Procurement Matters Issue 13

23 Implement a smarter tendering strategy into your organisation

How to Solve a Problem Like Procurement P3

Implement a smarter tendering strategy into your organisation

Driving: Don’t let winter catch you off guard!

Procurement Power: Driving Efficiency, Delivering Savings

Our focus has always been to deliver services that are aligned to our customers’ needs, and we have developed the Procurement Services Managed Solution to bring together these services as a holistic solution.

The Procurement Services Managed Solution enables public sector organisations to maximise efficiencies within their own procurement team(s) by accessing a variety of our services and creating a single approach. In turn, our solutions compliantly deliver transformation and innovation. Our solution helps customers reposition their procurement functions as strategic enablers, allowing us to provide an

efficient and compliant service back into the organisation. This delivers compliant, innovative solutions that can better achieve outcomes for organisations and the communities they serve.

For more information about the Procurement Services Managed Solution, do not hesitate to get in contact:

James Drury Head of Commercial Development

james.drury@csltd.org.uk 01865 648 563

How to Solve a Problem Like Procurement

Despite Optimism, Uncertainty

Clouds the New Procurement Act

A New Era for Public Procurement

In February 2025, the UK’s new Procurement Act came into force, marking one of the most significant reforms in public sector procurement in decades. Designed to move procurement beyond box-ticking compliance, the Act accompanied by National Procurement Policy Statement (NPPS) aims to unlock greater social value, improve access for SMEs, and foster fairer, more transparent processes that benefit communities across the country.

But as the dust settles, a critical question remains: is the public sector truly ready to embrace this opportunity?

A Bold Ambition

The Act and NPPS seeks to transform procurement into a strategic lever for public good supporting environmental goals, driving equity and inclusion, and enabling smarter collaboration across sectors. For many, it represents a long-

overdue shift from regulation to purposeful, values-driven procurement.

But ambition alone isn’t enough. Delivering on these promises requires more than policy, it needs clear leadership, capability and a cultural shift in how procurement is viewed and delivered.

Survey Insights: Optimism Meets Reality

To gauge this readiness, here at Commercial Services Group we surveyed over 500 senior executives and procurement leaders across local government, health, housing, education, and blue light services. The results paint a picture of cautious optimism.

Start Smart Get Ahead This Summer

school’s digital products ready now.

Unlock digital transformation with Lot 2 of our Multifunctional Devices & Digital Solutions framework.

Your digital transformation isn’t just about one device or one decision — it’s about the entire ecosystem. From laptops and mobile devices to interactive screens and digital signage, every connection plays a role. And at the heart of it all? Your MFD — the endpoint of your digital journey.

Speak to one of our expert Account Specialists today and find out how we can help your school use Lot 2 to support your digital strategy.

Stuart Whitehead

Senior Key Account Specialist stuart.whitehead@csltd.org.uk Mike

Rebecca Davies Customer Support Assistant rebecca.davies@csltd.org.uk

Cameron Wootton Account Specialist cameron.wootton@csltd.org.uk

Hazel Greenslade Account Specialist hazel.greenslade@csltd.org.uk

Cameron Chambers Account Specialist cameron.chambers@csltd.org.uk

Transform your contract management from complexity to simplicity with Procurement Services Lifecycle.

At Procurement Services Lifecycle, we specialise in transforming contract management into a proactive tool for achieving savings and operational excellence. Our team can help streamline your processes and implement the right contract management solutions tailored to your organisation‘s needs.

Our solutions include:

The Lifecycle Index

The Lifecycle Index is a measure of the amount of effort and focus an organisation should spend on each contract, based on an algorithm of spend, risk and complexity. This is done to maximise investment and opportunity and prevent value being lost.

Contract & supplier management

Our team helps secure services at optimal price, quality, and quantity. We enhance efficiency with a comprehensive and suite

of tools and processes. Our unique approach transforms contract management into a proactive tool for savings and operational excellence, combining rigorous management with our OPTIMiSe technology platform to ensure predictable costs and performance.

