Association of Colleges - Further Education Library of Procurement

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• Step 1 - A strong lead
  • AoC Procurement Development Team
    • Improving Procurement in FE
    • Government’s Requirement of Colleges – Efficiency Savings
  • An Introduction to Procurement
    • Procurement & Purchasing differences
    • Why is procurement important?
    • What is Value for Money
      • Quality
      • Key principles of achieving VFM
        • Have a strategic Approach to procurement
        • Use of electronic procurement
        • Manage procurement risk
        • Contract strategies that are actively managed
        • Partnerships & Collaboration
        • Reliable management information
        • Measure & evaluate performance
      • Value
      • Assessment of risk
        • Budget exceeded
        • Not delivered on time
        • Do not meet user's expectations
        • Change in strategic direction
        • Technology shift
      • Good Practice Guide Thresholds
  • Training
• Step 2 - A clear picture
  • Procurement
    • Procurement Cycle
      • Procurement Cycle Graphic
      • Requirement to purchase identified
        • Risks
      • Plan the process
        • Identify the competitive process
        • Option Appraisal
        • Outline Business case
        • Different financing methods
        • Risks
      • Prepare the documentation
        • Risks
      • Identify possible suppliers
        • Market research
        • Risks
      • Issue & receipt of RFQ & RFT
        • Risks
      • Evaluation of submissions
        • Bid clarification
        • Risks
      • Post tender negotiation
        • Risks
      • Award & place the Contract
        • Risks
      • Delivery
        • Risks
      • Supplier is paid
        • Risks
      • Manage & monitor performance
        • Risks
      • Review the process
        • Risks
  • Benchmarking
  • Spend Analysis
• Step 3 - Structure
  • Procurement Strategy
    • Benefits of having a strategy
    • Informed way forward
      • Types of procurement function
        • Strategic function
        • Supportive function
        • Commercial function
        • Clerical function
        • Self assessment exercise
    • Procurement plan
    • Aims & objectives
    • Local community relationships
      • Dealing with this Institution Guide
      • Value to your local community
  • Procurement Policy
    • An endorsement
    • An introduction
    • Vision, aims & objectives
    • Authority to commit funds
    • Procurement authority
    • Sourcing Suppliers, Quotations & Tenders
    • Responsibility statements
    • Nominated, or Lead, Buyers
    • Unauthorised expenditure
    • Separation of Duties
    • Fraud
      • Definitions
    • Legislation
• Step 4 - Into action
  • Procurement Procedures
    • The processes
      • Identify need for goods or services
        • Challenge & ask questions
        • Stationery cupboard
        • Halls of residence
      • Competition
      • The competitive process
        • Overview of competitive process
      • When to use Quotations & tenders
      • Producing a specification
        • Writing specifications
          • Output specifications
          • Brand names
          • Vague words
          • Use of jargon
      • Purchasing Consortia
      • Identifying potential suppliers
        • Sourcing Spreadsheet
      • Commodity arrangements
      • Tender documentation
        • Advertising - contract notice
        • Letter of acknowledgement
          • Sample
        • Pre-Qualification Questionnaire
        • Letter of Invitation
          • Sample
        • Instructions to tenderers
          • Sample
        • Conditions of tender submission
          • Sample
        • Evaluation (award) criteria
          • An assessment method
        • Form of tender
          • Sample
        • Terms & Conditions of Contract
        • Additional information required
          • Sample
        • Alternative (Variant) proposals
          • Sample
        • Qualification of the contract
          • Sample
        • Bona Fide declarations
          • Sample
      • Quotation documentation
      • Service level agreements (SLA)
        • Bought-in services
          • Supplier responsibilities
          • Institution's responsibilities
          • Management responsibilities
          • The contract
        • In-house services
          • Internal responsibilities
          • Managing Dept responsibilities
        • End-users
        • Internal or 'Captive' companies
      • Receipt of sealed bids
      • Procurement cards
        • Who should have a card?
        • Financial limits
        • When to use?
