UWE Bristol
Essential Purchasing Skills
UWE Strategic Plan
UWE Strategic Plan
Income &
Financial
Sustainability
Services,
Processes &
Organisational
Coherence
Management
Information
UWE Campus
Environment
Purchasing Strategic
Plan
Faculty Plans
Service Plans
What is Purchasing?
The ‘Classic’ definition is:-
• To obtain goods / services of the right QUALITY
• In the right QUALITY
• From the right SOURCE
• Delivered to the right PLACE
• At the right TIME
Purchasing Cycle
• Identify need to buy
• Prepare a generic specification
• Find the suppliers
• Select the best value supplier (not necessarily the lowest
priced)
• Place the order
• Monitor supplier performance
• Review the process
Purchasing Cycle
• Identify the need to buy
• Approach marketplace or agreement in
place?
• Sources of information
Web sites: www.unibuy.com
www.ccs.cabinetoffice.gov.uk/
Competitive Selection
• EU directives. Over £172,514 k for life of
contract (or 4 years)
• Expenditure aggregated by
– Product
– Supplier
– Time scales
* Example: Temp Staff*
Preparing Specification
• Elements of good specification
– Clear, concise, logical
– Sufficient information to price
– Equal opportunity for suppliers
– Comply with guidelines e.g. H&S, EC Law, E
& D, Sustainability, CSR.
* Take care not to over-specify (or under specify) *
Whole Life Costing
Elements
Equipment capital costs
+ Service / maintenance charges
+ Consumable costs
+ Energy costs
= Total acquisition costs
Lowest initial capital costs may not be the most cost effective option
over 3 – 5 – 7 years.
* Example: Vending Machines
Contract Law
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Contracts may be written or verbal
Battle of the Forms
Sales of Goods Act
Unfair Contract Terms Act
UWE Standard Conditions of Purchase
Leave out Price Inflation Clauses
Sustainability
Needs to encompass
• Whole life costs
• Energy costs
• Disposal costs
• Local sourcing
• Environmentally friendly options
• Local supplier = SME’s
• Equalities and diversity - CSR
Code of Ethics
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Uphold and enhance standing of your institution
Confidentiality
Business gifts
Impartial and fair
Personal interest
Bribery Act 2010
* See CIPS (www.cips.org) for more details *
Dealing with Suppliers
• Relations with suppliers can be mutually
beneficial but beware:
– Trained salespeople
– Information is valuable
– Do not be pressurised – take time out!
– Do not sign anything !
Case Studies
• Scientific equipment – single tender
• Fine art equipment – EU tender
• Printing Press – new / second hand
advance payment
Budget Holders
CHECK BEFORE YOU APPROVE!
• £5k or over – 3 quotes or SAW (Single Action Waiver)?
• £30k or over – Is there a tender or a contract supplier?
• Are all the documents attached:
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Copies of Quotes
Summary of Quote Form
Copy of Contract
SAW
Tender Documents / Tender Number
Conclusion
Website & Email Address
uwe.ac.uk / finance / purchasing
purchasing@uwe.ac.uk