Procurement & category management

Having managed public sector procurement process for over 30 years we know the market inside-out. Our teams have deep category expertise to match your requirements and keep ahead of the market fluctuations.

Further competitions

A further competition is designed to give you the ability to test the market to find the most suitable solution to meet your contractual needs. By outlining specific requirements, a further competition can be an effective way to compliantly procure your next contract.

We are experts in this field and can offer support and guidance throughout the entire further competition process to mitigate any identified risks. What are the benefits of further competitions?

• Easy documentation

• Expertise available

• Saves time for suppliers and buyers

What is OPTIMiSe?

OPTIMiSE is our proprietary technology platform and allows us to mix and match which contract management activities you outsource to us and enables us to continually adapt our services to best meet your needs.

Get in touch at lifecycle@csltd.org.uk

Our Integrated Community Care Products & Services framework can assist with supporting the needs of those who require certain equipment or generalised assistance in dayto-day life.

The awarded suppliers provide an excellent range of classic and motorised care products, alongside organised forms of care to ease the pressure of independent living.

Integrated Community Care Equipment and Associated Services

• Adaptive furniture

• Bariatric equipment

• Bathing and showering equipment

• Beds and mattress products and services

• Chairs and accessories

On Lot 1, our suppliers offer innovative solutions designed to support independent living and enhance quality of life across diverse care needs:

Meet your Public Sector Engagement contact

Jill Young Public Sector Engagement Assistant jill.young@csltd.org.uk Lot 1:

With 18 years of experience of the medical industry, Jill can help you with any of your Health and Social Care sector enquiries.

• Moving and handling equipment

• Multi-sensory equipment

• Mobility aids

• Personal Care products

• Personal emergency response (PERS devices) So

Support Smarter Spending with Leasing DID

Our expert advice can help your organisation find the best funding options towards financial capital purchases in innovative ways.

We do this by advising finance leaders on how to structure and procure their financing at the most competitive rates and under the best possible terms. We are well known in the marketplace and have access to leading finance providers to help secure equipment and items that your organisation needs under manageable payment terms.

What are the benefits of leasing?

1. We provide a unique approach to procuring leases that gives us a contract that protects your Trust and minimise costs

2. We actively manage the leases, ensuring that changes, like extensions, are handled correctly

3. We provide market data and benchmarking costs as input and support on internal business cases

4. We compare lease options vs capital purchase costs, taking into account IRFS16 accountancy treatment

5. We always ensure there is a consistent and compliant approach to leasing

6. All lease information is available online via our OPTIMiSe system

Between 2022 and 2025, 87 patients lost their lives due to equipment failures across the NHS. This highlights the critical importance of safe, compliant medical devices. Leasing enables Trusts to secure high-quality, fully compliant equipment, helping to deliver both value and improved patient safety.

Thanks to the Leasing team, in 2024 over £3.6 million was saved which could fund 594 defibrillators across the NHS.

Why Property and Building Maintenance Matters in the Public Sector

Property and building maintenance is critically important to ensure that public sector workplaces remain safe, functional, and fit for purpose—for both employees and the general public.

In January 2025, the National Audit Office reported that maintenance backlogs across key public services—including schools, hospitals, and prisons— were estimated to be at least £49bn. The true figure may be even higher due to incomplete and outdated government data. The report outlined the types of property with the largest backlogs, with the MOD amounting to £15.3bn (estimated). Schools alone accounted for an estimated £13.8bn of the backlog, posing serious safety risks to teachers, pupils, parents, and staff alike. Hospitals and other NHS sites made up £13.8bn of the backlog, with the report detailing that between 2019–20 and 2023–24, the NHS experienced an average of 5,400 clinical service incidents per year due to property and infrastructure failures.

While the Office of Government Property has taken steps to improve building conditions and reduce the property maintenance backlog, several challenges remain—including poor data quality, limited funding, complex planning processes, and time constraints.

