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The Public Services (Social Value) ACT 2012 stipulates that public authorities need to have reviewed the social value of the SERVICE prior to tendering it. Failure to consider this may RESULT in a legal CHALLENGE.

The Public Services (Social Value) Act 2012 stipulates that public authorities need to have reviewed the social value of the service prior to tendering it. Failure to consider this may result in a legal challenge.

We have PROVEN through proactive contract management and engagement with suppliers that SUSTAINABLE PROCUREMENT does not need to cost more, and can OFTEN cost less.

We have proven through proactive contract management and engagement with suppliers that sustainable procurement does not need to cost more, and can often cost less.

You will need to COMPLETE the appropriate SOLD Note or GIFTS of Second Hand Goods and Materials form in COMPLIANCE with the appropriate procedure.

You will need to complete the appropriate Sold Note or Gifts of Second Hand Goods and Materials form in compliance with the appropriate procedure.

It is a REQUIREMENT, as identified in the Diamond Report, for UNIVERSITY’s to use collaborative agreements for 30% of their non PAY spends. This is MEASURED on an annual basis through statistical returns. The Procurement Service will always REVIEW any agreements that are available to use, and will discuss with the stakeholder if this is suitable for their needs. If they are, a mini competition will be undertaken that complies with the terms set in the framework agreement. This can substantially reduce timescales. If the agreement is not suitable, or does not closely match our requirements, we will have to do our own tender.

It is a requirement, as identified in the Diamond Report, for University’s to use collaborative agreements for 30% of their non pay spends. This is measured on an annual basis through statistical returns. The Procurement Service will always review any agreements that are available to use, and will discuss with the stakeholder if this is suitable for their needs. If they are, a mini competition will be undertaken that complies with the terms set in the framework agreement. This can substantially reduce timescales. If the agreement is not suitable, or does not closely match our requirements, we will have to do our own tender.

The Procurement SERVICE will MAKE recommendations on the process, whether that will be a one stage or two stages, but the stakeholder is ABLE to provide their own thoughts on this as part of the planning PHASE.

The Procurement Service will make recommendations on the process, whether that will be a one stage or two stages, but the stakeholder is able to provide their own thoughts on this as part of the planning phase.

As the LIMIT is so close to the THRESHOLD set in the legislation, it WOULD be APPROPRIATE to treat this as an EU tender. Failure to do so may result in the tender having to be aborted if costs escalated over the EU threshold.

As the limit is so close to the threshold set in the legislation, it would be appropriate to treat this as an EU tender. Failure to do so may result in the tender having to be aborted if costs escalated over the EU threshold.

There are timescales stipulated within the legislation that relate to the time the supplier has to review and submit documents. These timescales are deemed to be reasonable. The remainder of the time is LINKED to the process that the University undertakes in order to ensure a FAIR process and correct award. This WOULD be undertaken REGARDLESS of whether it was an EU TENDER or not.

There are timescales stipulated within the legislation that relate to the time the supplier has to review and submit documents. These timescales are deemed to be reasonable. The remainder of the time is linked to the process that the University undertakes in order to ensure a fair process and correct award. This would be undertaken regardless of whether it was an EU tender or not.

The advantages that we receive by COMPLYING with EU legislation are:

• Free advertising of requirements and therefore being alerted to other suppliers that may not have been known about OTHERWISE.
• Compliance with the COMPETITION act.
• Assurance that a robust and FAIR process has been FOLLOWED.

The advantages that we receive by complying with EU legislation are:

The ISSUE of whether a UNIVERSITY remains a contracting authority for the PURPOSES of EU procurement law depends on the precise source of funding and this would need to be reviewed by an independent legal expert to determine.

The issue of whether a University remains a contracting authority for the purposes of EU procurement law depends on the precise source of funding and this would need to be reviewed by an independent legal expert to determine.

If this is a genuine emergency, the in HOURS and out of hours emergency PROCEDURES will APPLY. However, this process cannot be USED for failure to PLAN.

