Contract Standing Orders

Document control

Document Owner:

Police & Crime Commissioner Donna Jones

Document author:

Name	Role	Versions authored
Kate Gunson	Chief Executive	All

Available on:

Location	Hyperlink
Website:	Home – Hampshire Police and Crime Commissioner
Folders:	OPCC policies, procedures and guidance homepage:

Related documents:

Not applicable.

Groups/individuals who have overseen and contributed to development of this document:

See below.

Quality Reviewers:

Version No.	Name	Role	Sections reviewed
–	Richard Croucher	Chief Finance Officer	All
	Holly Humble	Head of Procurement	All
	Wayne Jackson	Head of Governance, Risk & Compliance	All
	Kate Gunson	Chief Executive	All
	Wayne Jackson	Head of Governance, Risk & Compliance	All
	Kate Gunson	Chief Executive	All
	Donna Jones	Police & Crime Commissioner	All

Version history:

Version No.	Version date	Requester of change	Summary of change(s)
1.0	14/08/2025	n/a – first draft	n/a – first draft
1.1	13/01/2026	Final	Agreed changes with PCC

Dissemination list:

Name	Role title / Department / Organisation
Donna Jones	Police and Crime Commissioner for Hampshire and Isle of Wight
Alexis Boon	Chief Constable – HIOWC
Kate Gunson	Chief Executive – OPCC
Wayne Jackson	Head of Governance, Risk & Compliance OPCC
Mike Ottaway	Head of Estates – OPCC

Richard Croucher	Chief Finance Officer – OPCC & HIOWC
Holly Humble	Head of Procurement – OPCC & HIOWC
Roger Trencher	Force Solicitor – HIOWC

Date of implementation January 2026

Date of next formal review January 2028

Section 1: Overview of Contract Standing Orders

Governance Framework

Public sector procurement is governed by UK Procurement Legislation, primarily the Procurement Act 2023, which came into effect on 24 February The Office for the Police and Crime Commissioner for Hampshire and the Isle of Wight (“the Commissioner”) and The Chief Constable of Hampshire and the Isle of Wight Constabulary (“the Chief Constable”) are legally required to comply with this legislation when procuring and awarding public contracts.
These Contract Standing Orders (CSOs) set out how these requirements will be met and define the procedures for sub-threshold contracts which are not fully regulated under the UK Procurement Legislation but must still adhere to its objectives, which are: delivering value for money; maximising public benefit; sharing information; and act, and being seen to act, with integrity.

There is also a requirement to: treat suppliers the same, unless a justified difference exists; remove or reduce barriers for Small and Medium Sized Enterprises (SMEs); apply proportionality in conditions and processes, even though it’s no longer an explicit principle; and have regard to the National Procurement Policy Statement (NPPS) issued by the Cabinet Office.

In the event of any conflict or inconsistency, the UK Procurement Legislation takes precedence, followed by these Contract Standing Orders (CSOs), and then the internal Procurement Good Practice

Scope of these CSOs

These CSOs apply to all contracts for Goods, Services and Works let by, or on behalf of, the Commissioner or Chief Constable (irrespective of the source of funding). This includes:
1. the supply or disposal of goods;
2. hire, rental or lease of goods or equipment;
3. the delivery of services, including but not limited to, the recruitment of staff, financial and consultancy services.
4. concessionary
These CSOs do not apply to:
1. employment contracts which make an individual a direct Employee of the Commissioner or Chief Constable;
2. agreements regarding the acquisition, disposal, or transfer of land (for which Financial Regulations and the Commissioner’s Scheme of Delegation shall apply);
3. Grant

It is mandatory for all employees, Consultants and Suppliers acting on behalf of the Commissioner and/or Chief Constable to comply with these rules. Failure to do so may be regarded for employees as a breach of conduct which may lead to disciplinary action; or for Suppliers and Consultants a breach of contractual terms which may lead to legal action.

Section 2: Overarching Principles

General principles

All procurement and award activity must:
1. Support the Commissioner’s objectives as contained within the Police & Crime Plan and corporate aims and policies;
2. Be fully justified as to why the contract is required and how the requirement cannot be met through an in-house provision, existing contract or framework.
3. Seek to obtain best value for money in line with HM Treasury’s

Green Book supplementary guidance on Value for Money.

