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Requisitioning, ordering and receipt of goods procedure

Contents

  1. Introduction
  2. Purpose
  3. Scope
  4. Responsibilities, accountabilities and duties
  5. Procedure
  6. Training implications
  7. Monitoring arrangements
  8. Equality impact assessment screening
  9. Links to any other associated documents

1 Introduction

This policy sets out a framework within which all procurement activity within the trust should be undertaken.

The methods used for acquiring goods or services are designed to protect both the trust and the individual from risk. Full corporate governance should be adhered to in all procurement decisions; all staff must recognise that in order to address all relevant legislation and risk issues, sufficient planning and timescales are essential for effective procurement.

2 Purpose

These procedures are set out in this document to ensure best practice is undertaken and delays in the procurement of goods and services are avoided.

3 Scope

The principles set out in this document must be applied to all personnel who have responsibility for the expenditure of non–pay budgets on goods and services on behalf of the trust.

4 Responsibilities, accountabilities and duties

The chief executive has overall responsibility for the maintenance and implementation of trust procedural documents.

The director of finance and performance is accountable for the implementation and maintenance of this procedural document.

5 Procedure

5.1 Stock ordering via NHS supply chain

We actively encourage all wards and departments to fully utilise the NHS supply chain system to order stocked items. If you need further advice on how to use the system or need setting up with passwords etc, please contact the purchasing department.

5.2 Non stock requisitioning or ordering and receipting

In order to procure goods or services which are non-stock you will have to utilise the web–based, Integra E-Series system. This is done by raising a requisition for your requirements which must include the supplier (if known), the category code, the quantity and the cost of the item (if known), once completed this will automatically go for authorisation to the delegated authorised signatory or the budget holder who is set up to authorise this value of expenditure.

When ordering IT equipment, the e-requisition will automatically go to the IT department for approval before it is forwarded to purchasing, IT equipment includes, PCs, laptops, and digital transcription machines, check with purchasing if you are unsure. It is essential when ordering this type of equipment that the correct category code is used as it determines the path it takes through the system and will cause delays due to the goods not being technically appraised appropriately.

When ordering medical equipment there is a standardised list of medical equipment which has been approved for purchase by the trusts medical devices advisory group. The best buy list is available via the intranet; anything not on the list must go through the group.

When the e-requisition is received within the purchasing department, it is allocated to the relevant buyer according to which commodity group it belongs to, for example, medical equipment goes to the medical buyer etc. The order is then processed by the buyer, who will ensure best value and quality is obtained, this is done by the use of national, regional or locally sourced suppliers, mainly on pre-negotiated contracts.

This is then generated into a purchase order, which is e-mailed via the Integra e-series system to the supplier. You can also view the progress of your e-requisition or order via your e-series enquiry system.  Information is also made available to the storekeeper or GRN clerk so they can check that the goods or services are correct and accurate before they are receipted.

Please note if you have a requirement and are unsure of where to source it from or need advice before completing an e-requisition please contact the purchasing department, who will provide help and advice where required. User set up, training and passwords for the e-series system can also be obtained via the purchasing department.

5.3 Buyer category rotation

On a six-monthly basis category management responsibility will be rotated to different buyers to ensure consistency of expertise. A list of buyers category responsibilities with be published on the purchasing section of the trust intranet accordingly.

5.4 Receipting of good and services

5.4.1 Goods delivered into the stores, Woodfield Park

Goods which are delivered into stores from the supplier are booked-in, and identified by the goods received clerks, given a bar code to ensure an audit trail and distributed by the logistics department to the point of use. A signature is required by the driver to confirm a parcel or roll cage has been left and securely receipted. The invoice will then be registered and paid by the purchase ledger department as the goods have already been booked in.

5.4.2 Goods delivered direct to the user or department

Where it has been arranged previously to have goods delivered directly to the user or department, the delivery note received with the goods should be signed and a scanned copy e-mailed to the goods received clerk in purchasing. This will then be booked in, and the invoice registered and paid by the purchase ledger department.

5.4.3 Booking in of services

As it is difficult to ascertain if a service is received or not, we have to book them in from the Invoice issued by the supplier, as the full details of the service conducted and any additional charges are detailed. Therefore under these circumstances we wait for the supplier to send their invoice, this is then registered or scanned and sent to the goods received clerk for checking. These are then sent with via email to the relevant department for signature, this is clarification that the service has been conducted and most important satisfactorily. Once signed the invoice should be emailed to the goods received clerk who will book in and pass to finance for payment.

5.4.4 Note

It is extremely important that purchase order numbers are quoted on all correspondence, failure to do so leads to delay in the booking in process and payment of invoices.

5.5 Urgent orders

In circumstances where an order is urgent please raise an e-requisition in the normal way and contact the purchasing staff to alert them to the fact your requirement is urgent and they will arrange for the order to be raised immediately.

Under no circumstances must a ward or department arrange a procurement of goods or services without the knowledge of the purchasing department or without a purchase order number.