How Our Total Facilities Management Framework Can Help

Our Total Facilities Management framework offers a streamlined, compliant, and cost-effective solution to address these challenges. Just a few of the areas we support include:

• Building Maintenance and Services

• Grounds Maintenance

• Lift Installation and Maintenance

• Specialist Maintenance for Blue Light Services

• Waste Management Services

And much more!

Our awarded suppliers are ready to support your facilities needs - whether it’s routine upkeep or urgent repairs, get in touch today!

On the road with Procurement

Commercial Procurement Skills Development Conference

15th & 16th May 2025

Hilton Hotel, Leeds City

The Blue Light Show

18th & 19th June 2025

Olympia, London

EBME Expo

25th & 26th June 2025

Coventry Building Society Arena

HR Connect Summer Breakfast Briefing

4th June 2025

Ashford International Hotel

The Eastern Education Show

19th June 2025

Newmarket Racecourse

The Northern Education Show

26th June 2025

Bolton Stadium Hotel

Procurement Services

The Emergency Services Show

17th & 18th Sep 2025

NEC, Birmingham

Procurement Act Live

14th Oct 2025 Excel, London

Experience Better Connectivity – The Switch Off of 2G and 3G Networks

From October 2025, UK organisations face critical changes in mobile connectivity as major mobile network operators shut down 3G services and begin phasing out 2G, with full discontinuation by 2033.

This shift affects a wide range of mobile providers and has serious implications, particularly for technologies—such as certain medical devices—that depend on legacy networks. To support a smooth and compliant transition, our Communications Solutions and Associated Telephony Services framework offers comprehensive solutions, including equipment supply, installation, support, and maintenance.

Available for direct purchase or lease, the framework enables organisations to upgrade to 4G and 5G technologies efficiently, reducing risk and ensuring continuity.

Learn more about how we can support your transition:

One of our chosen charities this year is Macmillan, we are looking forward to hosting our own coffee mornings to support this wonderful cause.

For all the bakers out there, we have an indulgent Guiness chocolate cake recipe by Nigella Lawson.

Making a difference at Procurement Service

Social value is very important to us and we’re committed to giving back. Being wholly owned by Kent County Council means that the money we make is returned back to the public sector for re-investment into front-line services, in turn helping to support the people of Kent who are most in need.

So far this year, we’ve supported a number of initiatives, including:

• Donating vouchers to Demelza House, a children’s hospice charity

• Volunteering to help create a dog path for the RSPCA site in Leybourne

• Hosting a bake sale to raise funds for the Oxford Animal Sanctuary

We’re proud of our team’s commitment to making a difference. Across the division, everything we do has an impact on our environment and the communities we serve and we look forward to building on this momentum throughout the year.

Connect the Classroom

Is your school eligible for funding?

The Connect the Classroom scheme is a Department for Education (DfE) initiative which provides funding for eligible schools across the UK to update their wireless network infrastructure.

The government has identified all eligible schools and has grouped them into three different categories; priority education investment areas, education investment areas and intervention schools. Overall the scheme will cover over 2,700 schools across the UK.

The initiative has the ability to transform communication within schools and upgrade network infrastructure with new technology so pupils can ultimately benefit from fast, modern and reliable connectivity to enhance their learning.

Next steps?

The Connect the Classroom scheme is currently underway and all eligible schools will be contacted directly by the DfE.

As a DfE-approved framework for schools provider, we are a compliant procurement route for schools to use when looking to take part in Connect the Classroom. Find out more about the relevant frameworks you can access to benefit from Connect the Classroom in your school.

Are you looking for efficient and cost-effective solutions for your fleet

of vehicles?

The Vehicle Managed Service provides peace of mind that your fleet operations are taken care of; from arranging annual MOTs, to monitoring telematics, managing insurance claims, penalty charges, driver checks and beyond.

We appreciate that every organisation has different requirements, and we can offer a 100% tailored solution to meet those needs.

