Purchasing procedures - University of Central Lancashire

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PURCHASING PHILOSOPY The University aims to establish an effective and efficient organisational structure for all its purchasing activities to ensure the promotion and achievement of value for money. The established organisational structure seeks to secure the management advantage of devolved budgets and decentralised purchasing with arrangements to secure best price, to promulgate good practice in purchasing and ensure co-ordination of all buying activity across departments. To achieve these aims, the University has developed a central Purchasing Office responsible for the development of a purchasing strategy, the implementation of good purchasing practice, and the provision of professional purchasing advice across the University. Within each School and Service, the University has implemented the role of 'Lead Purchasers' to focus the purchasing activities and to develop a common approach to purchasing. Lead Purchasers are assisted by the central Purchasing Office in areas such as contract compliance, purchasing procedures, the formulation of a Buyer‟s Guide and the negotiation of standard item goods/services for use across all faculties and services. Senior management of the University is concerned with the achievement of a comprehensive and consistent overview of the University's purchasing and supply policies and activities, including training and the application of professional purchasing skills to achieve value for money. The purchasing philosophy underpins the purchasing policy of the University, and the implementation of the policy is detailed in the following procedure notes. 3 | 9 2
PURCHASING POLICY The University's Views on Purchasing The University seeks to ensure that its operational activities are consistent with, and supportive of, the Mission Statement and its associated values and aims, and are consistent with the policy stances taken by the institution on equal opportunities, regional affairs and environmental issues. The University, therefore, wishes to ensure that the process of the purchasing of goods for the University is sensitive to environmental factors, that it shows commitment to the region by, wherever possible, procuring goods from local firms, and that it facilitates equality of opportunity through contract compliance measures. These principles of purchasing will only be adopted, however, where value for money can be achieved. Policy Statement on Purchasing The University's Purchasing Policy is derived from the Mission Statement and associated values and aims. The Purchasing Policy will also operate within the wider framework of the Financial Regulations and legislative requirements. The Purchasing Policy is as follows: - 1. The University will seek to achieve value for money in all purchases. 2. Environmentally friendlier products will be purchased, wherever possible. 3. Wherever possible, the University will not deal with companies who are known to operate discriminatory practices. All University contracts will include a clause upon which contract compliance will be sought. 4. Subject to European directives, products will normally be purchased within the North West of England and, wherever possible, in Lancashire and Cumbria. 5. Goods and Services will be purchased from within approved contracts and ranges where available. 6. Purchasing will be on the basis of "just-in-time" to prevent unnecessarily large levels of stock being maintained. Principles of Implementation All contracts for standard items and environmentally friendlier products (as defined in the purchasing procedures) will be negotiated by the Head of Purchasing. Major items and group purchases (as defined in the purchasing procedures) will be technically specified by the specialist staff, and the Head of Purchasing will undertake all contract negotiations. 4 | 9 2
Page 1 and 2: University of Central Lancashire Pu
Page 3: INTRODUCTON The purpose of these pr
Page 7 and 8: 2 PRIMARY BUDGET HOLDER PURCHASING
Page 9 and 10: Value of Order/Contract (Exclusive
Page 11 and 12: PURCHASING PROCEDURES 5 SELECTION O
Page 13 and 14: PURCHASING PROCEDURES 7 EU PROCUREM
Page 15 and 16: 2 VALUATION OF A CONTRACT The propo
Page 17 and 18: 2.4 Waivers for „Small Lots‟ Fo
Page 19 and 20: 4.3 Negotiated Procedure Under the
Page 21 and 22: authority and suitable candidates i
Page 23 and 24: Accelerated participate from date c
Page 25 and 26: is most economically advantageous t
Page 27 and 28: 8 USE OF PURCHASE ORDERS PURCHASING
Page 29 and 30: 10 USE OF SPECIFICATIONS PURCHASING
Page 31 and 32: PURCHASING PROCEDURES 11 CONTRACTS
Page 33 and 34: PURCHASING PROCEDURES 13 BUYERS GUI
Page 35 and 36: 15 FINANCIAL HEALTH CHECKS PURCHASI
Page 37 and 38: 17 APPROVED SUPPLIERS PURCHASING PR
Page 39 and 40: 1. Overview The introduction of the
Page 41 and 42: Cards cannot be used for obtaining
Page 43 and 44: In the event of non-settled dispute
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Page 47 and 48: APPENDIX A (Flow Charts) A.1 Purcha
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Page 51 and 52: A.5 Checking of the VAT Invoice Res
Page 53 and 54: APPENDIX C Purchasing Card Transact
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B. Quick Reference Guide for Intern
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Ensure that the Transaction Log (if
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Ensure the correct project code, ac
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2.8 Best Practice Purchasing over t
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A.2. Problems with Supply of Goods
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A.4. Dealing with the Corporate Car
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APPENDIX B Quick Reference Guide fo
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PURCHASING PROCEDURES 20 NEGOTIATIO
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6. Ethics Contracts for the supply
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Most agencies now insist the instit
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1. Foreword The purpose of this doc
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Samples used in surveys should be r
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point of elicitation of participant
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3.5 Single Source Tenders or Quotat
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GUIDELINES 5.1 Introduction The pro
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5.6 Assessment of Responses 5.6.1.
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Appendix 1 (see point 5.11) Current
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4. Can someone move you from task t
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PURCHASING PROCEDURES 23 PURCHASING
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