Finding Procurement Lessons in Unlikely Places
October 07, 2025 in Procurement Services
Introducing our thought-leadership series by our Associate Director of Procurement, Simon Davis. He uses every day, unexpected words to spark stories and reflections about procurement.
The Telescope
Public procurement can feel like operating under intense scrutiny, where every specification detail faces examination and every decision gets questioned. Yet while we're managing this microscopic view, we also need to step back and take the telescopic perspective. Where is your procurement strategy really heading in this new Procurement Act 2023 environment? What are you building for the next five years, rather than just getting through the next five tenders?
The Procurement Act 2023 brings us open frameworks - a genuine shift from traditional models. These frameworks allow suppliers to join at regular intervals, creating ongoing competition rather than the static supplier lists we're used to. The organisations that will thrive are those embedding flexibility into their procurement routes, moving away from the rigid processes that have dominated public sector buying. Through frameworks and managed procurement services, we're working toward creating space for public sector buyers and suppliers to think strategically, not just reactively. What does your procurement telescope reveal about the open framework landscape?
The Procurement Puzzle
Procurement has always been like solving a puzzle, but the Procurement Act 2023 has given us pieces that don't fit the old patterns. The new Competitive Flexible Procedure hands contracting authorities real freedom to design tender processes that actually match what they're trying to achieve. You might walk into a procurement with your specification ready, budget confirmed, and timeline mapped out. But if you don't grasp the bespoke elements - the dialogue phases, negotiation rounds, presentation formats - you're essentially guessing your way through.
For suppliers, this changes everything. The days of dusting off your standard bid response template are over. The CFP demands what we might call "procurement agility" - the ability to quickly decode each authority's tailored approach and respond strategically to their specific design. This complexity is exactly why managed procurement services exist. Sometimes the puzzle is too intricate for any single team to piece together effectively. Which aspects of the CFP puzzle are proving most challenging for your organisation?
The Power of Ink
Ink is permanent - that's what makes it both powerful and dangerous. Every public sector contract we award becomes ink on paper: binding, scrutinised, and often enduring for years. Under the Procurement Act 2023, something significant changes. For most contracts over £5 million, supplier performance against Key Performance Indicators will be published publicly for everyone to see.
Poor planning in the early stages doesn't vanish when you award the contract. It manifests as disputes, budget overruns, underperforming suppliers, and frustrated end users. The difference now? That performance becomes visible to every future contracting authority considering the same supplier. This transparency fundamentally shifts the stakes. Thoughtful procurement design and proactive performance management aren't just best practice anymore - they're essential to protecting both your organisation's reputation and the supplier's future opportunities. When you're signing off on procurement decisions, how confident are you that their public performance will stand scrutiny?
Procurement Echoes
Procurement lives in echoes. We recycle old specifications, let past processes shape future ones, and "we've always done it this way" often becomes the strongest voice around the table. But when regulations shift as dramatically as they have under the Procurement Act 2023, those echoes can lead us astray. What worked smoothly under PCR2015 might not stand up to scrutiny anymore. The PA23 has replaced that EU-based framework with something more flexible and distinctly UK-focused.
This is why we've been working closely with customers to examine how their frameworks and tender strategies match today's regulatory reality. While frameworks established under PCR2015 remain perfectly valid for call-offs, the mindset behind them needs to evolve. We're not suggesting you tear everything down and start fresh - that would be wasteful and impractical. Instead, it's about distinguishing what still serves you well from what needs updating. Which aspects of your procurement approach are still shaped by the old ways of working?
The Lantern's Light
A lantern doesn't illuminate the entire journey - it just makes the next few steps clear. In times of regulatory change, limited resources, and increasing delivery pressures, we don't always need comprehensive five-year strategies. Sometimes what we really need is clarity on the immediate path ahead, particularly when navigating the new Competitive Flexible Procedure.
Our managed procurement service operates on this principle. We help organisations identify their next tailored steps: What's the most effective route to market for this specific situation? What legal options exist for this particular process? How do we reduce risk in this custom procurement approach? The same thinking applies to frameworks. When the path ahead feels familiar, a well-designed framework provides the structure and confidence to keep progressing without getting bogged down in unnecessary complexity. The PA23 landscape offers flexibility, but flexibility without direction can become paralysis. What's the immediate step your procurement team needs clarity on right now?
Navigating the Maze
Public procurement wasn't designed to be a maze, but the Procurement Act 2023's flexibility can certainly make it feel like one. The Competitive Flexible Procedure gives contracting authorities unprecedented freedom to design bespoke tender processes, but that freedom comes with complexity. Between legal obligations, internal approval routes, and stakeholder expectations, it's surprisingly easy to find yourself lost or, worse still, walking in circles.
This is precisely why frameworks matter. They're not shortcuts or ways to avoid proper process - they're structured, pre-approved pathways through the complexity. Think of them as well-lit corridors that have already been cleared by legal teams and tested by experience. But sometimes even frameworks can't provide the complete route you need. That's when a managed procurement service becomes valuable. We don't attempt to bulldoze through the maze or pretend the complexity doesn't exist. Instead, we walk alongside you, helping you navigate those bespoke CFP stages that make each procurement unique. Are you finding your way confidently through this PA23 landscape?
Cutting With Precision
Procurement is often about cutting - cutting costs, cutting timelines, cutting red tape. But like scissors in the wrong hands, it can cause real damage if not wielded carefully. Under the Procurement Act 2023, the emphasis shifts toward maximizing public benefit, with social value considerations expected to account for at least 10% of evaluation scoring.
