The Sector Procurement Manual (SPM) and Document & Guidance Suite

Please read the copyright notice below

FOREWORD

Public sector procurement is a highly regulated, complex, and often lengthy process, and organisations are increasingly open to challenge and penalty if they get it wrong. The tight economic climate and the implementation of the European Remedies Directive increase the importance of ensuring that proper procurement procedures are adopted.

The Procurement Manual for Universities and Colleges has been designed and created to provide any person with responsibility for procuring goods and services within universities and colleges with practical, straightforward guidance and tools for carrying out this responsibility. The Manual and associated guidance suite complements the aims, roles, responsibilities and principles that are outlined in the Scottish Procurement Policy Handbook. The role of public procurement is key in the achievement of value for money through effective competition, incorporating environmental and social issues, and fostering innovation. The Manual provides the tools required to achieve this.

The online Manual contains an overarching set of operational guidelines and principles applicable to any procurement process, and in addition provides a step-by-step flowchart for each of the procurement procedures permitted under EU procurement legislation. Contained within these flowcharts are guidance documents and templates for conducting procurements in a way which are legally compliant and in line with best practice. However, it is important to note that individual guidance documents contained within the Manual and the flowcharts should not be read in isolation to understand the full implications and responsibilities of the law and best practice in public procurement.

The Manual, document and guidance suite has been created in conjunction with a Working Group of procurement experts drawn from universities and colleges, as well as ongoing consultation with representatives covering a range of relevant areas including sustainability and audit. A comprehensive legal compliance check has been undertaken throughout the scoping stage and production of the Manual which will be continually updated in line with developments in procurement best practice, Scottish Government procurement policy as well as feedback from end-users. APUC and the Working Group will continue to meet to ensure the Manual remains relevant and useful for you.

Although use of the Manual is entirely voluntary within your institution, we commend it to you and hope you find it helpful and practical in your procurement activities.

Hugh Ross Chief Executive APUC Ltd

Nigel Paul Chair of Board of Directors APUC Ltd

The Sector Procurement Manual (SPM) and Document & Guidance Suite - Recognising that institutions currently have different levels of operational procurement capacity, APUC in conjunction with a working group and following sector feedback, has produced a generic procurement manual together with a document & guidance suite.  Soundings from institutions, particularly colleges, indicated there is a need for this.  Click on the How To Use menu and view the Benefits and Working Group Members' comments.

What the SPM is – a suite of best practice documentation covering contracts, framework agreements, quotations, and contract management. A scoping exercise shaped the content of the documentation which covers the procurement of goods, services, professional services (consultancies), and IT for above and below OJEU threshold procurements, and provides guidance covering sale & disposal of goods.

COPYRIGHT AND USE

Unless otherwise indicated the copyright in the contents of the Sector Procurement Manual, Document & Guidance suite (including for the avoidance of doubt the Decision Tree and process flow chart documentation) is owned by APUC Limited ("APUC").

You may use the contents of all the documents contained in or linked to the Sector Procurement Manual, Document & Guidance Suite (such content being described as the "Material") on, and subject to, the following terms:

• You may use or reproduce the Material free of charge in any format or medium for internal business purposes and to provide internal advice and training. You may not adapt or modify the Material except as permitted in bullet point 2. You are not permitted to re-use, reproduce, adapt or modify any of the Material as part of any electronic or hard copy publication that will be sold for commercial gain without APUC's prior written consent.
• Where you adapt or modify any of the content, other than to populate template documentation for use in an actual procurement process, you must make it clear on the face of the adapted or modified content that it has been adapted or modified by you.
• You must use or reproduce the Material accurately and not in a way that is misleading.
• You may link to the Material from your internal intranet using the log on and password details provided. Where the Material contains links to third party sites, be aware that APUC is not responsible for the content of these sites.
• The Material must be acknowledged with the following legend "© APUC Limited and others 2009"
• Where APUC has identified any third party copyright content in the Material you will need to obtain permission from the copyright holders concerned regarding any use of that content.

DISCLAIMER

Every effort is made to ensure that the information contained in the Procurement Manual, the Decision Tree, and associated process flow chart documentation, templates & guidance is accurate, but no legal responsibility is accepted for any errors, omissions or misleading statements in that information, caused by negligence or otherwise. They do not claim to offer definitive advice on matters relating to procurement, other legislation, or to act as a substitute for legal advice.