The Newcastle upon Tyne Hospitals NHS Foundation Trust. Sustainable Procurement Policy

Transcription

1 The Newcastle upon Tyne Hospitals NHS Foundation Trust Sustainable Procurement Policy Version No.: 1.1 Effective From: 14 April 2016 Expiry Date: 14 April 2019 Date Ratified: 1 March 2016 Ratified By: Supplies & Services Procurement Committee 1 Introduction Climate change is one of the greatest threats to our health and well-being and it s likely to have a significant impact for health in the North East. The Trust, as the largest employer in the city region, has a key role to play in reducing carbon emissions and supporting local people to adapt to climate change. This Sustainable Procurement Policy has been developed to support the Trust and the NHS wider community in achieving its aims and objectives for a sustainable future. The Supplies Department will procure the Trust s requirements for goods and services in a way that achieves value for money on a whole-life basis, not only generating benefits to the organisation but also to society and the economy, whilst minimising damage to the environment. Working closely with the Trust s Sustainability Working Group and in line with the Trust s Sustainability Policy, the Supplies Department will identify key areas where sustainable procurement can be achieved, measured and monitored. 2 Scope This Sustainable Procurement Policy aims to make all Trust staff, Contractors and Suppliers aware of the importance of Sustainable Procurement in the Trust and to demonstrate how Sustainable Procurement will be achieved. 3 Aims The Sustainable Procurement Policy has been developed to increase staff awareness on sustainable procurement which in basic terms is simply good procurement practice which will generate significant benefits, to include: Increased efficiency Improved risk management Reduction in carbon Cost savings Improved supplier diversity Progress towards the Trust s sustainability targets A Sustainable Procurement Policy is the first step in helping to ensure that sustainability is embedded in the procurement process. Externally, it promotes co-operation and Page 1 of 5

2 dialogue with stakeholders, clients and the supply chain and influences the market to develop more sustainable products and services 4 Duties (Roles and responsibilities) Supplies Staff It is the duty of all Supplies staff to ensure that the Trust s requirements in respect of goods and services are procured in accordance with Trust Standing Financial Instructions and EU Public Procurement Regulations (2015). All orders being subject to the conditions associated with order values and the approval of the Supplies and Procurement Director, the Supplies and Services Procurement Committee and the Trust Board. The Supplies staff will also be responsible for seeking advice from the Trust s Environmental Management Team on alternative, but comparable, goods or services which are more sustainable. This could include options that have a slightly higher capital cost but a cheaper total life-cycle cost, or options that have less of an environmental impact. All Staff All Trust staff who are responsible for raising requisitions for goods and services have a responsibility to support this policy by considering not only initial capital cost but also the whole life-cycle cost, the impact on our local community (i.e. local jobs) and the impact on the environment. The Supplies Department expects that it will receive the support of requisitioners at all levels when addressing sustainability as part of their procurement process. 5 Definitions Sustainability Working Group: A Group of Senior officers from various specialities within the Trust tasked with delivering the objectives and aims set out in the Trust s Sustainability Strategy. The Supplies and Services Procurement Committee: Is a Standing Committee of the Trust. Its purpose is to exercise the executive powers of the Trust Board in respect of Tendering and Contract procedure; to ensure compliance with the Trust s Standing Financial Instructions and legal obligations in respect of Tendering and Contract procedure; to ensure compliance with guidance, codes of conduct and good practice in respect of procurement and supply. The Trust Board remains accountable for all the functions of the Committee. Standing Financial Instructions: are issued to regulate the conduct of the Trust, its directors, officers and agents in relation to all financial matters. Page 2 of 5

3 Public Contract Regulations: regulate the purchasing by public sector bodies and certain utility sector bodies of contracts for goods, works and services. The law is designed to open up the EU s public procurement market to competition. 6 Sustainable Procurement In recognising its responsibilities to encourage and promote Sustainable Procurement on behalf of the Trust, the Supplies Department have adopted the following: 6.1 Whole-Life Costing Whole-life costing takes account of the total cost of a product or service over its life from determining the need for it, through to its eventual disposal and replacement. For example, for equipment it would include the cost of maintaining and operating the product as well as outright purchase, hire or lease price; the cost of consumables, utilities, training; and the cost of disposal or potential sale value at the end of its life. 6.2 National Contracts The Supplies Department will increase the utilisation of national contracts where it is clear that sustainability issues have been addressed. 6.3 Environmental Management System Certification Suppliers selected to supply goods or services to the Trust will be requested to have or to be working toward Environmental Management System certification (ISO14001, EMAS, BS8555 or equivalent) in order to demonstrate effective environmental management of their product or operations whilst working on the Trust s behalf. 6.4 Sustainability Criteria The Supplies Department will work with the Trust s Environmental Management Team to identify key relevant sustainability criterion to be incorporated into the procurement specification prior to any competitive tender process or contract award and consideration will also be given to specification variants, where applicable, that offer alternative and innovative solutions. 6.5 Training The Supplies Department will work with the Trust s Environmental Management Team to ensure that all Supplies staff are trained on sustainable procurement. Page 3 of 5