Ensure that non-commercial considerations do not influence any Contracting Decision;
Follow all applicable procurement legislation, policy and best
Must not be artificially separated to circumvent either the UK Procurement Legislation or these CSOs.
Not commence without the appropriate financial and governance approvals in place, which may include a business
Be set out in writing where required, as set out in these CSOs and Procurement Good Practice This is acceptable in both electronic as well as hard-copy and suitably stored in line with applicable retention policies.
The use of e-procurement technology does not remove the requirement to comply with all elements of these Contract Standing Orders, particularly those relating to competition and Value for Money.

Responsibilities

The Client Lead Officer must:
1. Comply with these Contract Standing Orders, Financial Regulations, any applicable Code of Conduct and with all UK binding legal The Client Lead Officer must ensure that any Agents, Consultants and contractual partners acting on their behalf also comply;
2. keep appropriate records (as set out in the Procurement Good Practice Guide);

take all necessary legal, financial and professional advice. Including where an Employee either of the Commissioner, Chief Constable or of a service provider may be affected by any transfer arrangement, the Client Lead must ensure that the Transfer of Undertaking (Protection of Employment) (TUPE) issues are considered and obtain legal advice before proceeding with inviting Tenders.

All Managers and Supervisors must:
1. ensure that their staff comply with these CSOs;
2. ensure that purchase orders are raised for each Contract to be let; and
3. ensure a register is maintained for all Contracts let and arrange their safekeeping on the appropriate premises or in a secure digital environment in compliance with data protection

Conflicts of Interest and Declaration of Interests

All staff, including Suppliers, who are involved in the process of procuring or managing a contract must declare any conflicts of interest prior to the commencement of the procurement this is in additional any general declaration of interest as part of their The Client lead is responsible for ensuring all conflict of interests have been identified, assessed and managed appropriately.

If it comes to the knowledge of an Employee of the Commissioner/ or Chief Constable that a Contract in which the Employee has a pecuniary interest has been or is proposed to be entered into by the Commissioner or Chief Constable, the Employee shall immediately give written notice to the Force Solicitor or Chief Executive. The Professional Standards Department shall promptly report such declarations to the appropriate CFO.
Such written notice is required, irrespective of whether the pecuniary interest is direct or indirect. An indirect pecuniary interest is distinct from a direct pecuniary interest in as much as it is not a Contract to which the Employee is directly a party.
The Professional Standards Department shall maintain a record of all declarations of interests notified under this part by Employees.

Prevention of Corruption

All those involved in the award and management of Contracts must comply with any applicable Code of Conduct and must not invite or accept any gift or reward in respect of the award or performance of any Contract. It will be for that individual to prove that anything received was not received corruptly. High standards of conduct are obligatory. Corrupt behaviour will lead to disciplinary action and is a crime.

The following clause must be put in every written contract:

“The [Commissioner [or Chief Constable]] (delete as appropriate) may terminate this contract with immediate effect and recover all its loss if the Supplier, its employees or anyone acting on the Supplier’s behalf do any of the following things:

offer, give any fee or reward the receipt of anything which is an offence under sub-section (2) of section 117 of the Local Government Act 1972 (even if the Supplier does not know what has been done); or
commit an offence under the Bribery Act 2010; or
commit any fraud in connection with this or any other contract whether alone or in conjunction with Suppliers or employees.

Any clause limiting the Supplier’s liability shall not apply to this clause”.

Valuing a Contract

The estimated value of a Contract should be calculated by the Client Lead and based on the total value of the Contract net of VAT (“the Total Value”). This is the total consideration estimated to be payable over the full term of the Contract which shall include any option to extend the term or modify the Contract. Once the Total Value has been estimated Appendix A explains the process that must be

Where the Contract is one where no payment is made (e.g. a concession) a best estimate of the financial value shall be
Where the contract period is indefinite or uncertain or the purchase involves recurrent transactions for the same type of item, the estimated value shall be calculated on the basis that the Contract will be for a period of four years.
The estimated value of a Framework Agreement is the total value of all the contracts which could be entered into by the other contracting authorities, further to that Framework Agreement.
Purchases of the same or similar goods or services must be aggregated wherever practicable. Contracts must not be artificially

separated so as to circumvent the application of any part of CSOs or the UK Procurement Legislation.

