Gloucestershire Procurement Shared Service
The Gloucestershire NHS Procurement Shared Service is hosted by Gloucestershire Hospitals NHS Foundation Trust (GHNHSFT) and is set up to provide procurement services and advice to three organisations: our Trust, Gloucestershire Hospitals Subsidiary Company Limited (GMS) and Gloucestershire Health and Care NHS Foundation Trust (GHC).
By being an NHS Shared Service, we are NHS staff combining our expertise to deliver the very best services we can to our fellow NHS colleagues. By working together as one NHS we share in the values and vision of our partners and work collaboratively to support our regional and wider networks across the health economy.
Procurement Guidance and Legislation
As Public bodies both of our served organisations are governed by the UK government’s directives, regulations, policies and guidance relating to the procurement of supplies, services and works for the public sector. Public sector procurement is legislated by the Public Contracts Regulations 2015 (as amended) which lay down how procurement activity is to be undertaken, advertised and awarded. The overriding procurement policy requirement from the UK government is that all public procurement must be based on value for money, defined as “the best mix of quality and effectiveness for the least outlay over the period of use of the goods or services bought”.
In summary public procurement is subject to the procurement principles of:
- Transparency- Procurement activity shall be advertised appropriately to ensure market visibility and provide clear information with regards to the process, contractual requirements, performance and the method/s of evaluation being used in the determination of a successful bid.
- Proportionality- The approach taken in any given procurement activity will be proportionate to the level of complexity, impact, risk and value of the activity as to not prevent or discourage bidders.
- Equality- Ensuring that all providers and sectors have equal opportunity to compete where appropriate, that financial and due diligence checks apply equally and are proportionate, and that pricing and payment regimes are transparent and fair.
- Non-Discriminatory- The consistent application of the Regulations and Trust rules to all procurement activity to ensure that no member state supplier is prevented from participating in a Tender on the grounds of nationality, or subject matter of the contract.
- Mutual Recognition- recognise equivalent measures of qualifications, standards etc.
- Favour Competition - Procurement activity should be undertaken in a competitive environment to aid in demonstrating the UK principles as well as VFM.
- Robust - Procurement activity should be legally robust to ensure compliance and account of decisions made and/or actions taken. The specification of the services and the terms and conditions shall ensure the Trust and its patients are safeguarded appropriately.
- Accountability - All procurement activity will have an accountable officer of the Trust to sign off on the compliance of the procurement process/es used.
- Value for Money - All procurement activity will seek and demonstrate the balance between quality and cost reflecting in a VFM decision.
- Quality - Procurement activity will set out the minimum quality of goods, works or services/outcomes to be achieved by though the specification of the contract.
More information on how Public Sector tendering works in the UK, thresholds and wider guidance can all be found published on GOV.uk.
Finding our published opportunities
All of our tendering opportunities are published on our e-tendering portal and suppliers are required to register their details first in order to express an interest.
When over the relevant threshold, we are required to also publish to the UK Find a Tender service. This UK Government website can also be used to search and apply for high value contracts (usually above £122,000) in the UK’s public and utilities sectors. Find a Tender has replaced the EU’s Tenders Electronic Daily (TED) from 1 January 2021 for high value contracts in the UK.
For spend over £25,000 publications or other transparency information, including Freedom of Information requests, find these here.
Terms and Conditions
As an NHS organisation, unless otherwise explicitly stated, when procuring goods and services from commercial organisations, we contract on the NHS terms and conditions and follow the Department of Health and Social Care’s “Applicable Contract Terms Policy”.
Social Economic Responsibilities (SER)
The Public Services (Social Value) Act 2012 sets out the requirement for public spend to consider the Social, Economic and Environmental impacts. Therefore all Procurement activity we undertake endeavours to ensure that Social Value is built into all contract specifications.
We look to ensure via the procurement process that as part of a Supplier demonstrating their on-going SER commitment throughout the life of any contract(s) that they have in place fair work practices, which may include, but not limited to;
- Paying the appropriate “Living Wage”;
- No unnecessary use of zero hour’s contracts.
