Doing business with the council - supplying goods and services
How to become a council supplier and do business with us.
We spend around £400 million on goods, works and services each year. Much of the money we spend goes to suppliers holding contracts which have been awarded following competitive tendering.
How to register as a supplier
Our partner, Hampshire County Council, handles supplier registration and payment. You must register and keep your details up to date using the online self-service system.
The orders we place with suppliers include a purchase order number, which you must include on your invoice when you send it for payment or load it onto the supplier self-service system. Invoices without a valid purchase order number will be returned to you unpaid.
New suppliers
You will be asked to provide contact details and bank information to our partner, Hampshire County Council. Then you can link to your online self-service supplier account, and we will be able to place orders with you.
You can use the self-service system it to:
- upload invoices for payment
- check the status of payments
- received purchase orders
- update your details
- raise queries
Existing suppliers
We recommend that all existing suppliers register and use the self-service system if they have not already.
You can use the self-service system to:
- upload invoices for payment
- check the status of payments
- received purchase orders
- update your details
- raise queries
Current contracts and opportunities
We display our current opportunities on the South East Business Portal and our current contracts register on our transparency webpage.
Public procurement legislation
When we procure goods, services, or works, we must comply with national and local regulations.
These regulations are designed to ensure fair, open, and transparent competition conditions for all potential suppliers. We must advertise our requirements above certain value thresholds using the Government's Find a Tender Service (FTS).
UK procurement thresholds
Thresholds are inclusive of VAT and are total contract value.
| Supplies and service contracts | Works | Light touch Regime (Annex XIV of the Procurement Regulations) | |
|---|---|---|---|
| Other public sector contracting authorities including local authorities | £214,904 | £5,372,609 | £663,540 |
At levels below these thresholds we have our own Contract Procedure Rules governing procurement of goods, services and works which form part of our Constitution (Part 8.3).
Procurement Act 2023
The Procurement Act 2023 represents a significant reform in the way public sector procurement is conducted across the United Kingdom. The act came into effect on 24 February 2025, aiming to simplify and modernise procurement processes, making it easier for suppliers—particularly small businesses, start-ups, and social enterprises—to bid for public contracts.
Key changes include the introduction of a more flexible competitive procedure, improved transparency through the central digital platform Find a Tender and strengthened provisions for prompt payment across the supply chain. Suppliers are also entitled to consistent feedback on their bids, and a new Procurement Review Unit has been established to oversee compliance and raise standards.
For a comprehensive overview and official guidance, suppliers are encouraged to consult the UK Government’s short guide for suppliers.
Training for suppliers
- How to register your organisation and first administrator in 3 easy steps (GOV.UK video)
- Detailed walkthrough: How to register your organisation and first administrator GOV.UK video)
- Information and guidance for suppliers
Training for everyone
Ethical procurement
Our Ethical Procurement Policy sets out the principles and expectations for ethical and sustainable procurement across all service areas. The policy is a cornerstone of our commitment to achieving net zero carbon emissions and promoting social responsibility.
Key principles:
- Environmental Responsibility: Preference is given to suppliers with strong environmental practices and measurable carbon reduction efforts.
- Ethical Labour Standards: All suppliers must uphold fair wages, safe working conditions, and ethical labour practices.
- Innovation and Collaboration: Suppliers are encouraged to propose innovative solutions that support sustainability and ethical conduct.
- Transparency and Accountability: Procurement processes must be open and fair, fostering trust between the Council and its suppliers.
- Early Engagement: Service areas must engage with procurement officers early to ensure compliance and alignment with policy goals.
These regulations empower us to include ethical procurement criteria in its Invitation to Tender (ITT) processes and to exclude suppliers who fail to meet mandatory or discretionary standards.
The Ethical Procurement Policy is closely linked to our Modern Slavery Policy. Ethical procurement practices are a frontline defence against modern slavery risks in supply chains. Through the ITT process, suppliers are assessed on their commitment to preventing modern slavery, and failure to meet these standards may result in exclusion from future procurement opportunities.
Social value
We have a Social Value Policy (pdf format, 373Kb), which enables public spending to go further by encouraging suppliers to provide additional benefits to local communities. The policy sets out our objectives and the procedure governing our use of a portal tool, provided by The Social Value Portal. This tool is used during tendering to receive and evaluate social value bids and, after contract signature, to monitor supplier performance in this area.
Social value is included in the tendering process (unless exempted) for procurements above the spend threshold of £100,000 over the initial contract term.
Incorporating social value into our procurement process makes a real difference to people in the local community, to service delivery and to the council’s spending plan as a whole. A key aim of the policy is to increase spending with local suppliers, which helps to strengthen the economy and job market within Oxfordshire.
Armed Forces Covenant
The council is committed to the Armed Forces Covenant and encourages its providers and contractors to also add their support. Sign up is not mandatory and does not form part of any tender evaluation.
Over 14,000 skilled and experienced individuals leave the armed forces each year. Ex-service personnel have strong:
- communication skills
- organisation and commitment
- problem solving and adaptability
- leadership and management skills
- health and safety, security awareness
- team working
We know that the skills and experiences of those in the Armed Forces can add significant value to our workforce. We are keen to ensure veterans, reservists and those with family in the Armed Forces are encouraged to apply for roles within the council and are supported to maximise their potential. Read more on our Armed Forces Employment Offer page. Also, look at our case study on armed forces and Figaro (pdf format, 73Kb)