Contracts which are each of a value below the relevant Threshold may nevertheless be subject to the full UK Procurement Legislation, where they constitute a series of related or repeat Advice should be sought where this is the case, in order that the relevant procurement route can be adopted.

Collaborative Arrangements

In order to secure Value for Money the Commissioner or Chief Constable may enter into collaborative procurement arrangements. The Client Lead must consult with Procurement where the purchase is to be made using collaborative procurement arrangements with another Police Organisation, local authority, government department, statutory undertaker or public service purchasing consortium.
All purchases made via a public service purchasing consortium are deemed to comply with these Contract Standing Orders and no exemption is required.
Any contracts entered into through collaboration with other Police Organisations or other public bodies, where a competitive process has been followed that complies with the Contract Standing Orders of the leading organisation or the requirements set out in the s22 collaboration agreement, will be deemed to comply with these Contract Standing Orders and no exemption is required. However, advice and guidance must be sought from Procurement and respective Legal advisers.

Providing services to External Parties

The respective Chief Finance Officer (CFO) must be consulted prior to the provision of any Contracts to external purchasers.

Framework Agreements and Suitability of Suppliers

A Framework Agreement is an agreement between one or more contracting authorities (bodies governed by public law) and one or more Suppliers, the purpose of which is to establish the terms governing contracts to be awarded during a given period, in particular with regard to price and, where appropriate, the quantity Framework Agreements may be established by the Commissioner, the Chief Constable or by other public bodies, or public sector buying consortia, as arrangements through which the Commissioner and Chief Constable along with other public bodies, may make specific purchases.
A decision as to whether a Framework Agreement is appropriate shall be made in consultation with the Procurement Team and relevant Legal advisor.
Where an appropriate Framework Agreement has been identified that has been recommended as suitable by Procurement, it should be used, unless the Commissioner or relevant CFO agrees otherwise. A suitable Framework Agreement shall be appropriate for the specific requirement and procured in compliance with the UK Procurement Legislation, and the terms and conditions applicable shall meet the minimum requirements of the Commissioner or Chief Constable as
Provisions contained in the UK Procurement Legislation which govern Framework Agreements must be complied with when concluding a Framework Agreement or awarding a Contract based on a Framework

In all cases where a Contract is awarded under these CSOs, a Supplier can only be appointed who, as a minimum:

1. meets the Commissioner insurance requirements for the Contract (in respect of public liability, product, professional indemnity and/or employer’s liability as appropriate, based on an assessment of risk for the contract)
2. is registered for tax and holds a valid certificate (where appropriate).

The Appointment of Consultants to Provide Services

The Commissioner must be informed in writing of all appointments of Consultants. The procedures set out in the Appendix A is applicable for the appointment of Consultants.
The engagement of a Consultant shall follow the agreement of a written brief that adequately describes the scope of the services to be provided and shall be subject to completion of a formal letter or contract of appointment.
Consultants shall be required to provide evidence of and maintain professional indemnity insurance policies to the satisfaction of the Client Lead for the periods specified in the respective agreement.

Section 3: Thresholds and Procedures

Regardless of the Contract value, where a suitable Contract/ Framework is approved in accordance with these CSOs then that Framework shall be used unless there are justified reasons not to do

Procedures for Contracts of a Value less than £179,000

Where no suitable existing Contract or Framework Agreement is available and the Total Value (calculated in accordance with these CSOs) is less than £179,000 the Client Lead shall follow the relevant quotation procedure set out within the Procurement Good Practice Guide, including the transparency requirements for “regulated below- threshold contracts”.
In the selection of the Supplier, the Client Lead shall bear in mind the need to seek Value for Money and be able to demonstrate that they have achieved this.
All contracts above £500 shall be evidenced in writing, by submission of a purchase order in accordance with the Framework Agreement or, where a Framework Agreement is not used, by the placing of a purchase order on the basis that the price in the written quotation received shall apply.
In all cases, due consideration must also be given to any data protection, and information security protocols including any physical security requirements.