Areas that we can help you with:

• Complete fleet management

• Leasing

• Purchase

• Daily hire

• Routine servicing and MOTs

• Insurance management

• Fuel cards

• Telematics

• Salary sacrifice schemes

• And so much more!

Read more about how our Vehicle Managed Service has benefitted KCC Highways.

“The customer service we get is very good, there’s no them and us, we work together”.

The Future of EV Infrastructure in the UK

The UK is accelerating its journey toward a greener future with a major push in electric vehicle (EV) infrastructure. Backed by over £4 billion in investment, the government’s “Plan for Change” is transforming the EV landscape, aiming to achieve net zero emissions.

Existing funding of £381 million comes from Local Electric Vehicle Infrastructure (LEVI) Fund, empowering local authorities to expand charging networks.

On 13th June 2025, the Future of Roads Minister ‘Lilian Greenwood‘ announced the rollout of a new charge point every 29 minutes, reinforcing the government’s commitment to over 100,000 local charge points across England. With more than 80,000 public charge points already in place, the UK is well on its way to making EV charging more accessible, cost-effective, and environmentally sustainable.

At Procurement Services, we can support the transition towards EV and help public sector organisations efficiently utilise funding with our NEW Electric Vehicle Infrastructure & Associated Solutions framework.

Inclusivity in the workplace

Despite progress in workplace equality, gaps remain—especially in emergency services uniforms. The London Ambulance Service is taking steps to address this, including inclusive recruitment and better uniform options for women and those with specific needs.

Procurement Services supports this mission through our Uniform, Clothing and Associated Services framework, offering access to inclusive apparel—from maternity wear to religious garments. We’re here to help organisations create a workforce where everyone feels seen, supported, and comfortable.

As of October 14th 2025, Windows 10 will no longer be supported by Microsoft and will no longer provide:

• Technical support of any issues

• Software updates

• Security updates or fixes

Microsoft 365 apps may also face performance and reliability issues over time, making Windows 10 a much less reliable all-around software after October 14th 2025, with increased risk of viruses and malware.

What does this mean for you?

Any devices that meet the hardware specifications for Windows 11 can update for free, however, any that do not must explore other options:

• Buy or rent new devices - To make Windows 11 accessible, you can rent or purchase a new device that supports the software.

• Microsoft‘s Extended Security Updates (ESU) programMicrosoft offer a one-year paid subscription for extended security support.

Why choose a Procurement Services framework to procure Microsoft licensing?

According to figures published in April 2023, over 330,000 companies use Microsoft Office 365 across the UK.

This highlights the considerable need for businesses to acquire this software across the country.

Public sector organisations need to identify the best route to procure Microsoft

Licensing, so why choose us?

Competitive pricing: Our frameworks provide exceptional value, maintaining competitive pricing when compared to alternative solutions.

Auditing: We help you save money through auditing if you do not have access to a Microsoft specialist. License management: We can help to manage your licenses

Our technology frameworks offer a fast and effective solution to the end-ofsupport for Windows 10, whether that is through upgraded IT Hardware that supports Windows 11 or assistance with procuring Microsoft‘s ESU program.

Check out our technology frameworks:

• ICT Managed Services & Consultancy Y23038

• IT Hardware Y21028

• Software Products & Associated Services Y23065

to enable full access to all necessary Microsoft products. And much more!

Find out all the benefits as well as how you can access Microsoft Licensing through our Software Products & Associated Services framework here:

Discover more

Pause & prioritise: Take a moment to move!

Working from home has many benefits, including less commuting time, greater flexibility, and better work-life balance. However, it is easy to get comfortable at your desk and forget to take breaks and move throughout the day.

Here are some small desk movements you can do throughout the day to make a big impact on your posture and energy levels.

Shoulder stretch

Calf stretch

Wrist and finger stretch

20-20-20 eye stretch (every 20 minutes look at an object at least 20 feet away for 20 seconds or longer)

Discover the benefits of eco-friendly bus shelters.

