Procurement Regulations and Policy
- Collaborative Procurement
- Partnership Procurement
- Payment to suppliers
- Government Procurement Card
- Professionalism
- Environmental Policy
- Ethical Code
- Decisions and Advice
- Terms & Conditions
Collaborative Procurement
The Vehicle and Operator Services Agency (VOSA) pursues a policy of supporting collaborative government procurement. This entails identifying where VOSA contracts may be of benefit to other Government Departments or agencies. To this end, where VOSA advertises such contracts, the following wording is included;
"This contract is primarily for the Vehicle and & Operator Services Agency but it is also available for use by other Contracting Authorities which form part of the Department for Transport and its associated bodies, which include Executive Agencies and the non Departmental Public bodies, it sponsors; and for use by other Government Departments, their associated bodies and the wider public sector."
Partnership Procurement
The Procurement Unit endorses the Office of Government Commerce's Code of Good Customer Practice, which promotes the principle of fairness, honesty, equality and professionalism in Government's dealings with its suppliers.
Payment to suppliers
VOSA is committed to Prompt Payment in accordance with British Standard 7890 and shall pay all Contractors within 30 days of the receipt of a valid invoice, provided that the Department is satisfied that the Services for which the invoice relates have been performed fully in accordance with the Contract.
Government Procurement Card
VOSA, in line with Government policy, is increasing its use of the Treasury sponsored Government Procurement Card (GPC) for low value purchases. The GPC, provides a major opportunity to cut costs, improve efficiencies & streamline processes by replacing the traditional paper requisition process. Further benefits include:
- Better information and control
- Improved supplier relationships
- Enhanced negotiation opportunities
- Reduced transaction processing costs
- Guaranteed payment to suppliers within 4 days on account of these benefits the Agency is encouraging its acceptance by all of its suppliers, and is included in its standard Terms and Conditions of contract.
Professionalism
The Procurement Unit set itself and achieved the target of having all its members either qualified, part-qualified or else embarked on a course of study leading towards full membership of the Chartered Institute of Purchasing and Supply
and Supply by 1st January 2003.
Environmental Policy
The Procurement Unit is committed to pursuing an environmentally friendly procurement supporting VOSA’s policies of conserving energy and water, reducing waste and the phasing out of the use of ozone depleting substances and other substances damaging to health and the environment. The Procurement Unit also seeks to ensure the use of recycled paper for VOSA’s stationery and publications.
Progress towards an increase in the proportion of tender documentation transmitted electronically also forms part of the Procurement Unit's policy.
Ethical Code
VOSA’s Procurement Unit fully endorses the Ethical Code of the Chartered Institute of Purchasing and Supply. This code, suitably amended to reflect the particular circumstances of the Unit, can be found on their website (CIPS Ethical Code Principles).
This Code was approved by the council of CIPS on 16 October 1999. It was formally adopted as an ethical code by the Agency’s Procurement Unit on 16 February 2002.
In applying these principles, members (of VOSA’s Procurement Unit) will follow the guidance set out below:
- Declaration of interest - Any personal interest which may affect or be seen by others to affect a member's impartiality in any matter relevant to his or her duties (will) be declared.
- Confidentiality and accuracy of information - The confidentiality of information received in the course of duty (will) be respected and (will) never be used for personal gain. Information given in the course of duty (will) be honest and clear.
- Competition - The nature and length of contracts and business relationships with suppliers can vary according to circumstances. These (will) always be constructed to ensure deliverables and benefits. Arrangements which might in the long term prevent the effective operation of fair competition (will) be avoided.
- Business gifts - Business gifts, other than items of very small intrinsic value such as business diaries or calendars, (will) not be accepted.
- Hospitality - The recipient (will) not allow him or herself to be influenced or be perceived by others to have been influenced in making a business decision as a consequence of accepting hospitality. The frequency and scale of hospitality accepted (will) be managed openly and with care and (will) not be greater than the (recipient’s) employer is able to reciprocate.
Decisions and Advice
When it is not easy to decide between what is and is not acceptable, advice (will) be sought from the member's supervisor, another senior colleague or the Institute as appropriate.
Terms & Conditions
Procurement - General Conditions of Contract for Supply of Goods
Procurement - Supplementary Conditions of Contract for Supply of Goods
Procurement - General Conditions of Contract for Services
Procurement - Supplementary Conditions of Contract for Services
