Further Education Procurement Toolkit

Jo Kavanagh

Projects Director

NWUPC Ltd

FE Procurement Toolkit

Background to the project Toolkit contents Your opinion Next steps Q & A

Background to the project

The buyer’s responsibilities:– To meet user needs– To obtain value for money– To conform to organisational policies and

procedures– To conform to current legislation– To uphold ethical standards

Background to the project

Department for Children, Schools and Families (DCSF)/Department for Business, Innovation and Skills (BIS)

FELP revamp

Background to the project

Starter Kit – Sara King’s idea Starter Kit became ‘Introduction to

Procurement’

Old Procurement Guide to be revised New Procurement Guide – too weighty How to ……. Guides

Toolkit Contents

Introduction to Procurement contains information on:

– Buying goods and services– Getting the best value for your college– Making the best use of resources– Setting up and reviewing procurement processes– Reducing risk– Staying compliant with regulations, including EU legislation– Working to tried and trusted good practice standards

Toolkit Contents

Introduction to Procurement is in an easy to read, standard format:

– What– Why– How

Toolkit Contents

Introduction to Procurement contains:– Diagrams– Flow charts, Check Lists– Templates - examples of documents e:g

contract register, procurement strategies, risk registers

– Case Studies

Toolkit Contents

Introduction to Procurement – main sections cover:– Procurement – a brief overview– Before you get started– Review current position– The procurement process– Putting structures in place– Useful information/links

Toolkit Contents

Toolkit Contents

Introduction to Procurement – examples of specific topics:– Prioritise your work– Review current situation– Procurement process from identification of need

to payment– Monitoring supplier performance– Reviewing your own performance

Toolkit Contents

Introduction to Procurement – examples of specific topics:– Setting up a procurement group– Creating a procurement strategy– Minimising risk– Ethical Behaviour– Benchmarking your procurement activities– Winning buy-in from colleagues

THE PROCUREMENT PROCESS

<A> Identify the need to buy (abridged version)<B> About the need-to-buy processBefore placing an order or inviting quotations or tenders, ask if there really is a need to make a purchase. It’s an obvious question. But it’s surprising how often solutions other than buying can be found. <B> How your college benefitsQuestioning the need to buy may save your college from making expensive mistakes. It should be a part of a formal procurement process <B> Into actionDifferent colleges have different ways of identifying the need to purchase. Ideally, there should be a formal method of requesting goods and services which provides a clear audit trail from request to delivery to payment When a request arrives, don’t be afraid to ask questions. It’s part of the procurement role. Ask:•Are the goods or services needed or wanted?•Is there an alternative to purchasing goods: Can we borrow from other departments? Is leasing an option?

Good practice tip: A specification will help you to ascertain the need to purchase. How to write a

specification (link)

Toolkit Contents

As a buyer you have to conform to:

– Financial regulations– Purchasing policies and procedure– Public Procurement Directives/EU

Regulations– Legal requirements inc FOI Act

Need for more and more information and guidance

Toolkit Contents

Procurement Guide – to be replaced by How to …….. Guides

Examples of Guides:– Quotations – Tenders below EU threshold– Tenders above EU threshold– Contract Law

Toolkit Contents

Future How to ….. Guides:– Writing a Specification– Basic Negotiation– Supplier Appraisal– Purchasing Strategy– Marketing Procurement– Building Networks– Invite tenders for the supply of ……..various

Toolkit Contents

What do you think should be included in:

– Introduction to Procurement?

– How to Guides?

(Ray taking notes now or you can contact him and

his team later on procurement_team@aoc.co.uk)

The Next Steps

Road Test Toolkit– Identify amendments needed– Identify gaps– Make relevant changes/fill gaps– Launch

Electronic version will be on FELP

Summary

As a buyer you have an important role to play within your College. The more effectively you purchase goods and services the more money your College will have to spend on front line service

We hope the Procurement Toolkit will be of help to you in your work

Any questions/comments?

Jo Kavanagh Projects Director

NWUPC Ltd

Tel: 0161 234 8000 www.nwupc.ac.uk