- Ensuring staff have an active voice in their workplace.
Ultimately, every procurement is bespoke and the specification will be created with the relevant subject matter experts within the organisation(s) to ensure relevant social value requirements are defined and incorporated into the evaluation process within every exercise we undertake.
It is imperative that all of our suppliers ensure that our extended supply chain(s) are both monitored and that they share a zero tolerance approach to the supporting of modern slavery.
We work to contract on the basis that suppliers ensure, throughout the delivery of their contract(s), that no materials used are created through the use of bonded labour or support the infringement of human rights. Where any such issues arise within the extended supply chain, the supplier(s) shall act to remove these items from entering our extended supply chain and implement ethical sourcing programs and supply chain audits to rectify and mitigate any repetition.
See our published Modern Slavery Statement for more information.
All government departments and their related organisations including the NHS must make sure that they meet the minimum mandatory Government Buying Standards (GBS) standards when buying goods and services. We encourage everyone to meet the best practice standards, which go further than the mandatory standards.
We work to contract and support our organisations on their journey to net zero, by working closely with NHSi and NHS Supply Chain at a national and regional level to support review and changes to our NHS supply chain as a whole. When working locally within our areas of influence and control we review such factors as; non-renewable material use, manufacture and production methods, logistics, recycling options, disposal and supplier capabilities as part of the procurement exercise.
See our Sustainability page for more information
Procurement Ethics & Code of Conduct
Ethics are the principles that define behaviour as right, good and appropriate and members are bound to uphold certain values in their professional activities. The value of the transactions in the procurement process along with pressures to lower costs could result in bribery, corruption and other practices which could be deemed unethical. It is therefore imperative that procurement operates ethically, with impartiality, transparency, and professionalism. Ethical procurement best practice starts with the employees in procurement following the CIPS Code of Conduct which dictates their behaviour and actions while conducting business. Ethical procurement practices should be extended to all stakeholders in the procurement cycle.
Our Procurement professionals shall comply with the ethical code of purchasing; provided by the Chartered Institute of Procurement and Supply (CIPS).
Enhance and protect the standing of the profession, by:
- never engaging in conduct, either professional or personal, which would bring the profession or the Trust into disrepute
- not accepting inducements or gifts (other than any declared gifts of nominal value which have been sanctioned by my employer)
- not allowing offers of hospitality or those with vested interests to influence, or be perceived to influence, my business decisions
- being aware that my behaviour outside my professional life may have an effect on how I am perceived as a professional
Maintain the highest standard of integrity in all business relationships, by:
- rejecting any business practice which might reasonably be deemed improper
- never using my authority or position for my own financial gain
- declaring to my line manager any personal interest that might affect, or be seen by others to affect, my impartiality in decision making
- ensuring that the information I give in the course of my work is accurate and not misleading
- never breaching the confidentiality of the information I receive in a professional capacity
- striving for genuine, fair, and transparent competition
- being truthful about my skills, experience and qualifications
Promote the eradication of unethical business practices, by:
- fostering awareness of human rights, fraud and corruption issues in all my business relationships
- responsibly managing any business relationships where unethical practices may come to light, and taking appropriate action to report and remedy them
- undertaking due diligence on appropriate supplier relationships in relation to forced labour (modern slavery) and other human rights abuses, fraud and corruption
- continually developing my knowledge of forced labour (modern slavery), human rights, fraud and corruption issues, and applying this in my professional life
Enhance the proficiency and stature of the profession, by:
- continually developing and applying knowledge to increase my personal skills and those of the organisation I work for
- fostering the highest standards of professional competence amongst those for whom I am responsible
- optimising the responsible use of resources which I have influence over for the benefit of my organisation
- Ensure full compliance with laws and regulations, by:
- adhering to the laws of the countries in which I practise, and in countries where there is no relevant law in place I will apply the standards inherent in this Code
- fulfilling agreed contractual obligations
- following CIPS guidance on professional practice
For more information about the Procurement Shared Services, or for general enquiries, please contact us at the below: