Completing the Customer Procurement Form

Transcription

1 Completing the Customer Procurement Form UK Shared Business Services Ltd (UK SBS) has developed the 'Customer Procurement Form' to address any questions and requests that you may have about the range of procurement services that UK SBS delivers. Things to note when using the form To start completing the form you will first need to enable the macros. This should pop up as an option when you open the form. The FAQ's tab has answers to common questions about the use of the form and Procurement service delivery (see frequently asked questions section at the end of this document). When completing the 'Customer Procurement Form' please be sure to complete: All fields as this will help UK SBS route your question or procurement requirements to the relevant team. Highlighted fields should not be amended. Your contact details To submit the form please click the submit tab at the top of the form. This will automatically: Check you have completed all the mandatory fields Save a copy to your desktop Submit your form electronically to UK SBS via your address UK SBS will assign a unique reference number to your request and notify you of this reference number by within 48 hours. Recommended Tips Provide an cost estimate for the goods or services if you are unsure how much they will cost State the applicable currency if ordering goods or services in a foreign currency Use clear, concise language in the 'Question' and 'Requirement' sections Provide an accurate description / specification of your requirement Obtain budget approval from your budget holder and confirm this on the form. It is important to confirm within Section 4 that the procurement is either i) within your own delegated expenditure authority or ii) approved by the relevant budget holder.

2 Single Sourcing Actions Where you believe there is justification for utilising a single supplier for a given product, service or works a Single Sourcing Action case is required. Where you have identified that a single sourcing action is appropriate, commercial justification along with details of the supplier should be included in the relevant Single Tender Form, within the Customer Procurement Form. Justification should be based on one of the following criteria: 1. That NO alternative sources of supply exist 2. The requirement can only be met by propriety or specialist equipment 3. Continuing the use of specialist professional services (but only once) 4. Technical reasons 5. The single supplier is offering an innovative product or service 6. Private sector financing is the major part of the work The customer will be required to provide a robust and compelling case to support the claim that the goods, services or works can only be sourced from one particular supplier. Without this evidence, the single sourcing action request will be rejected, and the single source will not proceed. Approval to follow a single sourcing route should be gained from your HEFCE Procurement Business Partner. Frequently Asked Questions How do I insert additional documents in the Customer Procurement Form? To insert files: Click the 'insert' tab Select 'object' then 'create from file' Browse through your folders and documents Select the required document Click the 'display as icon' box Click 'OK' The document should then be embedded in the form. Who provides the procurement service in UK SBS? The Procurement Customer Services team provide a frontline service for customer enquiries, raised by , phone and the Customer Procurement form

3 UK SBS Category teams provide support for procurement queries and sourcing activities. The UK SBS Policy Team support with all policy and legal type queries and the consultancy freeze exemption activity The Business Intelligence Team provide management information The UK SBS Account Manager for each customer Which procurement services does UK SBS not provide? UK SBS cannot raise Purchase Orders in your internal finance system. You will need to raise these in line with your internal processes UK SBS cannot deal with supplier payment queries UK SBS cannot set up new suppliers in your internal finance system. You will need to raise these in line with your internal processes UK SBS is not responsible for seeking the necessary approvals in accordance with expenditure which falls within Cabinet Office Controls. These controls cover expenditure in: Advertising and marketing communications Strategic supplier management ICT Digital service delivery External recruitment Consultancy Redundancy and compensation Learning and development Property How do I contact UK SBS Procurement service? Main routes are: Telephone the Procurement Customer Services Team: procurement@uksbs.co.uk Submit the customer procurement form How are calls/ s forwarded to the relevant UK SBS team? The Procurement Customer Services team will try to resolve your enquiry at first point of contact, wherever possible. Where this is not possible, your enquiry will be assigned to the relevant UK SBS team. On receiving your enquiry, the relevant category or policy team member will contact you directly, within the agreed service level timescales, either to acknowledge or resolve your query.

4 If the activity involves a sourcing exercise, an expected resolution time or sourcing timeline will be agreed with the customer on a case by case basis. How do I track my request? The Customer Services team will acknowledge receipt of your request by and assign a unique reference number to your request. You can track your request by quoting the unique reference number when following up by or telephone. Does UK SBS require budget approval before proceeding with sourcing activity? Yes. The customer needs to confirm the budget holder details on the Customer Procurement form. UK SBS will not commence any sourcing activity without confirmation of budget authorisation. UK SBS undertake spot checks with budget holders to confirm that the procurement has been approved. What procurement policies will UK SBS be following? Both UK SBS and the customer s organisation follow UK SBS Procurement Policy in undertaking any sourcing activity. This policy has been developed to ensure all activity is undertaken in compliance with all relevant Procurement legislation and EU directives. Which set of terms and conditions do we use? UK SBS has a standard suite of terms and conditions which will be used for all sourcing activities, unless the sourcing activity uses an existing centralised Central Government contract or a Crown Commercial Service (CCS) contract. If you raise purchase orders through your internal finance systems, you need to include the following wording: UK SBS Terms and Conditions shall apply to this Contract. Which live contracts does UK SBS have access to? Existing UK SBS contracts Crown Commercial Service (CCS) contracts Other Government contracts Who should supplier responses to sourcing activities be returned to? In all cases they will always be returned to UK Shared Business Services Ltd, Procurement Policy Manager, Polaris House, North Star Ave, Swindon SN2 1ET. The sourcing documentation should make this clear.

5 Who coordinates clarification questions? UK SBS coordinate bidder clarification questions and responses. How do I feed back on the procurement service? UK SBS encourage and welcome customer feedback. Feedback can be provided at any time by feedback@uksbs.co.uk. Guidance on the process can be found on the Bridge. As part of UK SBS customer satisfaction monitoring, customer surveys will be conducted with each customer at the conclusion of the sourcing process. How will UK SBS monitor volumes, compliance, spend and savings? A generic reporting dashboard detailing Management Information headings will be produced and discussed at the monthly service delivery meetings between the UK SBS Account Manager and your organisation s Procurement Business Partner. UK SBS use this information to help improve the service performance, monitor compliance and deliver procurement savings. What are the service levels? UK SBS procurement service levels are detailed on the Customer Procurement Form page Where can I find further information about UK SBS procurement service? If you have specific questions about the UK SBS Procurement service or wider procurement, your internal procurement team may know the answer. If not, get in touch with the Procurement Service Desk via or telephone.