Download HEFCE`s procurement policy - Tender Notification Service, Supplier

HEFCE’s procurement policy
1.
As a public body (funded by the Department for Business, Innovation and Skills (BIS)),
HEFCE needs to spend money wisely and selectively to ensure that best value for money is
obtained.
2.
The Council has a central procurement facility that aims to ensure that the Council:
a.
Secures value for money, based on whole-life cost, not short-term price.
Whole-life cost takes into account cost over time, including capital,
maintenance, management and operating costs.
b.
Conforms with English and EC Law and government practice.
c.
Follows best professional practice.
3.
The Council is subject to the lower EU procurement threshold, but we try to act at all
times in the spirit of EU law by acting openly and fairly for all procurement activities.
4.
Our internal rules permit us to consider selective tendering for awards of less than
£50,000 but after this figure we will normally consider open tenders or submit to EU rules as
appropriate. Requirements of less than £10,000 will still need to be market tested to ensure
best value.
5.
Once a tendering exercise is completed, the Council will expect the successful
tenderer to sign a written contract that highlights our normal terms and conditions.
6.
We may also commit to expenditure through the use of a purchase order or for items
of less than £500, we opt to utilise a government procurement card (gpc).
7.
We have strict rules relating to sole supplier contracts to minimise any unfair practice.
8.
We give full consideration to existing government, public sector and higher education
contracts in order to maximize best value.
9.
We give due consideration and weighting to all public procurement policy areas
including, equality and diversity, freedom of information, engagement with small- and
medium-sized enterprises, data protection and security, sustainability and other aspects of
corporate social responsibility.
10. We have a system of approved suppliers for centrally purchased goods and services
(for example, stationary, IT equipment and consumables, legal advice). These can be set up
as formal contracts or framework agreements if we can estimate our requirements for a set
period. In these cases, a tendering process is normally carried out based on the Council’s
likely annual requirement and the chosen suppliers are the ones who have demonstrated
best value for money and met our selection criteria.
11. Most domestic contracts are issued for up to 36 months inclusive of a satisfactory trial
period, where appropriate.
12. For these contracts we will issue an annual vendor analysis and will share the results
with colleagues and contractors to aim for continuous improvement and a partnership
approach.
13. The Council follows the ‘HM Treasury Better Payment Practice Code’ and confirms
that it has a clear, consistent policy to pay invoices within 30 days.
14. Where relevant, the Council may agree a part payment schedule against set
deliverables at the time of tendering – for consultancy or perhaps building maintenance work.
15. All colleagues involved in procurement are expected to maintain the highest standards
of propriety and integrity in all of their business relationships both inside and outside the
Council. In particular, our staff are required to work in line with the following:
a.
Personal interest - They must avoid any conflict of interest in purchasing activity
at all times.
b.
Confidentiality/freedom of information - Confidentiality of commercial
information must always be respected and the information never used for personal gain
or passed to others. However, suppliers are advised that we are subject to the Freedom
of Information Act 2000 and reference is made to this Act in any invitations to tender.
c.
Fair competition - Any arrangement with a supplier which might in any way
prevent fair competition must be avoided.
d.
Business gifts - All business gifts other than items of very small intrinsic value
such as diaries or calendars will normally be refused.