We’ve seen how cuts, if not carefully planned, can create delivery challenges: services under pressure, frameworks developed without meaningful supplier engagement, or contract scopes trimmed to the point where successful delivery became impossible. Efficiency absolutely matters, but not when it compromises the outcomes we're trying to achieve. This is why thoughtful procurement design is crucial. A well-executed procurement should cut with precision, carefully balancing cost considerations with social and environmental impact. It's about understanding what creates genuine value rather than simply pursuing the lowest price. When you think about your recent procurement decisions, what was the last element you cut from your approach? More importantly, did that cut improve the public outcome, or did it create problems further down the line?
The Procurement Glacier
Change in procurement moves like a glacier - slowly, steadily, but with immense power to reshape the landscape. Policies evolve gradually, systems take years to replace, and behavioural change happens even more slowly. But like glaciers, slow doesn't mean insignificant.
The shift from PCR2015 to the Procurement Act 2023 isn't a dramatic revolution that transforms everything overnight. It's a steady redefinition of how we think about transparency, competition, and value in public procurement. The introduction of the Debarment List and public performance monitoring for contracts over £5 million creates what we might call a "reputational ledger" - a visible record that will influence procurement decisions for years to come. We see the same gradual transformation in how teams operate. Procurement teams are gradually evolving from isolated tendering toward more integrated commercial thinking – a shift that takes time, commitment, and support.. Real transformation happens through consistent, thoughtful application of new approaches rather than sudden overhauls. Where is your procurement glacier heading in this new era of public accountability?
Managing Time
Procurement lives by the clock - deadlines, standstill periods, contract end dates, framework expiry dates. But real value emerges when we stop simply tracking time and start managing it strategically, particularly with the new open frameworks under PA23. These frameworks allow suppliers to join at regular intervals, creating continuous competition rather than fixed snapshots.
We've watched time become the enemy when procurement gets left too late, rushed without proper planning, or squeezed by delayed decision-making. That's when corners inevitably get cut and options start disappearing. Open frameworks, when used effectively, offer a way to regain control over time. They don't eliminate deadlines, but they create a state of continuous readiness. Instead of starting from scratch each time, you're building on established specifications and tested terms and conditions. When the clock is already ticking and your team is stretched or behind schedule, managed procurement services can step in to run the process properly. Where is your team losing time right now?
Building Bridges
A good procurement strategy builds bridges - between legal and operational teams, between commissioners and end users, between public sector buyers and suppliers working under intense pressure to deliver. But too often, we retreat into silos instead. Legal teams focus on compliance and risk, finance demands savings, operations just wants the job done, and procurement gets caught in the middle, trying to satisfy everyone.
The Procurement Act 2023 makes this bridge-building even more critical. With its emphasis on maximizing public benefit through social value, sustainability, and innovation, success now depends on genuine collaboration across functions. You can't deliver meaningful public value when departments are working in parallel rather than in true collaboration.. Frameworks can help create these bridges by providing platforms for productive dialogue. When everyone starts from the same legal and commercial foundation, conversations can focus on shared public benefit rather than departmental priorities. What's the next bridge your organisation needs to build?
The Digital Footprint Revolution
Every procurement leaves a trail - supplier conversations, evaluation decisions, award letters, debriefs. And increasingly, those footsteps are being followed by auditors, regulators, and quite rightly, by the public. This scrutiny isn't going away; it's intensifying.
Under the Procurement Act 2023, transparency isn't something you can choose to add later. The trail needs to be visible, documented, and justifiable from the very beginning. New requirements like Pipeline Notices for budgets over £100 million and Contract Change Notices mean the paper trail has become a digital highway that anyone can follow.
We design our frameworks with this reality in mind. When our tender team runs a procurement on behalf of a public body, we build the audit trail from day one, ensuring every step is clear and accountable. This isn't about defensive record-keeping or covering your back - it's about showing your work in an era where digital transparency is expected.
The trail you leave tells a story about your organisation's approach to public value. It shows whether decisions were made thoughtfully, whether suppliers were treated fairly, and whether public money was spent wisely. That story matters because it builds public trust in procurement as a whole.
What kind of trail is your procurement leaving under PA23? More importantly, would you be proud to walk someone through it step by step?
The Umbrella Concept: Flexible Protection in Uncertain Times
Budget constraints and staffing pressures make resource optimisation critical for modern procurement teams. The umbrella concept addresses this challenge by providing scalable support that expands during peak demand periods and contracts when requirements are lighter. This flexibility prevents both resource waste and capability gaps that can compromise procurement outcomes.
Consider how seasonal procurement cycles create uneven workload distribution. Traditional fixed-cost solutions either leave you over-resourced during quiet periods or under-supported when demand peaks. Our managed procurement service adapts to these natural rhythms, providing intensive support during framework renewals or major procurements while maintaining baseline capability for routine requirements.
This strategic flexibility extends to specialist expertise. Complex procurements often require niche knowledge that internal teams cannot maintain cost-effectively. The umbrella concept provides access to specialist capabilities precisely when needed, without the overhead of permanent recruitment. Legal expertise, technical evaluation, market analysis, and stakeholder engagement support become available on-demand rather than requiring permanent investment in capabilities that may only be needed occasionally.
Get in touch with our Associate Director of Procurement today for any concerns around Procurement Act 23 or the changing landscape and how to navigate it all.
077420 66460
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