Bonds and Parent Company Guarantees

The Client Lead must consult with Procurement about whether a Parent Company Guarantee or Bond is necessary when a Supplier or Tenderer is:
1. a subsidiary of a parent company; and
2. the Total Value exceeds £50,000, or
3. award is based on evaluation of the parent company, or
4. there is concern about the financial stability of the

Procedures for Contracts of a Value above £179,000

All activity above this value shall be conducted by the Procurement team
Where no suitable Contract or Framework Agreement is available, Procurement will identify the legislative process that applies, including any exemptions and present this to the Client Lead.
Contracts valued at £179,000 and up to the threshold for Goods and Services, shall seek at least three quotations in accordance with the process set out within the Procurement Good Practice Guide.
Where the UK Procurement threshold for goods and services is met a procedure as set out within the legislation shall be followed.
Where a higher threshold is permitted within the UK Procurement Legislation (see Appendix B), an Open Quotation process shall be
The Head of Procurement is responsible for maintaining a procurement pipeline for planned procurements on a rolling 18-month period on behalf of the Commissioner and Chief Constable. Client leads should allow at least 6 months for a Procurement Process above the UK procurement threshold, and this may increase for more complex activities.

Evaluation of Tenders

The Client Lead shall ensure that the Tenders received are evaluated in accordance with the evaluation criteria that have been adopted for the Contract and stated in the Invitation to Tender. These criteria must be capable of objective assessment, include price and other relevant factors, and be weighted by relative importance.

Procurement shall produce a written report evaluating each Tender received against the evaluation criteria (“the Contract Recommendation Report”). The report shall identify the most advantageous tender i.e. the Tender that achieves the highest score in the evaluation and recommend the award of the Contract to that tenderer. This report shall be submitted to the person authorised to award the Contract in accordance with the table in Appendix A.

Section 4: Deviating from these rules

Process and approval

Any of the requirements within these CSOs may be deviated from on an individual case, subject to appropriate approval, this includes:
1. All non-framework direct awards valued at above £500, both regulated and unregulated;
2. Contractual novation’s (change of Supplier) for example due to company takeovers or mergers;
3. All types of contract modifications that have not been provided for within the original contract or procurement documents.
4. Where a higher threshold is permitted under the UK Procurement Legislation a Deviation of these CSOs may be requested to adopt an appropriate legally compliant process, strictly subject to prior Legal advice.
A request for the issue of a Deviation must be made in writing, with full reasons as to why the Deviation is required including justification that Value for Money is still The decision in response to the request must be recorded in writing. Legal advice should be sought, as appropriate.
The application and approval of a Deviation shall not remove the need to seek approval for any expenditure. This must be in place prior to applying for a Deviation.
All Deviations shall be approved by the person with delegated authority, all contracts over £100,000 to be approved by the Commissioner, as set out within Appendix A.
Any contracts procured and awarded by way of collaboration with other public bodies where a competitive process has been followed that complies with the equivalent of these CSOs of the leading organisation will be deemed to comply with these CSOs and no Deviation will be required.
It is not acceptable to deviate from these CSOs on account of failing to plan enough time to run a procurement compliantly. Where financial levels are breached the Commissioner must be notified.

Emergency Orders

Where a deviation over £100,000 is necessary because of an emergency involving immediate risk to persons, property or serious disruption to services the Commissioner (or delegated DPCC, CEX or PCC-CFO) approve the exemption, reporting the justification for the action to the Commissioner as soon as is practicable.
The Chief Constable’s CFO must monitor, record and report to the Commissioner the use of all such deviations.

Advance Orders

In exceptional circumstances, where a Contract has been awarded, but it is considered necessary to initiate the provision of goods or services under that Contract prior to the contract being signed, the issue of an Advance Order by the Chief Executive or the Force Solicitor (as appropriate) may be requested. Issue will be subject to confirmation that a decision to award the Contract has been made in accordance with CSOs, the necessary funding for the Contract having been approved, and the value of the Advance Order not exceeding £100,000.

