Procurement

Policy

The National Gallery acquires goods, services and works through competition whenever possible. In doing so, it wishes to achieve 'best value for money' in relation to various criteria – quality, price, service, delivery, maintenance, running costs, disposal costs, etc. This means that the lowest price is not always selected. Sustainability (i.e. 'green') issues are also becoming increasingly important.

The Gallery follows UK Government and European Union procurement policy with regard to its high value contracts. 

Practice

Purchasing requirements are devolved to individual departmental budget holders. They can draw upon the services of the Gallery’s purchasing manager for specialist support.

All major purchasing above EU threshold values is advertised in the European Journal and progressed under EU rules. In most cases, the Gallery prefers to use the restricted procedure. Here, all relevant suppliers can express interest but formal tendering is restricted to a realistic and manageable quantity. 

Significant value purchasing (below the EU thresholds) requires budget holders to consider formal competitive tendering. Quotations are acceptable at lower values.

The Gallery also undertakes repetitive low value purchasing where the need for quotations on every occasion is not cost effective. It reviews these areas every few years and establishes a framework of suppliers. They are replenished next time.

Budget holders are encouraged to make use of existing Government contracts. Here there is no need to obtain separate tenders or quotations, since this has already been undertaken by a responsible Government department. The Office for Government Commerce Buying Solutions [External link] is in charge of many such contracts. 

Very low value ‘one-off’ purchases are not subject to competition, since the administrative costs involved can be more than the value of the item purchased. 

Sustainable procurement is encouraged. For example: energy reduction measures; water reduction; hybrid/electric vehicles; bio-degradable plastics; ability to support and service rather than replace; future trade-in; etc.

Contacts

Departmental budget holders are responsible for purchasing and they are supported by the Gallery’s purchasing manager when required (e.g. specialist help with the European regulations). Suppliers wishing to undertake business with the Gallery are encouraged to email the purchasing manager who will forward the request to the appropriate person or answer himself.

Email: purchasing.manager@ng-london.org.uk

Brochures and catalogues can be posted to the purchasing manager. If space permits, they will be retained in the purchasing library for two years and made available for reference by budget holders and consultants/contractors working on the Gallery’s behalf. Information of a confidential nature (e.g. price lists) can be removed if brought to the purchasing manager's attention.

Potential suppliers may be asked to provide supporting information about their company (accounts, references, quality procedures, recent relevant experience, etc.) This is normally required when budget holders are considering a high value and / or long-term contract and it will be specifically requested.

Current and proposed contracts above EU threshold

The Gallery is currently advertising for various building consultancies.

Find out more about procurement for architectural, engineering and planning services

Current and proposed reviews/tenders below EU threshold

On application to the Purchasing Manager

Standard terms and conditions of trading

The National Gallery’s standard terms and conditions of trading are similar to those used by most public sector organisations and appear on the reverse side of Gallery purchasing orders. They are used in all routine purchasing.

These terms and conditions are changed according to circumstances. For example, supplementary terms and conditions may be added to embrace intellectual property rights; adherence with specific internal security requirements, etc. Large building contracts are normally based upon the GC/Works series of contracts.

Suppliers may propose their own terms and conditions. This does not normally cause difficulty unless certain clauses place the Gallery at serious disadvantage.

Contracts recently awarded

On application to the Purchasing Manager

Major long-term contracts still running

On application to the Purchasing Manager

Other information

The Gallery’s public catering is arranged by the National Gallery Company Ltd. [External link]. This is a private company.

The National Gallery Company also sells publications, prints, posters, souvenirs, etc from its bookshops within the premises and by mail order. Suppliers wishing to undertake business with the National Gallery Company Ltd should contact them directly.

Email: on-lineshop@nationalgallery.co.uk