1.  DEFINITION

For the purposes of this document procurement is defined as: “… the whole process of acquisition from third parties and covers goods, services and construction projects.  This process spans the whole life cycle from the initial concept and definition of business need through to the end of the useful life of an asset or end of services contract”. (Gershon – 1999)

2.  AIMS

2.1.1  All goods and services should be provided efficiently, effectively and economically in an open and transparent way, so as to secure best value and long term continuous improvement, fair employment practices and accountability to elected members, taking into account price, quality, transaction and life cycle costs.

2.2  Response to organisational and stakeholder needs will be paramount.

3.  PRINCIPLES

3.1.1  South Yorkshire Fire and Rescue will work in partnership with private sector, voluntary sector and other public bodies.  There will be no presumption in favour of either in-house or external service provision.

3.1.2  The Corporate objectives and core values of the Authority will inform the procurement process, in particular:

Economic regeneration: Local suppliers will be given every opportunity to obtain Authority business, providing that they do so competitively and in accordance with any statutory or regulatory requirements of Central Government and the European Union.

Environmental sustainability: Will be taken into account wherever practical in determining procurement of goods and services with suppliers being made aware of the Authority’s environmental policies and invited to offer goods and services that comply as first choice.

Employment practices: Aiming to ensure that whether a service is provided in-house or externally, good employment practices are followed (e.g. equal pay, training, health and safety, equal opportunities policies etc.) and the legitimate and wider policy objectives of the Authority are supported.

Health and Safety: Goods and services procured must meet the requirements of Health and Safety legislation.

3.1.3  The Authority will use the tool(s) of competition when, in individual cases, this can be shown to offer better quality services at optimal value.  This judgement should be based on a robust and objective comparison of the particular test of competitiveness and the alternative means available.

3.1.4  The determination of whether and in what form competition will be employed, will generally follow from the Authority’s Best Value Review programme which will cover all the Authority’s services over a five year cycle.  The Authority will remain accountable for services contracted out to an external provider (private, voluntary or other public body).

3.1.5  The evaluation of any tendering exercise will be based on the Most Economically Advantageous Tender approach. This combines cost (not just price) with quality factors, e.g. environmental impact.

3.1.6  The concerns of those staff affected by any change arising from the use of competition should be fully taken into account and properly addressed through regular, clear and open dialogue with staff and recognised representative bodies.  Full, effective and continuous communications is a key to successful improvement and change.

3.1.7  Best Value requires that local authorities should not deliver services if other more effective and efficient means are available.  Therefore, in the event of a transfer, of service/function and where the relevant circumstances apply, staff will be protected by the Transfer of Undertakings (Protection of Employment) Regulations (TUPE) and the consultation and information requirements of those regulations will be followed.  Where staff transfer from the employment of the Authority, in circumstances to which TUPE applies, the Authority will ensure that the new employers offer broadly comparable occupational pension provision or suitable compensation.  Transferred staff will also have the option to remain with the Local Government Pension Scheme.

3.1.8  All purchase of goods and services should be carried out in accordance with the Authority’s framework of Standing Orders, Financial Regulations, any other purchasing procedures the Authority may approve and in compliance with British and European statutes and regulations.

3.1.9  Procurement of goods and services will, where possible, be centrally coordinated,so as to maximise bulk buying power, fully utilise negotiating expertise and ensure value for money is obtained.

3.1.10  All suppliers will be dealt with equally with integrity, fairness and in a professional manner.  Relations with the private sector need to rest on two-way openness and trust, within the bounds of commercial sensitivity.  Unsuccessful bidders need to know why they were unsuccessful and how they could succeed in future.

3.1.11  The Fire Authority expects the highest standards of honesty and integrity from all staff involved in procurement of goods and services, both in their work and personal conduct that may be relevant to work duties.  All staff involved in procurement of services should comply fully with the ethical code of the Chartered Institute of Purchasing and Supply.