UWE Bristol

Income &
Financial
Sustainability
UWE Strategic Plan
Services,
Processes &
Organisational
Coherence
Management
Information
Purchasing Strategic
Plan
UWE Campus
Environment
Faculty Plans Service Plans

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

• 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

• Identify the need to buy
• Approach marketplace or agreement in place?
• Sources of information
Web sites: www.gem.ac.uk
www.buyingsolutions.gov.uk

• EC directives. Over £173k for life of contract (or
4 years)
• Expenditure aggregated by
– Product
– Supplier
– Time scales
* Example: Temp Staff*

• 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) *

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

• 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

Needs to encompass
• Whole life costs
• Energy costs
• Disposal costs
• Local sourcing
• Environmentally friendly options
• Local supplier = SME’s
• Equalities and diversity - CSR

• 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 *

• 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 !

• Scientific equipment – single tender
• Fine art equipment – EU tender
• Printing Press – new / second hand advance payment

CHECK BEFORE YOU SIGN!
• Cost Code?
• Authorisation Levels?
• £5k or over – 3 quotes or SAW (Single Action Waiver)?
• £30k or over – Is there a tender or a contract supplier?
• Is all the paperwork correct and together?

If this were your money, would you spend it this way?
Spend wisely!

uwe.ac.uk / finance / purchasing purchasing@uwe.ac.uk