If this is a genuine emergency, the in hours and out of hours emergency procedures will apply. However, this process cannot be used for failure to plan.

You must ask for a RECEIPT when the PURCHASE is made. If a receipt has not been ISSUED, chase the SUPPLIER and ask for an invoice to support the purchase.

You must ask for a receipt when the purchase is made. If a receipt has not been issued, chase the supplier and ask for an invoice to support the purchase.

If possible, CONTACT the approver by telephone or EMAIL asking for approval and COMPLETE the purchase card AUTHORIZATION form as soon as you are ABLE.

If possible, contact the approver by telephone or email asking for approval and complete the purchase card authorization form as soon as you are able.

There is no stipulation on grade to be ABLE to HOLD a purchasing card; it is up to the approver to DETERMINE who NEEDS cards in their department or COLLEGE.

There is no stipulation on grade to be able to hold a purchasing card; it is up to the approver to determine who needs cards in their department or college.

TRANSACTION limits for all CARDS were raised in 2012. Purchases over £1,000 need to be requisitioned and raised FORMALLY unless the cardholder works in the Faculty of Science in which case single transaction limits may be increased on RECEIPT of the Purchasing card LIMIT request form.

Transaction limits for all cards were raised in 2012. Purchases over £1,000 need to be requisitioned and raised formally unless the cardholder works in the Faculty of Science in which case single transaction limits may be increased on receipt of the Purchasing card limit request form.

Transactions cannot be disaggregated, and this may result in ONE of the transactions being declined by Barclaycard. It may ALSO result in your card being CANCELLED for mis-use.

Transactions cannot be disaggregated, and this may result in one of the transactions being declined by Barclaycard. It may also result in your card being cancelled for mis-use.

This is classed as fraud and must not be done under any circumstance. It is the CARDHOLDER’s responsibility to use the card in ACCORDANCE with the TRAINING and POLICY.

This is classed as fraud and must not be done under any circumstance. It is the cardholder’s responsibility to use the card in accordance with the training and policy.

Even THOUGH there may only be one SUPPLIER capable of FULFILLING the NEED, their suitability to work for the University still needs to be assessed.

Even though there may only be one supplier capable of fulfilling the need, their suitability to work for the University still needs to be assessed.

PLEASE REVIEW the SUPPLIER PROCESS.

Please review the supplier process.

Unless the SUPPLIER is legitimate single source, there should be no stipulation in advance of a tender of who the stakeholder or approver wishes to USE. A full tender EXERCISE will be completed that will determine the supplier BEST placed to fulfill the REQUIREMENT.

Unless the supplier is legitimate single source, there should be no stipulation in advance of a tender of who the stakeholder or approver wishes to use. A full tender exercise will be completed that will determine the supplier best placed to fulfill the requirement.

Failure to complete a GRN will result in INVOICES being UNABLE to be matched and paid which could PUT us in BREACH of CONTRACT with our suppliers.

Failure to complete a GRN will result in invoices being unable to be matched and paid which could put us in breach of contract with our suppliers.

Where equipment is being PURCHASED for RESEARCH purposes, the research form MUST be attached to all REQUISITIONS, OTHERWISE it will be rejected.

Where equipment is being purchased for research purposes, the research form must be attached to all requisitions, otherwise it will be rejected.

Please ENSURE that you SELECT the FIELD for CAPITAL on the requisition screen.

Please ensure that you select the field for capital on the requisition screen.

UNLESS you work in the Faculty of Science and the value is less than £10,000, it is the Procurement Service’s RESPONSIBILITY to obtain QUOTATIONS. PLEASE attach what you have to the requisition, but for FUTURE requests, please ensure that a specification is provided so that the Procurement Service can source quotations.

Unless you work in the Faculty of Science and the value is less than £10,000, it is the Procurement Service’s responsibility to obtain quotations. Please attach what you have to the requisition, but for future requests, please ensure that a specification is provided so that the Procurement Service can source quotations.

This is because the actual cost is being approved in the ELECTRONIC SYSTEM acquiring. It is therefore important to ensure your APPROVER is HAPPY for you to place the requisition, to save them rejecting it after the sourcing has taken place.