According to the most recent statistics from the Department for Transport, 69% of public transport journeys in Great Britain were made on local buses. Given the large number of bus stops required, it‘s crucial to acknowledge their potential environmental impact.

There are many different sustainable options for bus stops, and ‘living roof‘ bus shelters (also known as bee stops) are becoming increasingly popular across the UK.

The awarded suppliers on our Bus Shelters, Real Time Passenger Information (RTPI) and Associated Services framework can provide a range of sustainable options including:

• Bamboo

• 100% recycled plastic

• Sustainable FSC timber

• FSC Hardwood

• Sedum roof

• Solar panels Start your sustainability journey today!

Employee Spotlight

Angela Fowell Apprentice of the Year

Why did you decide to choose the apprenticeship route?

“I chose the apprenticeship route because the blend of academic learning and on-the-job experience really appealed to me. It’s incredibly rewarding to be able to apply what I’m learning directly to my role and to use real work examples towards the qualification. Being able to do this through the apprenticeship levy makes is really accessible and a great way to gain a nationally recognised qualification to help support my long-term career goals.”

What advice would you give to someone starting an apprenticeship?

“You’ve got this! It might feel a bit daunting at first – everything is new and it’s hard to know what to expect but that feeling passes quickly. Before long you’ll find yourself naturally applying your learning to real life situations and using those experiences to evidence your progress. My top tip is to block time out in your diary far in advance and protect it. Don’t be afraid to ask questions too – curiosity is one of the best tools you have, and your peers are a rich source of knowledge and support.”

Angela Fowell

People Partner • Corporate People, Culture & Communications - Level 5 People Professional Apprenticeship, BPP

It’s incredibly rewarding to apply what I’m learning directly to my role – real work, real impact.

Apprentice Insight

Connie Courtnell –Channel Marketing Executive

Marketing Executive Apprenticeship with Chartered Institute of Marketing

“I chose the apprenticeship route because I wanted to gain further skills in marketing. Learning on the job and applying my knowledge straight away has been so valuable. Plus, being able to work towards a qualification enhanced my motivation.”

What advice would you give to someone starting an apprenticeship?

“My biggest advice for someone starting an apprenticeship is to be open to learning and ask lots of questions! There is so much to take in, but the more you engage, the more you’ll get out of it. Don’t be afraid to step out your comfort zone, whether it’s taking on new projects or sharing your ideas. Also, I have learnt to make the most of the people around you. Your mentors and colleagues have so much experience and are there to help. Finally, enjoy the process! It’s a great opportunity to gain real-world experience while building your skills and confidence in your day-to-day work.”

Jessica Taylor

–

Multi-Channel Marketing Apprentice

Multi-Channel Marketing Apprenticeship with LDN Apprenticeships

“I chose the apprenticeship route as I wanted to change the field that I was working in previously and explore a new role in marketing! This route helps me to learn hands-on experience and provides me with a useful qualification at the end, to help with my career progression.”

What advice would you give to someone starting an apprenticeship?

“I think an apprenticeship is such a good opportunity if you would like to learn something new or build upon your skills whilst still working and earning money! I definitely think this was the right choice for me, as it gives me a chance to explore a new field and still be in a supportive full-time role.”

Stacy Black

–

Data Analyst

Procurement and Supply Chain

Practitioner Apprenticeship with SR Supply Chain Consultants

“I chose the apprenticeship route as I have no further education qualifications, I also want to further my knowledge for my current and future roles.”

What advice would you give to someone starting an apprenticeship?

“Make sure you have the time to complete the apprenticeship. It is partially like being in school again, so you need to revise, participate in lessons, produce a portfolio of work and complete exams. Some costs are required up front so make sure for any apprenticeship you find these out.”

Don’t let winter catch you off guard!

Nearly a quarter of UK drivers have experienced accidents in severe winter conditions like snow, ice, and heavy rain. Admiral’s data shows the highest number of incidents happen in the winter months, with February leading. Black ice is a major culprit, causing 10% of these crashes.

