Identification of Requirements
Procurement activity begins with early involvement with the end user/department to ascertain requirements.
When the need has been clearly defined an advertisement may be placed in one or more of the following, depending on the nature and value of the purchase:
Our policy is to, where possible, trade electronically with all suppliers:
The procurement process is simply conducted online, i.e. supplier registration/ expression of interest, contract download, submission of bid document, evaluation of tenders, contract award. It provides a simple, secure and efficient means for managing tendering activities, reducing the time and effort required for both buyers and suppliers.
The e-tenderwales website is a complete internet based e-tendering solution. This means that no software resides on either the buyer’s or the supplier’s own computers and that all exchanges of documentation are done electronically on-line, at no cost to either the supplier or the Authority.
Benefits of e-procurement include:
- Better management of the tender process
- Increased transparency
- Reduced potential for disputes
- Reduced costs
- Improved communication
- Instant receipt of tenders
Expressions of interest are received from suppliers who may then be requested to complete a Pre-Qualification Questionnaire. Suppliers will then be short-listed where appropriate based on financial/technical/environmental/ethical considerations.
The Tender document is produced and issued to short-listed potential suppliers:
- Each procurement exercise is treated individually and not a standard process. Some will, by necessity, be more complex and involved and thus take longer than others.
Evaluation
The common misconception is that “value for money” equates to “the cheapest regardless of specification”. The Force looks for quality products and services as well as keen/competitive prices and good contract management after it has been awarded.
The Force always seeks to award contracts to the organisation that puts forward the most economically advantageous tender that meets the specification.
Contract Award
Contract is awarded to the successful supplier(s).
Contract is awarded to the successful supplier(s).
Debriefing
The Authority has an obligation to debrief unsuccessful suppliers and give them reasons why they were unsuccessful.
Implementation
The Authority and supplier work together to ensure successful implementation of the contract.
Contract Management
Ongoing reviews of performance with proactive input is expected from suppliers e.g. ideas for cost savings to the Force by means of continuous improvement
Prompt payment of invoices
South Wales Police recognises the importance of cash flow to all companies, especially small firms, and has a clear policy to pay bills in accordance with the terms of the contract. Where no contract terms are specified, our policy is to pay within 30 calendar days of receipt of a correct invoice.
You can help to make sure invoices are paid promptly by always ensuring you have an official purchase order number prior to delivery of goods/services, checking that all invoice details are accurate and include the purchase order number, and that the invoice is correctly addressed.
Let us know about changes of name, address, e-mail address or bank details as soon as possible.
To help us pay quickly we pay suppliers through Bankers Automated Clearing Service (BACS).