        • Blocked categories
          • Send or merchant categories
        • Control issues
        • Day-to-day purchasing
        • Transaction log
        • Bank reconciliation
        • VAT issues
        • Recharging Transactions
        • Procurement card administrator
      • International trade
        • Transportation issues
        • Re-importation of repaired goods
    • Control considerations
      • Access to the Institution
      • Funds availability
      • Authorised signatory list
      • Confidentiality
      • Ordering goods & services - POs
        • Warning
        • Pricing arrangments
        • Preparing purchase orders
      • Goods received documentation
      • Payment of invoices
      • Ethics
      • Managing & monitoring supplier performance
        • Some examples
    • Financial considerations
      • Committing funds
      • VAT & other taxes
        • UK VAT rates
        • Zero-rating purchases
      • Budgets
      • International trading
        • Tax & duty liabilities - non-UK suppliers
        • Forms of payment
        • Import duties, custom charges
  • Useful Web Links
    • E-Tendering Weblinks
    • EU Tendering Weblinks
    • SME Weblinks
    • Sustainability Weblinks
    • Other agencies & Guidance
• Step 5 - Measuring reviewing & improving
  • Efficiency Measurement Model
    • Price reduction
    • Added value
    • Risk reduction
    • Process re-engineering
    • Sustainability
  • Key Performance Indicators
  • Good Efficiency Ideas and Case Studies
• Models and Guides
  • Legislation
    • EU Public Procurement Legislation
      • Types of Communication
      • Contract Types - definitions
      • Central Purchasing Bodies
      • Valuation of a contract
        • Supply contracts
        • Services contracts
        • Works contracts
        • Aggregation
      • Award procedures
        • Open procedure
        • Restricted procedure
        • Competitive dialogue
        • Negotiated procedure
          • With call for competition
          • Without call for competition
          • Contract award notice
          • Extension to a contract
        • Accelerated restricted & negotiated
        • Framework agreements
        • Dynamic purchasing systems
        • Electronic auctions (e-auctions)
          • Award criteria
          • Contract notice
          • Before the auction
          • Mathematical formula
          • During the auction
          • Closing the auction
        • Choice of procedure
        • Common Procurement Vocabulary
      • Timescales
        • PIN timescales
        • Open procedure timescales
        • Restricted procedure timescales
        • Accelerated restricted timescales
        • Competitive dialogue timescales
        • Negotiated procedure timescales
        • Accelerated negotiated timescales
        • Contract award notice timescales
        • Extreme urgency
        • Non-mandatory notices
        • Electronic issue of documents not available
        • Summary of timescales
      • Supplier selection criteria
        • Selection - grounds for exclusion
      • Award criteria
        • Lowest price
        • MEAT
          • Sustainability - environmental & social
        • Abnormally low tenders
      • Tender documentation
        • Advertising requirements
        • Technical specifications
        • Variant bids
        • Conditions for performance
        • Other obligations
        • Prior Information Notices
        • Living PINs
      • Notification of contract award
        • Notification - after 20 December 2009
        • De-briefing
        • Standstill period
          • Suggested wording
      • Remedies
        • Ineffectiveness
        • Remedies - UK
    • Law of Contract
      • What is a contract?
      • Elements of a contract
        • Intention
        • Offer
          • Counter-offer
            • Battle of the forms
        • Acceptance
          • Acceptance of goods or services
          • Rejection of goods or services
          • Verbal contracts
        • Consideration (not in Scotland)
        • Capacity to contract
        • Consent
        • Possibility of performance
        • Legality
      • Discharge of the contract
        • Discharge by performance
        • Discharge by release
        • Substituted contract
        • Intervening circumstances (frustration)
        • Time
        • Termination of contract
        • Bankruptcy or insolvency
      • Breach of contract
      • Laws concerning contracts
        • Sale & Supply of Goods legislation
          • Goods sold by description or sample
          • Satisfactory quality/Fitness for purpose
          • Transfer of ownership
        • Supply of services - faulty goods or materials
        • Exclusion clauses (unfair contract terms)
        • Product liability
          • Sale of Goods Act
          • Consumer Protection Act
          • Product Liability & damages - Negligence
      • Terms & conditions of contract
        • Potential problems
        • Potential solutions
        • Penalty & liquidated damages clauses
      • Payment terms
        • Fixed price V variable prices
        • Contract price adjustments
        • Stage payments
        • Retention payments
        • Payment of invoices
        • Discounts for prompt payment
      • Glossary of phrases in contract law
    • Freedom of Information
      • FOI Act & Data Protection Act
      • Sample clauses
        • Clause for inclusion in tender documents
        • T&Cs - long version
        • T&Cs - simple version
    • Health & Safety
    • WEEE
    • Equality & Race Relations
  • IBIS
    • Importance of procurement
    • Procurement influence
    • Procurement arrangements
    • Commodity areas
    • Monitoring compliance
    • Internal benchmarking
    • External benchmarking
  • Key Performance Indicators
    • Transactional Analysis
      • Simple measures
      • Simple measures - using the information
  • National Benchmarking Exercise
  • Whole Life Costing
    • What is whole life costing?
      • WLC of building
      • Decisions based on initial price
      • NPV & PV
      • Qualitative judgements
      • Fitness for purpose
      • Sustainability
      • Cost
    • Benefits of WLC
      • To institution
      • To users
      • To procurement staff
      • To Finance Directors
    • WLC Calculator
• Sample Documentation
  • Strategies, Policies & Procedures
    • Procurement Strategies
    • Procurement Policies
    • Procurement Procedures
    • Other Policies & Procedures
  • Template Documentation
    • Generic Tender Documentation
    • Generic quotation documentation
    • Specialist Documentation
  • Tender Specifications
    • A - Audio Visual, Multimedia, Entertainment & the Arts
    • B - Library & Periodicals
    • C - Catering
    • D - Medical, Surgical & Nursing
    • E - Agriculture, Fisheries, Forestry, Horticulture & Geology
    • F - Furniture, Furnishings & Textiles
    • H - Janitorial & Domestic
    • J - Utilities
    • K - Computing
    • L - Laboratory
    • M - Workshop & Maintenance (Labs & Estates)
    • P - Printing & Reprographics
    • Q - Telecommunications, Postal & Mailroom
    • R - Professional Fees & Bought-in Services
    • S - Stationery & Office Supplies
    • T - Transport incl vehicle hire & subsistence
    • U - Safety & Security
    • V - Vehicles
    • W - Estates, Buildings & Facilities Management
      • Waste Management
    • X - Miscellaneous
    • Estates / Construction Specifications
    • Finance & Administration Specifications
    • IT & Telecoms Specifications
  • Terms & Conditions of Contract
  • Other Guidance Material
  • List of Contributors
  • Submit sample documents