Procurement

Hampshire Constabulary recognises the importance of fairness and equality in procurement. The Equality Act contains specific measures on procurement, making provision to enable the duties to be imposed in relation to the exercise of public procurement functions.

In carrying out procurement Hampshire Constabulary has in place established procedures, processes and supporting documentation:

Procurement Strategy 2010 – 2015  

The Procurement Strategy sets out the following commitment to Equality

“Ensure that all organisations wishing to provide services on behalf of the Police Authority must be able to demonstrate that all reasonably practical steps are taken to allow equality of access, respect for diversity and adherence to human rights in employment and service delivery. Potential suppliers shall not be discriminated against when bidding for contracts or seeking to provide services on the grounds of race, age, religion, disability, gender or sexual orientation.”

The Procurement Strategy 2010-2015  394kb can be viewed.

Supplier Appraisal – Pre-Qualification Questionnaire (PQQ)

The PQQ is provided to prospective bidders who have expressed an interest to participate based upon advertisement (s) and or responding to a Contract Notice placed in the Official Journal of the European Union (OJEU).

The Constabulary requires information to be provided from bidders that will be used to assess their suitability to be invited to tender; a range of financial, legislative and commercial areas are assessed;

• Professional & Business Standing

• Financial

• Insurance

• Health & Safety

• Equality
  

The Equality section is evaluated using the following criteria:

A bidder may be rejected for failure to comply with legislative requirements; and for failing to take adequate remedial measures in the event of a finding of unlawful discrimination.

If any concerns are identified during evaluation of the PQQ relating to the Equality section, such matters are referred to the Fairness and Equality team for further assessment prior to notifying bidders as to whether their application has been successful.

The Pre-Qualification Questionnaire  216kb can be viewed.

Invitation to Tender

The invitation to tender process incorporates a range of documents that are issued to selected bidders of which there are specific documents that relate to the requirements to comply with the Equality Act and Constabulary policies and procedures. The documents are:

• General Terms and Conditions for the Supply of Goods and/or Services – refer to clause 14  - Compliance with Statutory Duties
  

• Fairness and Equality in Employment Policy (ref. 23900) – provided as an appendix to General Terms and Conditions.

In addition to the minimum requirements referenced above, the Constabulary may also incorporated within the contract specification/scope of services additional questions that are directly related to the performance of the contract. For example where there is a requirement for specific know-how or skills relating to equality such as language skills or cultural awareness for services that are to be delivered to diverse communities.

The General Terms and Conditions  187kb can be viewed.

The Procurement Policies and Procedures  216kb can be viewed.

Award of Contract/Contract Implementation

Upon award of contract and the completion of contract formalities between the Constabulary and successful bidder, a Pre-Contract meeting is held. The Pre-Contract meeting provides the opportunity for the Constabulary to discuss with the appointed contractor all relevant contract requirements and Constabulary polices and procedures such as Equality.

The Pre-Contract Meeting Suggested Agenda  105kb can be viewed.

Contract Management

The management of a contract is carried out by the primarily by the client department/user supported by the Procurement department. If any matters arise from either the client or contractor regarding non-compliance or non-performance in carrying out responsibilities under the contract, these will be reported to the Procurement department to carry out the initial investigation/review referring to relevant departments for specialist support, for matters relating the Equality to be referred to the Equality and Fairness team.

Future Improvements

To implement a simplified ‘Supplier Evaluation Questionnaire’ for use when contracting for low value, low risk requirements.

The use of an ‘e-Supplier Vendor Management’ system, to provide an on-line capability for suppliers to self register, complete and update organisation information as required.