Section 5 – Award of Contracts

No Contract may be awarded unless the expenditure involved has been included in approved estimates and sufficient budgetary provision made in the capital or revenue accounts. In relation to Tenders, the Strategy document shall confirm how this requirement is met.
Where the value of a Contract exceeds the applicable threshold; including contracts classified as ‘regulated below-threshold’ – the award process must comply with UK Procurement Legislation. This includes fulfilling all transparency obligations and observing any required standstill period before the contract is formally entered
Where the value of a Contract is above the relevant Threshold, the Client Lead must notify the OPCC Head of Governance Compliance and Risk of the award prior to the Contract being awarded.
All Contracts, including an arrangement subject to a purchase order, must be made in writing under English Law, and must clearly and carefully specify the supplies, services or works to be provided, the agreed programme for delivery and the price and terms for payment together with all other terms and conditions.
Where purchases of a value less than £100,000 are made for which standard terms and conditions have been approved by the Commissioner or Chief Constable those standard terms should be used. Where a Contract is estimated at a value £100,000 or above or is of an unusual or complex nature, the Client Lead shall consult the Commissioner’s legal advisers or the Force Solicitor (as appropriate) to produce a suitable set of conditions of contract or to advise on existing conditions for use under a Framework This will also require Commissioners sign off.
Every Contract must also include certain clauses, in a form approved by the Commissioner’s legal advisers or the Force Solicitor (as appropriate), to afford protection from fraud and to ensure that Suppliers understand their responsibilities as well as clauses required to comply with the UK Regulations.
Where appropriate, the Client Lead within whose area of responsibility the Contract falls shall allocate to an appropriate officer responsibility for the ongoing management of the Contract.

Section 6 – Contract Form and other Formalities

Contract Sealing

A Contract should normally be sealed where:
1. the Commissioner would like to enforce the Contract more than six years after its end;
2. the price paid or received under the Contract is a nominal price and does not reflect the value of the goods or services;
3. where there is any doubt about the authority of the person signing for the other contracting party.
Advice should be sought as to whether a Contract should be sealed from the respective Legal Adviser.

Assets for Disposal

Assets for disposal must be sent to public auction except where better Value for Money is likely to be obtained by inviting Quotations and Tenders or there are sensitivities associated with the disposal (these may be invited by advertising on the Commissioner’s and/or Chief Constable’s internet site).
The method of disposal of surplus or obsolete stocks/stores or assets other than land must be formally undertaken in-accordance with Financial Regulations.

Appendix A – Procurement and Contractual Delegations Table

The following table explains the procurement and contractual delegations in place for all procedures which must be observed. This is separate from expenditure approval. Both capital and revenue expenditure delegations can be found in the Financial Scheme of Delegation hosted on the Commissioner’s website and must be in place prior to entering into any contractual formalities.

No Supplier working on behalf of the Commissioner or Chief Constable has any delegation regardless of the length of any contractual arrangements or role undertaken.

Total Value of the Contract: Up to £500
Procedure:	Approver:	Signatory:
At least one oral quotation following the process set out in the Procurement Good Practice Guide Led by: Client Lead Officer with budgetary approval from Finance	As appropriate, Commissioner’s Client Lead Officer or Chief Constable’s Client Lead Officer	Normally a purchase order but if not then signed by: For PCC contracts, the Chief Executive or any person authorised by Chief Executive For contracts awarded on behalf of the Chief Constable, as delegated to the Force Solicitor
Total Value of the Contract: £500.01 to £5,000
Procedure:	Approver:	Signatory:
At least one oral quotation confirmed in writing following the process set out in the Procurement Good Practice Guide Led by: Client Lead Officer with budgetary approval from Finance	As appropriate, Commissioner’s Client Lead Officer and Line Manager or Chief Constable’s Client Lead Officer and Line Manager	Normally a purchase order but if not then signed by: For PCC contracts, the Chief Executive or any person authorised by Chief Executive For contracts awarded on behalf of the Chief Constable, as delegated to the Force Solicitor

Total Value of the Contract: £5,000.01 to £50,000.00
Procedure:	Approver:	Signatory:
At least Three written Quotations following the process set out in the Procurement Good Practice Guide Led by: Client Lead Officer with budgetary approval from Finance	As appropriate, Commissioner’s Client Lead Officer and Line Manager or Chief Constable’s Client Lead Officer and Line Manager	Normally a purchase order but if not then signed by: For PCC contracts, the PCC or when delegated to Chief Executive For contracts awarded on behalf of the Chief Constable, as delegated to the Force Solicitor
Total Value of the Contract: £50,000.01 to £99,999.99
Procedure:	Approver:	Signatory:
At least Three written Quotations following the process set out in the Procurement Good Practice Guide Led by: Client Lead Officer with budgetary approval from Finance	As appropriate, Chief Constable’s C F O, PCC Chief Executive or when delegated to Chief Executive	Normally a purchase order but if not then signed by: For PCC contracts, the PCC or when delegated to Chief Executive For contracts awarded on behalf of the Chief Constable, as delegated to the Force Solicitor
Total Value of the Contract: £100,000.00 to UK Procurement Threshold for Goods and Services
Procedure:	Approver:	Signatory:
At least Three written Quotations following the process set out in the Procurement Good Practice Guide and a formal signed contract issued. Led by: Procurement in consultation with the Client Lead Officer who shall seek budgetary approval from Finance	As appropriate, Chief Constable’s C F O, PCC Chief Executive or when delegated to Chief Executive	For PCC contracts, the PCC or when delegated to Chief Executive For contracts awarded on behalf of the Chief Constable, as delegated to the Force Solicitor
Total Value of the Contract: Above the UK Procurement Threshold for Goods and Services

