Charities and third sector organisations need procurement that is practical, proportionate and auditable. Funders expect transparent processes. Trustees want assurance that spend is controlled and value is demonstrated. Service leads need suppliers who deliver for beneficiaries without adding admin burden. We help charities meet all three needs with a service that is bespoke and delivered around your procurement and contract management needs.
Some charities must comply with public procurement law when they buy goods, services or works. Others are not in scope but still need robust controls to satisfy commissioners, donors and auditors. We support both positions. Where the Procurement Act 2023 applies, we design competitions that are fair, open and challenge-ready. Where it does not, we use the same clean discipline to achieve competition, value and a clear audit trail.
Are you a contracting authority
If your charity is a contracting authority, public procurement rules apply above the relevant thresholds. The status usually turns on funding, function and governance. Use the simple sense check below and then take advice if the picture is mixed.
| Test | What to look for | What this means for procurement |
| Funding profile | More than half of total income from central or local government, the NHS or other public sources | Public procedures are likely to apply for in-scope buys above threshold |
| Public function | You deliver services that a public body would normally deliver and do so under statutory or long term commissioning arrangements | Treat yourself as a contracting authority for those areas of spend |
| Governance influence | A majority of trustees or board members appointed by public bodies | Strong indicator of contracting authority status and the need for regulated procedures |
When in doubt, we document a reasoned position, agree it with trustees, and then build procedures that will withstand scrutiny from commissioners, auditors and the PRU environment. Even where spend is below threshold, we keep competition and equal treatment proportionate and clear.
Outsourced procurement capacity for busy teams
Most third sector teams have lean central functions. We provide experienced practitioners who can pick up live procurements, run end to end competitions or handle specific stages such as market engagement, specification writing, evaluation design and moderation, standstill and award, or mobilisation management. We work to your policies and grant conditions, keep stakeholders informed, and leave a complete file that makes audit simple.
Categories where we add immediate value
The third sector buys a broad mix. Typical areas include commissioned care and support services, outreach and employment programs, digital platforms and case management systems, estates and facilities, ground maintenance and cleaning for charity estates, minor works and compliance programmes, transport, and professional services such as research, evaluation and marketing. Our role is to create specifications suppliers can price and your managers can enforce, to structure pricing so bids are comparable, and to choose a route to market that meets your timetable and risk profile.
For people based services we build outcome focused specifications that describe what success looks like for beneficiaries and communities, set clear safeguarding and quality expectations, and avoid unnecessary barriers for VCSE suppliers. For IT we test integration, privacy and security early, write service levels that matter, and prepare you for renewals so you never sleepwalk into auto extensions. For estates, FM and cleaning we define outputs, schedules and quality checks that reduce disputes and improve value. For minor works and property compliance we use straightforward scopes, competence and safety requirements, and a mobilisation plan your delivery teams can follow.
Compliance under the Procurement Act 2023
The new regime increases flexibility while raising the bar on transparency and fairness. We use market engagement to shape realistic specifications and to encourage competition, especially from SMEs and VCSEs. Selection and award criteria are proportionate and link to the specification and commercial model. The competitive flexible procedure gives room to tailor timetables and information requests while protecting equal treatment. Notices and records are accurate, timely and complete. For below threshold activity we keep things simple but still competitive and well documented.
Value for money reviews that show what is really happening
A value for money review should test more than headline rates. We combine spend data, contract terms, invoices, supplier reports, beneficiary or resident feedback and simple site or service checks. The output is a short report that sets out savings options, quality risks and delivery implications. For example, in cleaning we may propose a risk based frequency model linked to footfall and usage that reduces cost without reducing hygiene. In IT we may find duplicated modules, unused licences or overlapping platforms that can be rationalised. In outreach services we may propose a revised outcome framework that pays for results rather than activity, with a fair transition plan for delivery partners.
Route to market that fits your organisation
There is rarely a single correct route. We compare framework or DPS call off with a full competition, and we consider below threshold options for local and specialist suppliers. We design lotting strategies that reflect geography and provider capacity, and we publish clear, simple instructions. Weightings reflect your real priorities, often with quality valued strongly where services are complex or high impact. The aim is to attract credible suppliers, obtain comparable bids and make a decision you can explain to trustees, funders and unsuccessful bidders with confidence.
Evaluation that rewards real quality
We write questions that probe delivery method, staffing and supervision, risk and safeguarding, data and privacy, and the way the supplier will work with your teams and partners. Pricing schedules are structured to reveal the true cost drivers and discourage gaming. We chair focused moderation sessions and record the reasoning. The standstill pack is clear and fair, which reduces the risk of challenge and helps unsuccessful bidders improve.
Mobilisation that keeps services safe
For care and support contracts we plan TUPE, transition of caseloads, information sharing, training and safeguarding checks, and early communications with service users. For estates and FM we plan materials, plant, welfare and site access, and create a quality baseline with photos and area lists. For IT we agree test environments, data migration, cutover and a clean exit plan. You get a day one, day thirty and day ninety view with clear responsibilities and early success measures.
Contract management that protects outcomes
Post award discipline protects value. We set proportionate KPIs and service level measures that reflect the real outcomes you need. Governance is scheduled and purposeful, with information requested once and used. We keep variations controlled and price changes transparent. If performance slips we agree a time bound improvement plan or plan a fair exit.
Building capability in your teams
Many charities want to grow in house capability while meeting immediate demand. We provide short, practical training sessions on specification writing, evaluation and moderation, supplier performance and contract change. Sessions use your live cases where possible, and we leave templates and checklists so new habits stick.
Getting started
Start with a quick health check on your current procurement files and contract register, commission a value for money review in a priority category, or ask us to take a live tender from market engagement to award. We will propose a clear scope, timeline and fixed fee where possible, provide a single point of contact, and deliver without fuss.