1. UWE Bristol Essential Purchasing Skills

2. UWE Strategic Plan UWE Strategic Plan Purchasing 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:

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

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