Procurement

Our procurement strategy varies according to the nature, cost and complexity of the products or services being purchased.

Contracts valued above £50,000 are generally advertised on the Public Contracts Scotland website, except where there’s a justifiable need to pursue a different procedure. Our procedures are in line with Scottish Procurement’s guidance and based on its Procurement Journey routes.

For all purchases between £1,000 and £50,000, written invitations to quote should be issued to at least three suppliers. For purchases between £20,000 and £50,000, the Quick Quote facility on the Public Contracts Scotland portal is used.

Suppliers and contractors can access details of all Scottish public sector contracts for free through the Public Contracts Scotland portal. You can also register for free email alerts about new tender opportunities.

Further reading

Contracts Register [PDF, 148KB]

Procurement Strategy 2022-26 [PDF, 501KB]

The relevant business area will handle the tender process for all such smaller contract opportunities. Procurement are there to assist if required and can advise if there is an existing, suitable Public Sector Framework that can be used.  

Contracts below £1,000

Only one written quote is required. 

Contracts between £1,000 and £20,000

Written invitations to quote will be issued to a minimum of three suppliers via email.  

Contracts between £20,000 and £50,000

The Quick Quote facility on the Public Contracts Scotland portal is used. Bidders will submit tender documents similar to those for contracts above £50,000. Suppliers must be registered on Public Contracts Scotland in order to receive the Invitation to Quote.  

Contract award

The successful bidder will be issued with a contract award letter and, soon after, a purchase order. All invoices must quote the purchase order number.

Unsuccessful bidders will be debriefed.

Contract management

A member of our staff will:

• act as the designated contact on our side

• monitor supplier performance

• deal with supplier queries

Our Procurement Team handles the tender process for these larger contract opportunities.

Procurement will research whether there is a suitable, existing Public Sector Framework that can be used. If not, we will conduct own Invitation to Tender.  

Invitation to Tender

For some opportunities, we may conduct a pre-qualification exercise to shortlist suppliers who have expressed an interest in the contract. This may be because of the type of goods/services/works being procured or because there are many potential suppliers.

The Single Procurement Document (SPD) is used as a pre-qualification document and can be downloaded direct from the Public Contracts Scotland notice advertising the contract. The SPD and supporting information you submit will be assessed against the weighted criteria contained in the notice.

We’ll send you an Invitation to Tender (ITT) if you’re shortlisted at this stage.

If a pre-qualification exercise is not used then we will conduct an Open Tender, whereby any suppliers registered on Public Contracts Scotland have the opportunity to bid. The Invitation to Tender Documents will be advertised on Public Contracts Scotland.  

An ITT will usually include:

• instructions to tender – this sets out how to respond and the criteria for awarding the contract

• specification – explains the scope of the contract, sometimes including proposed service levels

• schedules – details the evidence you must supply to prove your ability to meet the contract

• price schedule – may include a certain format for submitting tender pricing

• example scoring mechanism – to show how we will score tenders

• Historic Environment Scotland terms and conditions

Tender evaluation

Tenders are judged on fair and equal terms to select the supplier that provides the best overall value for money. Best value doesn’t always mean least expensive. Other factors may be taken into account to decide on the winning bid.

These may include:

• after-sales support

• lead times

• whole-life costs (including disposal)

• method statements

• health and safety policies

• sustainability

• workforce related matters – employer best practice

Contract award

Unsuccessful bidders will be debriefed during a 10-day standstill period.

Following this, the successful bidder will be issued with a contract award letter and, soon after, a purchase order. All invoices must quote the purchase order number.

Contract management

A member of our staff will:

• act as the designated contact on our side

• monitor supplier performance

• deal with supplier queries

Historic Scotland gift shops are well known among our visitors for the wide range of quality goods they sell. Suppliers are welcome to approach us with details of appropriate products that we might consider for resale in our retail outlets.

Products must be:

• commercial

• relevant to the monument and to Scotland and its history

• high quality

• competitively priced

• able to complement other products within our range

You may submit product samples at your own risk. We will return or you can collect any samples we’re not interested in selling. Historic Environment Scotland cannot accept responsibility for any damage or loss to goods that may occur in transit.

Contact the Retail Buying department on 0131 668 8901 or retailorders@hes.scot.

Retail Buying Department
Historic Environment Scotland
Longmore House
Salisbury Place
Edinburgh
EH9 1SH

The timing of payments is set out in our general conditions governing the terms of business. Payment should be made within 30 days of receipt of goods/services or the presentation of a valid invoice or other valid demand for payment, whichever is the later.

In practice, however, we make payments sooner, in line with the Scottish Government target for paying invoices within 10 working days of receipt. Many suppliers will thus receive payment before the date their contractually agreed terms would suggest.

We consider a payment to have been made when a BACS payment is committed or a cheque is posted. Disputed invoices are processed for payment from the date the dispute was resolved.

For construction work, statutory requirements for payment procedures are set out in the Housing Grants, Construction and Regeneration Act 1996.

We use standard conditions of contract for all straightforward purchases and contracts. These conditions can be altered if called for by a specific contract.

Bespoke conditions are used for more complex and high value contracts.

Terms and conditions in relation to HES purchases

• Conditions of Contract for the Purchase of Goods [PDF, 311KB]

• Conditions of Contract for the Purchase of Goods (and any related Services) [PDF, 333KB]

• Conditions of Contract for the Purchase of Services [PDF, 313KB]

Terms and conditions in relation to HESe purchases

• Conditions of Contract for the Purchase of Goods [PDF, 547KB]

• Conditions of Contract for the Purchase of Goods (and any related Services) [PDF, 338KB]

• Conditions of Contract for the Purchase of Services [PDF, 316KB]

Find out more about procurement in the Scottish Government Procurement Policy Manual.

Please also see our HES Suppliers Privacy Notice which is issued when we seek a quote for goods or services on behalf of HES or HESe.

Procurement is complex and the process and requirements can be daunting, especially for small and medium sized enterprises (SMEs). The Supplier Development Programme (SDP) supports growth through procurement by helping SMEs to get ‘tender ready’.

SDP is a Public Sector Initiative. Its main priorities are to build awareness and provide information, education and training to SMEs on public procurement and contract opportunities. Workshops cover specific topics related to working with, and completing tenders for, the public sector.

SMEs will develop transferable business skills that can improve their competitiveness while building their capacity and readiness to bid.

To find useful resources and register for the programme, visit the Supplier Development Programme website.

We see the need for sustainable procurement in all of our purchasing activities and fully endorse the Scottish Government’s Sustainable Procurement Action Plan.

Following the 10 Steps to Sustainable Procurement laid out in the action plan is helping us work towards effective sustainable procurement.

Sustainable procurement is:

A process whereby organisations meet their needs for goods, services, works and utilities in a way that achieves value for money on a whole life basis and generates benefits not only to the organisation, but also to society, the economy and the environment.

Read about the 10 Steps in the Sustainable Procurement Action Plan for Scotland.

Procurement Team
Historic Environment Scotland
Longmore House
Salisbury Place
Edinburgh
EH9 1SH 

Telephone: 0131 668 8866
Email: procurement@hes.scot