Procurement presentation

Introduction to the new procurement

arrangements in the RBL

Agenda

• What is meant by Procurement• RBL Sourcing strategy• Basic Procurement Routes• Process – How it works• RBL Procurement process • High value / More complex procurement• Procurement Intranet support• Contracts Database• Requests for Quotes• Formal Procurement Routes • Proactis -Placing a Purchase Order / Receipting / Payment• Next steps• Support

Why are you here ?

• Who — and what — is this introductory presentation for?

• Good procurement skills help everyone involved in procurement to make the most of the available budgets — to ensure that the goods and services purchased are through compliant processes, obtain the best value for money, and will support the Legion in meeting its objectives and obligations as effectively as possible. 

Introduction

• What is procurement?

'Procurement' means the whole process of buying orpurchasing — goods, works or services. 

It includes • the identifying of what you need• the options and choices you have• the process of purchasing your goods or services• disposal / replacement of the item you purchased  • Procurement may also include inventory control, receiving,

inspection, management, store keeping, salvage and disposal.

RBL Sourcing Strategy

• Existing Suppliers on Contracts database • Access to Framework Contracts• Previously Used Suppliers through Open competition• Requests for Quotations - small value• Invitations to Tender – larger values• EU tender process

Basic Procurement Routes

• Under £1000 - receipts• Over £1000 under £25,000 - 3 quotes• Over £25,000 - via Procurement team

• Over £140,000 - probable EU tender

Process – How it works

Undertake the following :

Identify the need (and budget)

Adhere to Financial levels of Procurement

Raise an order through Proactis

Receipt an Order

Handle queries (troubleshoots)

Payments

RBL Procurement Process

Identify need to procure goods or services (including do you have the budget)

Is there a FRAMEWORK supplier in place

What is the total (whole contract)

cost of the purchase ?

Under 100O

Over £25000 Mandatory to

refer to Procurement

Team

Require 3 written quotes (Refer to RFQ Log)

Procurement team to decide sourcing route

Evaluate responses(copy to be retained by

Procurement Team)

Place Order Through Proactis

Receipt Order

Over £1000 but under £25000

delegated spend limit

Obtain at least 3 prices

Evaluate responses

Place OrderThrough Proactis

Receipt Order

Place Order

Receipt Order

NoYes

Higher Value/ More Complex Procurement

• Over £25,000 total Contract value Mandatory involvement of

Procurement

• Less than £25,000 but complex / high risk involvement of Procurement

team or Legal

• Contract approval for Contracts over £25,000 (with certain exemptions on

Property related contracts) must be through Procurement team who will

liaise with Legal and arrange appropriate signing and distribution of

contracts

Procurement Intranet Support

Contracts Database

Request for Quote Process

Placing Orders

Next steps

• Directorate/ Divisional individual seminars• Roll out to regions• Updating of Procurement intranet pages• Regular newsletters and workshops• Reviewing of Purchasing strategy as RBL Corporate

strategy refocuses

Support

• Share knowledge with your team/ colleagues

Procurement Contacts• Frank Wright tel: 020 3207 (W) e-mail: fwright@britishlegion.org.uk• Julie Batty tel: 020 3207 2289 (W) e-mail: jbatty@britishlegion.org.uk• Linda Bates tel: 01954 231819 (H) e-mail: lbates@britishlegion.org.uk• Adeline Orife tel: 020 3207 2135 (W) e-mail: aorife@britishlegion.org.uk