Procedure:

Approver:

Signatory:

Process: A process in line with UK procurement legislation or where higher threshold is permitted, an Open Quotation Process.

Where the value of the Contract exceeds the relevant Threshold, the appropriate required notices shall also be placed in the Central Digital Platform service in accordance with the UK Procurement Legislation.

Led by: Procurement

As appropriate, Chief Constable’s C F O, PCC Chief Executive or when delegated to Chief Executive

up to a value of £500,000.

All contracts over £500,000 by the Commissioner.

For PCC contracts, the PCC or when delegated to Chief Executive

For contracts awarded on behalf of the Chief Constable, as delegated to the Force Solicitor

In respect of Deviations:

For Commissioner contracts: the Commissioner where the value of the Deviation is more than £100,000 and in all other cases in consultation with the Commissioner’s CFO and Legal Adviser.
For Chief Constable contracts: the CC-CFO where the value of the Deviation is less than £500,000 and the Commissioner where the value of the Deviation is £500,000 or greater and in all instances in consultation with the Chief Constable’s Legal Adviser or Commissioner’s Legal Adviser.

Appendix B – Thresholds set in UK Procurement Legislation

The UK Procurement Thresholds apply to all Contracts valued at above these thresholds and are set inclusive of VAT. They are reviewed every two years to reflect currency fluctuations to align with the WTO Government Procurement Agreement (GPA).

*Tendering threshold set within these CSOs and the UK Procurement Legislation

The procurement thresholds shown below apply from 1 January 2026 to all procurements commenced on or after that date and will be reviewed in 2 years. Previous thresholds are shown in italics.

Type of contract:	Inclusive of VAT	Exclusive of VAT
Goods & Services	£207,720 £214,904	£173,100.00* £179,087
Works	£5,193,000 £5,372,609	£4,327,500.00 £4,477,174
Light Touch Regime	£663,540	£552,950 (remains unchanged)
Utilities (water, energy, distribution, transport & postal services)	£415,440 £429,809	£346,200.00 £358,174
Concession contracts – A concession is a contract where there may be little or no payment made by the OPCC/ Force, but the Supplier receives the right to seek payment from the user of that contract. (Car parking, advertisement spaces in public buildings and catering services etc.).	£5,193,000 £5,372,609	£4,327,500.00 £4,477,174
A regulated below-threshold contract is defined as: “a contract for the supply for pecuniary interest of goods, services or works to a contracting authority, a framework or a concession contract that has an estimated value of less than the threshold amount for the type of contract; and is not an exempted, concession or utilities contract.”

Appendix C – Definitions

“Agent”	A person or organisation acting on behalf of the Commissioner, Chief Constable or on behalf of another organisation.
“Advance Order”	An advance order issued under CSO 4.9
“Bond”	An insurance policy: if the Supplier does not do what it has promised under a contract, the Commissioner or Chief Constable can claim from the insurer the sum of money specified in the Bond (often 10% of the contract value). A Bond is intended to protect the Commissioner or Chief Constable against a level of cost arising from the Supplier’s failure.
“Chief Constable”	The Chief Constable of Hampshire and Isle of Wight Constabulary.
“Chief Executive”	The person appointed to undertake the role of Chief Executive to the Commissioner.
“Code of Conduct”	The code regulating conduct of Employees and Suppliers.
“Commissioner’s Chief Finance Officer (CFO)”	The individual appointed by the Commissioner as their Chief Finance Officer.
“Consultant”	Someone employed for a specific length of time to work to a defined project brief with clear outcomes to be delivered, who brings specialist skills or knowledge to the role, and where the Commissioner or Chief Constable has no ready access to Employees with the skills, experience or capacity to undertake the work.

