Procurement Keele University July 2019

1. ProcurementKeele University July 2019

2. Agenda • Introductions – The Team • Strategic Objectives • External/Internal Relationships • Key Extracts from Procurement Procedures, New Supplier Process, Approval Thresholds, Requirements for Quote or Tender • Methods of Ordering • Responsible Procurement • Overview of Procurement Web Pages

3. Team • Linda Sutton Procurement Manager Tel: 01782 (7) 34327 Email: l.sutton@keele.ac.uk • Lorraine Edwards Procurement Officer Tel: 01782 (7) 33255 Email: l.j.edwards@keele.ac.uk • Darren Pearce Senior Category Manager, Estates, Tel: 01782 (7) 34124 Email: d.pearce@keele.ac.uk • Theresa Bill Category Manager, Estates, • Tel: 01782 (7) 34047 Email: t.bill@keele.ac.uk • Lorraine SaltProcurement Administrator, Tel: 01782 (7) 34384 Email: l.salt2@keele.ac.uk • Ruth Lycett Procurement Assistant, Tel: 01782 (7) 34329 Email: r.lycett@keele.ac.uk

4. Strategic Objectives • Objective 1 – Governance and Strategy • Monitor the effective implementation of the strategy • Produce an Annual Report which communicates the contribution of procurement • Develop the procurement section of the Value for Money Action plan • Objective 2 – Measurement and Reporting • Monitor progress against the strategic actions in the strategy quarterly • Review the strategic actions within this strategy on an annual basis • Explore the development of new strategic actions for procurement, focusing on social and economic impact within our supply chain • Objective 3 – Organisational Development • Utilise a range of communication channels, engaging internal and external stakeholders • Refresh procurement website quarterly and full review on an annual basis • Ensure quarterly Procurement Working Party meetings are efficient and effective

5. Strategic Objectives • Objective 4 – Resource and Skills • All procurement staff to complete the HEPA competency framework • Develop a skills development and training plan for each member of the procurement team. • Deliver Responsible Procurement, Whole Life Cost and Modern Slavery training to devolved procurers • Objective 5 – Sustainability • Ensure sustainability is embedded within the procurement systems within the University • Achieve Level 4 on the Flexible Framework • Review progress on procurement excellence undertaking a further Procurement Maturity Assessment.

6. Strategic Objectives • Objective 6 – Collaboration • Work with the NWUPC and its members to share best practice and support a HE collaborative approach to procurement. • Take opportunities to work with regional Higher and Further Education institutions including the West Midlands Procurement group • Build strong links with local authority and regional non HE partners. • Objective 7 – Information Systems • Develop functionality of e-procurement systems • Explore ways to utilise new technology to in our procurement activity. • Maintain up to date knowledge of e-tendering system • Objective 8 – Supplier Strategy and Policy • Identify high risk suppliers • Support our high risk suppliers to develop their sustainability action plans • Continuously develop high risk suppliers, ensuring contract compliance through review meetings • Objective 9 – Category Management • Explore how category management could be implemented within Keele and the contribution it could make to Responsible Procurement. • Research approaches to category management within Higher Education. • Identify ways in which we can implement category management within existing resource levels.

7. External Relationships • Four English National Consortium • NWUPC – North Western Universities Purchasing Consortium • SUPC – Southern Universities Purchasing Consortium • NEUPC – North East Universities Purchasing Consortium • LUPC – London Universities Purchasing Consortium • One Welsh National Consortium • HEPCW – HE Purchasing Consortium Wales • One Scottish National Consortium • APUC – Advanced Purchasing Universities and Colleges • Other Public Sector bodies such as Crown Commercial Services

8. Category Groups Head of Procurement Linda Sutton (Chair), Fin Audio Visual TBA Catering Susan Warrender, E&D Computing Chris McEvoy, IT Domestic Supplies and Services Sandra Gacek, E&D Estates Adam Worthington, Estates Furniture and Soft Furnishings Lorraine Edwards, Fin Laboratory Jayne Bromley, Life Science Office Solutions Linda Sutton (Chair and Contract Manager), Fin Telecommunications Lorraine Edwards, Fin E-Marketplace Lorraine Edwards (Chair and Contract Manager, Fin

9. Internal Relationships andCommunication • Quarterly review meetings with Procurement Link Officers • Quarterly Procurement Working Party meetings • Effective use of web pages • Twitter @KUProcurement • Effective use of email lists (keeleprocurement@keele.ac.uk)

10. Procurement Procedures- Extracts • 1.5 Approved Suppliers 1.5.1 All purchases made by the University must be from suppliers or sub-contractors who are approved by the Procurement Section. Key suppliers can be found on the buyer’s guide on the Procurement Web Site. 1.5.2 Orders should not be placed with new suppliers until approval has been given by the Procurement Section. The Procurement Section must be informed of potential new suppliers at an early stage to enable supplier appraisal to take place if necessary. Guidelines and a New Supplier/Company e-form are available on the Procurement website. http://www.keele.ac.uk/finance/procurement/

11. PURCHASE ORDER APPROVAL THRESHOLDS 1.8.4 All orders over £20,000 excluding VAT require the authorisation of the Procurement Manager in addition to the Budget Holder or delegated signatory, prior to issue as follows: Threshold Approval Workflow, Excluding VAT • Orders over £20,000 Procurement Manager (or delegated authority) • Orders between £50,000-£100,000 - Procurement Manager to assess process and Link Management Accountant to assess budget • Orders over £100,000 Procurement Manager, Link Management Accountant and the Director of Finance and IT

12. REQUIREMENT FOR QUOTE OR TENDER • Aggregated spend below £20,000 (ex VAT) use of approved suppliers • Aggregated spend between £20,000 and £50,000 (ex vat) requires min of three quotations unless using an already tendered contract • Aggregated spend between £50,000 and £181,302 (ex VAT) required to be formally tendered unless using an already tendered contract • All aggregated spend above £181,000 (ex VAT) has to be EU tendered by law unless utilising an already let framework arrangement

13. NEW SUPPLIER PROCESS • New supplier forms to be completed on line, Procurement will then assess the requirement and act accordingly • Terms and Conditions and a supplier appraisal questionnaire is issued to all suppliers • Contract for Services issued where aggregated spend for a service is likely to exceed £7,500

14. METHODS OF ORDERING • Via E Procurement (Parabilis) • University Procurement Card for goods/services below £1,000 (exceptions are occasionally made to this threshold • Individual Procurement Card (restricted usage) • Expense claim for goods/service below £50

15. RESPONSIBLE PROCUREMENT - Sustainability • To achieve Level 4 of the Flexible Framework • Embedding sustainability into procurement practice • Environmental, Social and Economic impact of buying goods and services • Modern Slavery Act 2015 • Supplier Engagement Tool

16. PROCUREMENT WEB PAGE http://www.keele.ac.uk/finance/procurement/ • Procurement • Latest News • Current Tender Opportunities • Responsible Procurement • E-Procurement • New Supplier Request • Procurement General • Buyers Guide • Policies/Documents • Information for Suppliers • Contacts