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UWE Bristol Essential Purchasing Skills

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?.

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UWE Bristol Essential Purchasing Skills

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  1. UWE BristolEssential Purchasing Skills

  2. 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

  3. 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

  4. 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

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

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

  7. 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) *

  8. 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

  9. Contract Law • 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

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

  11. Code of Ethics • 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 *

  12. 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 !

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

  14. Budget Managers 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?

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

  16. Website & Email Address uwe.ac.uk / finance / purchasing purchasing@uwe.ac.uk

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