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SPCB Policy
It is SPCB policy that all purchasing is undertaken in a responsible manner that builds on the Parliament’s strategic priorities and contributes to Sustainable Development.
The SPCB is committed to delivering tangible improvements across the following areas:
- Professional standards for purchasing staff
- Environmental impact
- Ethical and social issues
- SMEs and Scottish Suppliers
Full details may be found in the Responsible Purchasing Procedures and Strategy
STATEMENT OF PRINCIPLES
The SPCB has adopted the following Statement of Principles:
Purchasing responsibly means:
- Having high professional standards: We will demonstrate the highest possible professional standards, operating in an open and accessible environment, with integrity. We will provide effective training, development and support to all staff involved in the procurement process.
- Reducing environmental impact: We will ensure that the procurement decisions we take today have the minimum possible impact on the environment, both now and in the future.
- Delivering ethical and social improvements within our contracts: We will integrate ethical and social issues into the procurement process, and will be proactive in addressing issues of broader human rights within the supply chain.
- Increasing contracting opportunities for SMES and Scottish Suppliers: We will engage with SMEs, Scottish suppliers and the social economy and simplify our processes wherever possible, helping to better equip them to compete for public sector business.
- Communicating effectively: We will share expertise and best practice and engage with internal and external stakeholders to promote and sustain our responsible purchasing approach. We will monitor our progress and publish outputs.
- Being innovative and pursuing excellence: We will keep abreast of developments and take an innovative approach to procurement, ensuring that our decisions are based on the best available knowledge at the time.
SPECIAL CONTRACTS ARRANGEMENT SCHEME (SCA)
It is SPCB policy to utilise the SCA Scheme for SPCB procurements below the EC Procurement Regulation thresholds.
The purpose of the SCA scheme is to assist eligible employers of severely disabled people within the European Union (EU) to compete for business with UK Government buyers and their agencies whilst taking account of the principle of accepting the most economically advantageous tender. The Scheme applies only to contracts below the relevant threshold of the EC Procurement Directives. Although not a Government Department or Agency, the SPCB supports the SCA Scheme.
Purchasers should endeavour to increase business with registered suppliers whilst ensuring that commercial firms are treated fairly. The scheme includes an “offer back” procedure for use when an eligible supplier’s tender is unacceptable on grounds of cost alone. This provides them with the opportunity of matching the lower cost bid if they are able to do so.
ETHICAL STANDARDS FOR PURCHASERS
All suppliers must be treated fairly & equitably at all times and purchasers and others involved in the procurement process must act with integrity and honesty.
Staff Handbook: Detailed guidance on issues relating to conduct is contained in Section 4 of the Staff Handbook. Purchasing staff and all others involved in procurement activity (including line managers) must read, and be familiar with this.
Relationship management: Purchasers, and other Parliamentary staff, involved in the procurement process, must always be honest, fair and impartial in their dealings with suppliers. Relationships with suppliers must always be conducted on a professional basis, with proper regard to ethics and propriety.
Declaration of interest: Purchasers and other Parliamentary staff must declare and record any personal interest that might influence, or be seen by others to influence, their impartiality in arriving at a decision. Those who have business or personal relationships with, or friends/relatives employed by, outside organisations bidding for SPCB contracts must inform their line manager and the Head of Procurement at the outset.
Personal Gain and Gifts: Staff involved in procurement activity, or others who may be perceived to be in a position of influencing purchasing decisions, may not solicit or accept contributions of any kind from SPCB contractors, or those bidding for SPCB contracts. SPCB staff should only accept gifts of a trivial nature. Records of all gifts offered and whether or not they were accepted must be kept and copied to the Personnel Office. If multiple gifts are offered to staff with a business area or across the Parliament, the total value of all gifts should be considered when deciding whether or not acceptance is appropriate.
It is a disciplinary matter for SPCB staff to accept gifts or consideration as an inducement or reward for:
- Doing or refraining from doing something
- Showing favour or disfavour to any person or organisation
Hospitality: Modest hospitality (e.g. lunch, sandwiches, dinner) may be accepted from a supplier, provided it is for a legitimate reason, is infrequent and that a situation is not reached where impartiality may be influenced, or be perceived by others to be influenced. Invitations from suppliers or potential suppliers to attend social functions must not be accepted without receiving the prior written consent of the Head of Procurement. Records of all hospitality offered and whether or not accepted must be kept by each business area. Whilst offers of modest hospitality may be accepted by the individual business area, requests to accept any other offers received must be referred to the Personnel office as set out in the Staff Handbook.
Offers from suppliers of “corporate entertainment” (e.g. tickets to sporting events, theatre, and travel) must always be politely refused.
If there is any doubt about whether or not a gift or hospitality should be accepted, contact Procurement Services for advice.
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