4 6.6 Invitation to Tender Documents All contract documents will be drafted in a clear, concise, effective and transparent format applicable to the subject of the procurement and will include a statement to all suppliers of goods and services that the Trust is committed to leading on sustainability and expects all members of the supply chain to actively support us in this aim 6.7 Travel Whilst travel cannot be currently influenced by the Supplies Department on areas other than cost, the Supplies Department will be providing the Trust s Sustainability Working Group with data that will enable the associated carbon dioxide equivalent emissions to be identified and reported on. This will help the Trust to track travel procurement decisions and monitor and report the impact of these decisions on the environment. 7 Training All staff should make themselves aware of the Trust s Sustainability Policy and Strategy. Supplies Department staff will receive more detailed guidance and information on sustainable procurement from representatives of the Sustainability Working Group. 8 Equality and diversity The Trust is committed to ensuring that, as far as is reasonably practicable, the way we provide services to the public and the way we treat our staff reflects their individual needs and does not discriminate against individuals or groups on any grounds. This document has been appropriately assessed. 9 Monitoring compliance Standard / process / issue All the points listed in above Monitoring and audit Method By Committee Frequency All of the adopted methods to facilitate sustainable procurement will be monitored by Senior Supplies Managers who will review tender documents/specifications/purchase orders and reports all of which will be reported to the SWG Senior Supplies Managers & SWG Supplies and Services Procurement Committee & Sustainable Working Group On-going Page 4 of 5

5 10 Consultation and review This policy has been reviewed by the Supplies and Procurement Director, Supplies Department Senior Managers and the Sustainability Working Group. This policy was ratified at the Sustainability Working Group and the Supplies & Services Procurement Committee. 11 Implementation (including raising awareness) The Sustainable Procurement Policy will be available to all Trust staff via the Trust s Intranet and provided to all Supplies staff as part of their training. 12 Associated documentation Trust s Sustainable Strategy Trust s Sustainable Policy Page 5 of 5

6 PART 1 The Newcastle upon Tyne Hospitals NHS Foundation Trust Equality Analysis Form A This form must be completed and attached to any procedural document when submitted to the appropriate committee for consideration and approval. 1. Assessment Date: 14 th April 2. Name of policy / 2016 strategy / service: Sustainable Procurement Policy 3. Name and designation of Author: Lesley Fallon, Deputy Assistant Supplies Manager 4. Names & designations of those involved in the impact analysis screening process: Lesley Fallon, Deputy Assistant Supplies Manager & Lucy Hall, Equality and Diversity Lead 5. Is this a: Policy x Strategy Service Is this: New Revised x Who is affected Employees x Service Users x Wider Community x 6. What are the main aims, objectives of the policy, strategy, or service and the intended outcomes? (These can be cut and pasted from your policy) The Sustainable Procurement Policy aims to make all Trust staff, Contractors and Suppliers aware of the importance of Sustainable Procurement in the Trust and to demonstrate how Sustainable Procurement will be achieved. 7. Does this policy, strategy, or service have any equality implications? Yes No x If No, state reasons and the information used to make this decision, please refer to paragraph 2.3 of the Equality Analysis Guidance before providing reasons: No equality Implications as advised by Lucy Hall, Equality and Diversity Lead

7 8. Summary of evidence related to protected characteristics Protected Characteristic Evidence, i.e. What evidence do you have that the Trust is meeting the needs of people in various protected Groups Does evidence/engagement highlight areas of direct or indirect discrimination? If yes describe steps to be taken to address (by whom, completion date and review date) Race / Ethnic origin (including N/A N/A N/A gypsies and travellers) Sex (male/ female) N/A N/A N/A Religion and Belief N/A N/A N/A Sexual orientation including N/A N/A N/A lesbian, gay and bisexual people Age N/A N/A N/A Disability learning difficulties, physical disability, sensory impairment and mental health. Consider the needs of carers in this section N/A N/A N/A Gender Re-assignment N/A N/A N/A Marriage and Civil Partnership N/A N/A N/A Maternity / Pregnancy N/A N/A N/A 9. Are there any gaps in the evidence outlined above? If yes how will these be rectified? N/A Does the evidence highlight any areas to advance opportunities or foster good relations. If yes what steps will be taken? (by whom, completion date and review date) 10. Engagement has taken place with people who have protected characteristics and will continue through the Equality Delivery System and the Equality Diversity and Human Rights Group. Please note you may require further engagement in respect of any significant changes to policies, new developments and or changes to service delivery. In such circumstances please contact the Equality and Diversity Lead or the Involvement and Equalities Officer. Do you require further engagement? Yes No X 11. Could the policy, strategy or service have a negative impact on human rights? (E.g. the right to respect for private and family life, the right to a fair hearing and the right to education? N/A

8 PART 2 Name: Lesley Fallon Date of completion: 14 th April 2016 (If any reader of this procedural document identifies a potential discriminatory impact that has not been identified, please refer to the Policy Author identified above, together with any suggestions for action required to avoid/reduce the impact.)