This is because the actual cost is being approved in the electronic system acquiring. It is therefore important to ensure your approver is happy for you to place the requisition, to save them rejecting it after the sourcing has taken place.

This will depend on the complexity of the requirement, but all requisitions will be REVIEWED, though not NECESSARILY auctioned, WITHIN 3 working DAYS, as it will depend UPON the level of purchase required.

This will depend on the complexity of the requirement, but all requisitions will be reviewed, though not necessarily auctioned, within 3 working days, as it will depend upon the level of purchase required.

Please contact the Procurement SERVICE to discuss. There are several OPTIONS AVAILABLE, each of them will be discussed with you, but could include a FORMAL letter to the supplier detailing issues, formal meeting with agenda to discuss issues, or, in extreme cases, NOTIFICATION to the supplier of breach of contract. The Procurement Service will be in the best position to provide advice.

Please contact the Procurement Service to discuss. There are several options available, each of them will be discussed with you, but could include a formal letter to the supplier detailing issues, formal meeting with agenda to discuss issues, or, in extreme cases, notification to the supplier of breach of contract. The Procurement Service will be in the best position to provide advice.

A contract management log is a shared document between the UNIVERSITY and the supplier that is used to capture all activities RELATING to the contract. Whether it is improvements, records of meetings or ISSUES, the contract management log will HELP develop the current contract and also form the basis for future contracts.

A contract management log is a shared document between the University and the supplier that is used to capture all activities relating to the contract. Whether it is improvements, records of meetings or issues, the contract management log will help develop the current contract and also form the basis for future contracts.

Stakeholders can and will be INVOLVED in contract MANAGEMENT and REVIEW meetings, where APPROPRIATE.

Stakeholders can and will be involved in contract management and review meetings, where appropriate.

The REASON for agreeing the EVALUATION criteria in advance is to ensure that the correct weightings have been GIVEN to those areas of most importance. Through the detailed evaluation undertaken, the supplier ranked in FIRST position should therefore be the correct supplier, and an award will be made.

The reason for agreeing the evaluation criteria in advance is to ensure that the correct weightings have been given to those areas of most importance. Through the detailed evaluation undertaken, the supplier ranked in first position should therefore be the correct supplier, and an award will be made.

Negotiation or bartering on PRICE is not ethical, however there are TECHNIQUES that can be adopted to influence a change in a proposal, for example value engineering. This MUST be done by trained Procurement Service staff. If price is very IMPORTANT, it may be POSSIBLE to carry out an eAuction. This must be decided in advance of the tender.

Negotiation or bartering on price is not ethical, however there are techniques that can be adopted to influence a change in a proposal, for example value engineering. This must be done by trained Procurement Service staff. If price is very important, it may be possible to carry out an eAuction. This must be decided in advance of the tender.

In EU tenders, there is a legal REQUIREMENT that selection and AWARD CRITERIA are notified to suppliers in the notice and documentation, so they understand the importance that we have placed on each section. In non-EU tenders, it is still good PRACTICE to do this.

In EU tenders, there is a legal requirement that selection and award criteria are notified to suppliers in the notice and documentation, so they understand the importance that we have placed on each section. In non-EU tenders, it is still good practice to do this.

This needs to be discussed with the PROCUREMENT Service who will be able to ADVICE on the best course of ACTION. It may be necessary to re-issue the TENDER, or in the CASE of an EU tender, re-advertise.

This needs to be discussed with the Procurement Service who will be able to advice on the best course of action. It may be necessary to re-issue the tender, or in the case of an EU tender, re-advertise.

This NEEDS to be discussed with the Procurement Service who will be ABLE to ADVICE on the best course of action. It MAY be necessary to re-issue the tender, or in the case of an EU tender, re-advertise.

This needs to be discussed with the Procurement Service who will be able to advice on the best course of action. It may be necessary to re-issue the tender, or in the case of an EU tender, re-advertise.

