Growth.

How we manage contracts

Strategic Purchasing, Procurement and Contract Management are responsible for the development of policy and strategy in relation to the whole cycle from identification of need, market engagement, tendering, contract award and mobilisation, contract management and exit planning to ensure all our contracts deliver Best Value in line with our Best Value Duty.

As a function we are working proactively with all officers across Barnsley Council to embed a culture of Best Value across the authority with officers and members. This will include:

• supporting consideration of the whole life cost impact of decisions, including assessment of the market and benefits realised
• improving efficiency for service delivery – looking at ways to reduce costs and streamlining our processes
• effective and proportionate contract administration and management and a focus on performance management and relationship development
• maximising value for money from our contracts with a focus on managing risks
• delivering social value outcomes and environmental benefits

Seven day payment pledge

Our standard payment terms are 30 days from the receipt of a valid undisputed VAT invoice.

In line with our inclusive economy agenda, we're keen to support suppliers and pay invoices as promptly as we can. Barnsley Council commits to pay all suppliers within seven days, however please note this is not a contractual obligation.

General terms and conditions

Please find links to our general terms and conditions below:

• Standard terms and conditions for the purchase of goods under £70,000
• Standard terms and conditions for the purchase of services under £70,000

Contracts register

The contracts register information is made available to help your organisation know what we buy, how much we spend and with whom. It also includes a contact name should you wish to find out more details about any specific contract. Find out more about the contracts register on YORtender.

The register may also be of benefit to companies in identifying business opportunities, either as a main contractor or as a supplier or subcontractor within the supply chain.

Transparency

As part of the government’s commitment to greater transparency, we have to make information on procurement visible.

The Council includes in its standard terms and conditions a freedom of information clause that requires the supplier to acknowledge that the council is subject to the requirements of the Freedom of Information Act 2000 and the Environmental Information Regulations 2004.

Suppliers should be aware that if they are awarded a tender, the resulting contract between the supplier and us will be published. In some circumstances limited redactions will be made to some contracts before they are published to comply with existing law.

Procurement pipeline

Our procurement pipeline provides a forward look of potential and current procurement activity.

For clarity:

• There is no guarantee that any published opportunity will lead to a tender publication or contract award
• The information in the pipeline reflects the anticipated procurement pipeline as at the publication date and may be subject to change
• A decision to procure any of these requirements is subject to our decision-making process
• The publication of value is an estimation for indicative purposes only
• The information and material contained in this publication is provided for general information purposes only
• The procurement pipeline will be updated every six months (minimum)

All notices and our current procurements are posted on the YORtender portal.

See our procurement pipeline.

Key strategies, policies and information

Our procurement activity plays a key role in contributing to the strategies of the council, through the goods, and services we choose to purchase. These key strategies are what we will look at as part of any tender process.