Purchasing policies, procedures and forms

The University of Exeter's Conflict of Interest Policy can be found here.

The procurement conflict of interest form can be found here: Conflict of Interest form.

Contract Finder is a Crown Commercial Services online portal that is designed for businesses to easily view upcoming public sector opportunities and for public sector organisations to publish these opportunities and the award of contracts visibly.

The university will publish details of any open opportunities valued at £50,000 or above, subject to the below exceptions:

• Mini-competitions against frameworks - there is no requirement to advertise the opportunity but a contract award notice must be published via Contracts Finder
• Where the opportunity is grant funded and the grant body requires advertisement of opportunities at a lower value*
• Where the UOE financial regulations state other deviations

*Some grant bodies (e.g. ESIF) dictate that institutions publish all opportunities valued over £25,000 on Contract Finder. If you have any questions about publication, please forward a copy of the grant award documentation to [email protected]

UoE Financial Regulations - including rules applicable to non-pay expenditure/procurement:

Finance Regulations

Modern Slavery Act

Aim of this policy

This policy helps procurement staff (and other staff engaging in procurement) to detect and prevent slavery, human trafficking and associated practices in the University’s supply chain. 

Procurement Services staff are trained to critically observe the University’s supply chain; to report risks and worries, and recommend changes to our supply chain and/or working practices.

Background

The Modern Slavery Act 2015 (MSA15) came into force on 29 October 2015.  Section 54 requires certain commercial organisations which supply goods or services and carry on a business in the UK to produce and publish an annual slavery and human trafficking statement.

The University of Exeter’s suppliers provide all of the goods and most of the works and services used in the University.   We use approximately 4500 separate suppliers each year and the underlying supply chain (sub-suppliers and sub-contractors) could include many thousands more. 

We recognise our supply chain is likely to harbour unethical practices and exploitation.

Position

• The University of Exeter wants to avoid child labour and human exploitation in its supply chain and is committed to acting ethically and with integrity in all its business dealings and relationships.
• The University has an Ethical Framework of principles, structures, policies and procedures that underpin and demonstrate the ethical standards that the University sets across all of its activities.
• Several policies govern how the University conducts its business operations that include sustainable, environmental, economic and social considerations in its purchase of goods and services.
• The University published its first annual slavery and human trafficking statement in 2017 to comply with Section 54 of the MSA15.  
• Procurement Services has trained its strategic and management staff in the implications of the MSA15.
• If a breach of the MSA or related concerns is discovered in our supply chain or through tender opportunities, the University will report the problem to the appropriate authorities to enable a lasting improvement for the workers involved.  The University also retains the option to terminate business relationships with suppliers found to be in breach of the MSA.

Work being done

Procurement Services are acting to improve transparency in its supply chain in these ways:

• Procurement Services can influence and observe our suppliers.  Staff must look out for signs of modern slavery in our supply chain, particularly in risky commodity area, and challenge or report concerns.
• The staff managing tenders must assess the risk of modern slavery and trafficking for each project, and include appropriate measures in the procurement plan and procedure.  These will include specific MSA terms and conditions within contracts and MSA due diligence tests within supplier selection procedures.
• All Procurement Services staff participate in Modern Slavery training including training particularly relevant to their procurement responsibilities.
• Procurement Services regularly reviews and amend the University's standard terms and conditions and tender documents which specifically highlight the MSA15.
• Procurement Services has undertaken a review of its supply chain to identify those supply chain categories posing a greater risk in slavery and human trafficking.  We will assess, for identified risks, what we should do to prevent, monitor and mitigate them. 
• We have limited resources and thousands of suppliers so we will investigate collective means (including sector groups) that may help us monitor and minimise risks to our supply chain.
• We are developing procurement category management, which will improve our understanding and control of our market and supply chains.
• We are reducing the number of suppliers we use to focus more attention on fewer, more influential suppliers.

If you suspect illegal practices…  

Procurement Staff may notice irregularities that suggest modern slavery. 

• If there is imminent danger, call 999 without delay.
• If you detect or suspect trafficking or slavery, call the Police on 101.
• Procurement staff should report all suspicions or observations to their Procurement Manager who will investigate. 

The University of Exeter reserves the right to engage external auditors to conduct an audit on any individual suppliers or elements of the supply chain which have been identified as high risk.‌

You can access the university's modern slavery statement here: Modern Slavery Act Statement

‌The Procurement Procedures Manual details the University of Exeter's rules for the buying, renting and leasing of goods, services and works and applies to all contracts put in place by the University.

For further information on purchasing cards, please visit the dedicated 'Purchasing cards' page.

The University aims to be a sustainability and climate change leader regionally, nationally and internationally; delivered via transformation in its operation and via collaboration in its educational, research, international and impact activities, demonstrating innovation, influence and action.

To enable this, environmental and sustainable considerations in the purchase of all ‘bought goods and services’ needs to be adopted across the University. This will ensure goods, services, works and utilities and practices meet the intention of the Environment and Climate Emergency (E&CE) Policy, value for money on a whole life basis in terms of generating benefits not only to the organisation, but also to society and the economy, whilst minimising damage to the environment.

A printable version of the policy can be found here: Sustainable bought goods and services policy

University Codes and Policies for;

• Ethics Policy
• Conflict of Interest
• Due Diligence 
• Code of Conduct
• Bribery Act 2010
• Fraud Policy Statement

Government Codes and Policies for;

• Public Contracts Regulations 2015 (PCR 2015)
• Concession Contracts Regulations 2016 (CCR 2016)
• Public Services (Social Value) Act 2012
• Freedom of Information Act 2000
• General Data Protection Regulation (GDPR)
• Equality Act 2010
• Modern Slavery Act 2015 (updated)
• Transfer of Undertakings (Protection of Employment) Regulations 2006