Only where there is a specific need to link in to other equipment for compatibility reasons CANS a brand be specified. If there is no ISSUE with compatibility, a particular brand cannot be specified. The Procurement Service will be ABLE to provide advice.

Only where there is a specific need to link in to other equipment for compatibility reasons cans a brand be specified. If there is no issue with compatibility, a particular brand cannot be specified. The Procurement Service will be able to provide advice.

The tender process will be discussed with you as SOON as you have HIGHLIGHTED the requirement to the Procurement Service. As part of this process, the SPECIFICATION and requirements will be discussed, and it will be agreed with you the kind of information you need to include within your specification. SAMPLE specifications can be provided to assist, and the Procurement Service also OFFER training in how to write specifications.

The tender process will be discussed with you as soon as you have highlighted the requirement to the Procurement Service. As part of this process, the specification and requirements will be discussed, and it will be agreed with you the kind of information you need to include within your specification. Sample specifications can be provided to assist, and the Procurement Service also offer training in how to write specifications.

The tender process will be DISCUSSED with you as SOON as you have highlighted the REQUIREMENT to the Procurement Service. As part of this process, the SPECIFICATION and requirements will be discussed. Sample specifications can be provided to assist, and the Procurement Service also offer training in how to write specifications.

The tender process will be discussed with you as soon as you have highlighted the requirement to the Procurement Service. As part of this process, the specification and requirements will be discussed. Sample specifications can be provided to assist, and the Procurement Service also offer training in how to write specifications.

Yes, stakeholders will be included in the planning PROCESS to ensure that their needs are met and to CAPTURE any specialist KNOWLEDGE they have.

Yes, stakeholders will be included in the planning process to ensure that their needs are met and to capture any specialist knowledge they have.

Market research will be led by the Procurement Service, but stakeholders OFTEN have a very GOOD understanding of the market AVAILABLE and can provide information that will assist in this REVIEW.

Market research will be led by the Procurement Service, but stakeholders often have a very good understanding of the market available and can provide information that will assist in this review.

Spend INFORMATION is TAKEN from all financial SYSTEMS, Oracle, acquire and Barclaycard spend. This is then reviewed to look at off-contract spend, and these are then categorised into short-term (contract needed within 12 months, perhaps where there is a legal requirement or there is likely to be an INCREASE in spend); medium-term (contract needed within 24 months) and long-term (contract needed, but not urgent as there are other contracts available that can be used).

Spend information is taken from all financial systems, Oracle, acquire and Barclaycard spend. This is then reviewed to look at off-contract spend, and these are then categorised into short-term (contract needed within 12 months, perhaps where there is a legal requirement or there is likely to be an increase in spend); medium-term (contract needed within 24 months) and long-term (contract needed, but not urgent as there are other contracts available that can be used).

Regardless of the source of FUNDING, the MONEY is CLASSED as public money, so University procedures and legislation will APPLY.

Regardless of the source of funding, the money is classed as public money, so University procedures and legislation will apply.

VALUE for money is a detailed and COMPLEX evaluation that takes place to review the value that the University will derive from a PURCHASE, whether that is additional value in terms of additional warranty, additional functionality, energy consumption, whole life costs, total cost of OWNERSHIP or the PRICE that will be paid.

Value for money is a detailed and complex evaluation that takes place to review the value that the University will derive from a purchase, whether that is additional value in terms of additional warranty, additional functionality, energy consumption, whole life costs, total cost of ownership or the price that will be paid.

This should be notified to the APPROVER and where the value is over £30 the GIFTS and HOSPITALITY FORM should be COMPLETED and sent to the Procurement Service. The gift should then be raffled within the Department with the proceeds being donated to charity.

This should be notified to the approver and where the value is over £30 the gifts and hospitality form should be completed and sent to the Procurement Service. The gift should then be raffled within the Department with the proceeds being donated to charity.

If the supplier is contracted to the University and the lunch is of low value (i.e. a sandwich lunch) this is FINE to accept. HOWEVER, if the supplier is currently in a TENDER process, under no circumstance should lunch be accepted. For a lunch where the value is over £30, the gifts and HOSPITALITY form should be COMPLETED and sent to the Procurement Service.

