Keith Mason
Deputy Director of Estate Management
(Purchasing)

Agenda
• Current procurement strategy and plan
• How to identify suppliers, products and pricing for goods and services
• University Purchasing Regulations
• How to buy goods and services
• Role of Central Purchasing
• Questions

New procurement strategy and plan (1)
Strategy and plan based on 5 key objectives:
• Opportunities owing to the implementation of a new FMS
• Introduce consistency throughout the procurement process
• To take account of the environment in the procurement decision making process
• Target of £3m cashable and non-cashable savings during 2008 –
2011
• Development of electronic systems (eTendering and ePurchasing

New procurement strategy and plan (2)
• Roll out the Agresso purchasing module throughout all departments and sections
• Competitive quotations to be obtained by staff with procurement skills
• Implementation of a stock profile that facilitates the maintenance of the campuses via the Agresso module
• Locations for the receipt of non-stock goods

How to identify suppliers, products and pricing for goods and services
• CPU website
• National, regional or local contracts
• Hardcopy catalogue/price list and online catalogue/pricing
• Email/telephone contact

CPU website

University Purchasing Regulations
• The University Purchasing Regulations should be considered in the purchasing process
Value Approach
£1 - £499 Price List/Telephone
£500 - £1,999 Single written quotation
£2,000 - £24,999 2-3 written quotations
£25,000 + 3-4 tenders
£130,000 + 3-4 tenders + EU

How to buy goods and services (1)
• Purchase orders must be raised on the Agresso system for goods and services
Permitted exceptions:
• Books and publications ordered by the Library
• Internal suppliers e.g. catering, hospitality, printing and reprographics

How to buy goods and services (2
)
Permitted exceptions:
• Utilities, telecoms, postal and mail services
• Low value petty cash purchases
• Travel and subsistence reimbursed via expense claims
• Goods and services procured by use of a purchasing card

How to buy goods and services (3)
Purchasing cards should be used in accordance with the purchasing procedures:
• Travel – air/rail/road
• Hotels and accommodation
• Books and periodicals
• Office stationery

How to buy goods and services (4)
Procedure for purchasing stationery
Previous
• Hard copy requisitions
• Stock and non-stock routes of supply
• Stock management
Current
• Non-stock supply via Agresso
• Frequent deliveries
• Invoiced following each delivery
Next Stage
• Purchase stationery on-line
• Utilise purchasing card (monthly statement)
• 3 deliveries per week-desk-top service available

Authorisation structure for requisitions
Order Value
<£10,000
£10,000 - £100,000
>£100,000
Description
Self approval or Departmental
Administrator/Purchaser for approval
Departmental
Administrator/Purchaser plus
HOD for approval (further bands within this range can be decided by Departments separately)
Departmental
Administrator/Purchaser plus
HOD plus PVC for approval

• Develop procurement strategy
• Monitor Procurement Plan
• Compile procurement procedures
• Manage Purchasing Regulations
• Report annually to USG on procurement activity
• Manage the tender process (£25k) in collaboration with users
• Offer help and advice to staff including:
OJEU advertising
Development of tender documentation, including contract award criteria
Evaluation of bids
Award of contracts

• CPU website
• Purchasing Regulations
• National/Regional contracts
• Environmental
• Savings
• Purchase orders
• Purchasing cards
• Authorisation structure
• Contracting procedure
• Advice and support

• Responsibility for management of the Supplier Master File
• Responsibility for the regular analysis of management information from Agresso to determine where greater value can be achieved
• Introduction of Purchasing Cards throughout the University
• Further development of processes (eTendering and eProcurement )
• Resources within CPU
• Cross section working-CPU/Finance