We understand the importance of safety

Take the time during the summer to prepare for the challenges that winter may bring.

With our fully compliant Winter Maintenance & Associated Services Framework, we offer a range of solutions to keep your roads, walkways, and public areas safe.

New Food Waste Regulations

What your organisation needs to know

It became a legal duty from 31st March 2025 for all businesses and non-domestic premises in England to separate waste accordingly.

Food caddies and separate outdoor wheelie bins for food alone are now compulsory for commercial buildings.

The Waste and Resources Access Programme (WRAP) documents set out the priorities for England regarding optimal utilisation of waste resources whilst diminishing incorrect waste disposal habits.

Find out more on our Waste Management Services Framework (Y24012) and our Wheelie Bins and Kerbside Recycling Containers Framework (Y23004).

Implement a smarter tendering strategy into your organisation

The Procurement Act 2023 has brought significant changes to public sector tendering in the UK, with the aim for a more flexible, transparent and efficient procurement process.

As outlined in the Act, when looking to carry out a covered procurement, authorities must have regard to the importance of:

• Delivering value for money

• Maximising public benefit

• Sharing information for the purpose of allowing suppliers and others to understand the authority’s procurement policies and decisions

• Acting, and being seen to act, with integrity

Now more than ever, it is of great importance that authorities can ensure they have access to procurement experts who can deliver on the objectives within their tendering, and navigate the many changes that have come into place with the Act.

By using the expertise of our Tender Service Team, you can maximise your tendering strategy and be confident in your procurement. Our team provides a full range of services, including:

• Procurement advisory support

• Delivery of the full procurement function, including running compliant procurement processes (PCR2015/PA23).

• Delivery of any procurement process, whether it is an Open Tender, Competitive Flexible procedure or Further Competition.

• Expert support and consultation for an organisation running their own procedure.

Should you ever need support running any of your procurement processes, our team is here to help. Whether it’s a call-off through a Procurement Services framework or a completely separate tender, we’ve got a highly experienced team covering a wide range of categories.

Introducing

Tender Service Team

New Frameworks launched

Business Support Services Y25005

1st June 2025 – 31th May 2029

This framework covers the provision of Business Support Services to help organisations with maintaining internal operations, ensuring a smooth workflow, compliance, and overall efficiency.

Financial Leasing Solutions Y23029

1st March 2025 - 28th February 2029

This framework provides a range of competitively priced, high quality, and compliant financial leasing solutions to the public sector. This framework includes 10 Lots.

Training, Learning and Development Solutions Y25003

1st March 2025 – 28th February 2029

This framework encompasses a comprehensive range of training, learning, and development solutions; offering a fully integrated approach to enhance the overall learning experience.

Electric Vehicle Infrastructure & Associated Solutions Y23049

1st May 2025 – 30 th April 2029

This framework facilitates the procurement of Electric Vehicle Infrastructure, including audits, expert advice, solutions, supply, and installation. It includes 4 Lots

Education Management Systems Y25012

1st July 2025 – 30th June 2029

The framework covers the provision and installation of a full range of Education Management Systems. To manage data and resources efficiently, streamline processes and provide workflows to improve the learning environment.

HR Support Services Y25006

10 th May 2025 – 9th May 2029

This framework facilitates the procurement of HR Support Services for public sector customers with the provision of advice, solutions and support where the specialist skills, experience and knowledge are required.

Waste Management Y24012

10th April 2025 – 9th April 2029

This framework enables the procurement of a comprehensive range of waste management services, structured across seven across seven distinct Lots. Lot 7 offers a Total Waste Management Service, combining all services from Lots 1 to 5 for a complete, integrated solution.

Upcoming Frameworks

Asbestos Inspection & Removal Y23061

Parking Management Solutions Y23043

Recruitment Y25007

Street Lighting Y23044

Sensory Equipment Y23060