“Contract”	Means: (i) any agreement for the supply of goods, services or the execution of works to the Chief Constable or the Commissioner including the use of Consultants; (ii) any Framework Agreement; (iii) any agreement where no payment is made by the Chief Constable or Commissioner, but which is of financial value to the Supplier (e.g. a concession); but does not include (without exception): (iv) an employment contract; or (v) a Grant Agreement.
“Client Lead”	An Employee nominated to deal with a particular Contract.
“Chief Constable’s Chief Finance Officer (CFO)”	The Chief Constable’s Chief Finance Officer, or such other designated Employee.
“Emergency Order”	An emergency order issued under CSOs 4.7 & 4.8
“Employee”	A police officer under the direction and control of the Chief Constable of Hampshire Constabulary or a member of police staff employed directly or under contract by the Commissioner or Chief Constable and under the direction and control of the Chief Constable of Hampshire Constabulary or the Commissioner, or a member of staff employed by the Commissioner who as part of their express or implied terms of office / employment have authority to enter into contracts for purchasing or disposal on behalf of the Commissioner or Chief Constable or designated/collaborative partnership.
“Head of Estates”	The person appointed to undertake the role of Head of Estates to the Commissioner.

“Head of Procurement”	The person appointed to undertake the role of Head of Procurement appointed by the Chief Constable’s CFO and Commissioner’s CFO.
“Force Solicitor”	The individual who at the relevant time has been appointed by the Chief Constable in the capacity as Force Solicitor for Hampshire Constabulary or in his absence the Assistant Force Solicitor or in the absence of both the Force Solicitor and the Assistant Force Solicitor the Legal Adviser (property matters) or such other individual who may be nominated in advance in writing by the Chief Constable.
“Financial Regulations”	The Financial Regulations, encompassing Contract Standing Orders, outlining Employee responsibilities for financial matters.
“Framework Agreement”	An agreement between one or more authorities and one or more economic operators, the purpose of which is to establish the terms governing contracts to be awarded during a given period, in particular with regard to price and, where appropriate, the quantity envisaged.
“Grant Agreement”	An agreement giving financial assistance to an individual or organisation with no supply of goods or services, or execution of works, in return.
“Invitation to Tender”	Invitation to tender documents as required by Contract Standing Orders.
“Line Manager”	The Client Lead’s immediate superior or the Employee designated by the Chief Constable to exercise the role reserved to the Line Manager by these Contract Standing Orders.
“Open Quotation”	A process that is openly and publicly advertised through the relevant UK notice platform and also within the Force tendering system.

“Parent Company Guarantee”	A contract which binds the parent of a subsidiary company as follows: If the subsidiary company fails to do what it has promised under a contract, the Commissioner or Chief Constable can require the parent company to do so instead.
“Police and Crime Commissioner (Commissioner)”	The Police and Crime Commissioner (Commissioner) for the Hampshire and Isle of Wight
“Police Organisation”	Includes, but is not limited to, other chief constables and police and crime commissioners.
“Procurement Team” or “Procurement”	The internal Procurement team
“Professional Standards Department”	The internal Professional Standards Department that investigates employee conduct.
“Quotation”	A quotation of price and any other relevant matter (without the formal issue of an Invitation to Tender).
“Supplier” or “Tenderer”	The party or potential party that will provide or deliver the goods, services or works under the Contract.
“Tender”	A Supplier’s proposal submitted in response to an Invitation to Tender.
“Threshold”	The contract value at which the UK Procurement Legislation applies.

“TUPE – Transfer of Undertakings

(Protection of

Employment)”

TUPE refers to the Transfer of Undertaking (Protection of Employment) Regulations, 1981. These regulations were introduced to ensure the protection of employees when, for example, a business is taken over by another organisation. Broadly, TUPE regulations ensure that the rights of employees are transferred along with the business.

“UK Procurement

Legislation”

The Legislation which governs UK public procurement procedures: a) The Public Contract Regulations 2015; b) The Public Procurement (Amendment etc.) (EU Exit) Regulations 2020; c) Concession Contracts Regulations 2016; d) Utilities Contracts Regulations 2016; e) Defence and Security Public Contracts Regulations 2011; f) The Procurement Act 2023; and g) Transparency Regulations 2024.

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