If the supplier is contracted to the University and the lunch is of low value (i.e. a sandwich lunch) this is fine to accept. However, if the supplier is currently in a tender process, under no circumstance should lunch be accepted. For a lunch where the value is over £30, the gifts and hospitality form should be completed and sent to the Procurement Service.

The Procurement Service will REVIEW this in conjunction with the supplier and GUIDANCE in relation to the FREEDOM of Information Act.

The Procurement Service will review this in conjunction with the supplier and guidance in relation to the Freedom of Information Act.

This is to ensure openness and TRANSPARENCY, and to ensure that no supplier is GIVEN an unfair ADVANTAGE over another.

This is to ensure openness and transparency, and to ensure that no supplier is given an unfair advantage over another.

Ask the supplier to put their QUERIES in WRITING to the Procurement Service (contact details will be included WITHIN the tender DOCUMENT). This will then be reviewed and if NECESSARY a response will be provided to all suppliers.

Ask the supplier to put their queries in writing to the Procurement Service (contact details will be included within the tender document). This will then be reviewed and if necessary a response will be provided to all suppliers.

You need to declare this on the personal INTEREST FORM and must ensure that the UNIVERSITY is notified of this whenever any business dealings MAY be impacted by this RELATIONSHIP.

You need to declare this on the personal interest form and must ensure that the University is notified of this whenever any business dealings may be impacted by this relationship.

UNICEF ISSUES the Statement of Account within 30 days after the LAST charge has been received and PROCESSED by UNICEF (for supplies, freight and insurance). On average, this takes 3-4 months after the delivery of the final SHIPMENT of supplies at the Port of Destination.

UNICEF issues the Statement of Account within 30 days after the last charge has been received and processed by UNICEF (for supplies, freight and insurance). On average, this takes 3-4 months after the delivery of the final shipment of supplies at the Port of Destination.

• Make SURE the correct template is being used (Government, NGO or UN) and replace all the grey-shaded fields with the correct INFORMATION.
• Print two hard copies and sign/date both, then submits both original signed copies to the UNICEF Country Office Representative for counter SIGNATURE (or to Procurement Services if there is no UNICEF Country Programme). A fully signed COPY will be returned to the partner for their records.
• Please note that any changes to the standard MOU template require clearance from the Director of Supply Division prior to signature.

A standard MOU has a fixed, pre-determined TEXT which has been approved by the Director of SUPPLY Division (SD) and cannot be changed in areas other than designated entry fields. Standard MOUs are signed between the partner and UNICEF Representatives in Country Offices, or in instances where there is no Country Office presence, with SD Director.

A non-standard MOU is an MOU in which text or format other than the designated entry fields has been changed and is prepared in order to meet specific requests or needs of the CUSTOMER which are not ADDRESSED in the standard MOU. Non-standard MOUs are approved by the SD Director on a case-by-case basis, and are signed between the partner and UNICEF Representatives in Country Offices, or in instances where there is no Country Office presence, with SD Director. UNICEF Representatives in Country Offices may sign a non-standard MOU only upon prior written delegation of signing AUTHORITY by the SD Director.

A standard MOU has a fixed, pre-determined text which has been approved by the Director of Supply Division (SD) and cannot be changed in areas other than designated entry fields. Standard MOUs are signed between the partner and UNICEF Representatives in Country Offices, or in instances where there is no Country Office presence, with SD Director.

A non-standard MOU is an MOU in which text or format other than the designated entry fields has been changed and is prepared in order to meet specific requests or needs of the customer which are not addressed in the standard MOU. Non-standard MOUs are approved by the SD Director on a case-by-case basis, and are signed between the partner and UNICEF Representatives in Country Offices, or in instances where there is no Country Office presence, with SD Director. UNICEF Representatives in Country Offices may sign a non-standard MOU only upon prior written delegation of signing authority by the SD Director.