5.6 Quotation and tendering procedures

In line with the trusts standing financial instructions, any requirement over a certain value has to go through a tender or quotation procedure, the values are as follows:

Over £5,000.00 to £15,000.00 including VAT, minimum 3 informal quotes from suppliers for competitive market testing.

Over £15,000 to £50,000.00 including VAT, minimum 3 formal quotes from suppliers for competitive market testing, via Atamis e-tendering portal.

Over £50,000 including VAT tender procedure, where the requirement has to be offered to at least 6 suppliers for competitive market testing (if market allows) via Atamis e-tendering portal.

If the requirement exceeds £177,897 including VAT this is subject to previously EU regulations, this must be advertised in broadly and is subject to vigorous market testing and strict domestic law. This process can take a minimum of 5 months to complete correctly.

If unsure about any of the above guidelines please do not hesitate to contact the purchasing department for help and advice.

5.7 Single quote or tender waivers

In very exceptional circumstances where formal quotation or tendering procedures would not be practicable a single quote or tender waiver form may be completed, some of these circumstances are quoted below from section 17.5.4 of the trusts standing financial instructions:

  1. the timescale genuinely precludes competitive tendering. Failure to plan the work properly is not a justification for single tender
  2. specialist expertise is required and is available from only one source
  3. the task is essential to complete the project, and arises as a consequence of a recently completed assignment and engaging different consultants for the new task would be inappropriate
  4. there is a clear benefit to be gained from maintaining continuity with an earlier project. However in such cases the benefits of such continuity must outweigh any potential financial advantage to be gained by competitive tendering

A full and detailed description of the reason why it is necessary to gain single quote or tender approval must be given and must include any accompanying documentation that would further confirm the proposal, including quotes from suppliers or a business case from the requesting department or directorate.

The limited application of the single tender rules should not be used to avoid competition or for administrative convenience or to award further work to a consultant originally appointed through a competitive procedure. Requests for single tender must be approved by the director of service, and then sent to the head of procurement for comment who will then send it to the director of finance for approval. A copy of the single quote waiver form is available for download under the purchasing section of the website.

5.8 Extension of current contacts

Current contracts that are in place must not be extended without authorisation of the director of service or without contact with the purchasing department. Once authorisation is obtained the purchasing department will check the contract to ensure an extension is allowed under this agreement. They will then formally contact the supplier to negotiate and agree the extension to ensure there are no changes to pricing and terms and conditions.

6 Training implications

New staff will need Training on how to use the Integra Centros system and potentially updates as we up move on to upgrade the system annually.

7 Monitoring arrangements

7.1 Ensure these procedures are followed

  • How: Run off reports on number of POs raised and compare against non PO.
  • Who by: Purchasing.
  • Reported to: Finance sub-committee.
  • Frequency: Quarterly.

7.2 Reduction in the use of SQW

  • How: Report on use of SQWs to audit committee and at CLES to ensure correct procurement procedures are followed.
  • Who by: External or internal audit.
  • Reported to: Finance CLE.
  • Frequency: Quarterly.

8 Equality impact assessment screening

To access the equality impact assessment for this policy, please email rdash.equalityanddiversity@nhs.net to request the document.

8.1 Privacy, dignity and respect

The NHS Constitution states that all patients should feel that their privacy and dignity are respected while they are in hospital. High Quality Care for All (2008), Lord Darzi’s review of the NHS, identifies the need to organise care around the individual, ‘not just clinically but in terms of dignity and respect’.

As a consequence the trust is required to articulate its intent to deliver care with privacy and dignity that treats all service users with respect. Therefore, all procedural documents will be considered, if relevant, to reflect the requirement to treat everyone with privacy, dignity and respect, (when appropriate this should also include how same sex accommodation is provided).

8.1.1 How this will be met

No issues have been identified in relation to this policy.

8.2 Mental Capacity Act 2005

Central to any aspect of care delivered to adults and young people aged 16 years or over will be the consideration of the individuals’ capacity to participate in the decision-making process. Consequently, no intervention should be carried out without either the individual’s informed consent, or the powers included in a legal framework, or by order of the court.

Therefore, the trust is required to make sure that all staff working with individuals who use our service are familiar with the provisions within the Mental Capacity Act (2005). For this reason all procedural documents will be considered, if relevant to reflect the provisions of the Mental Capacity Act (2005) to ensure that the rights of individual are protected and they are supported to make their own decisions where possible and that any decisions made on their behalf when they lack capacity are made in their best interests and least restrictive of their rights and freedoms.

8.2.1 How this will be met

All individuals involved in the implementation of this policy should do so in accordance with the principles of the Mental Capacity Act (2005).

Document control

  • Version: 6.2.
  • Unique reference number: 205.
  • Ratified by: Corporate policy approval group.
  • Date ratified: 6 February 2024.
  • Name of originator or author: Head of procurement.
  • Name of responsible individual: Executive director of finance.
  • Date issued: 4 April 2024.
  • Review date: August 2025.
  • Target audience: All staff.

Page last reviewed: September 13, 2024
Next review due: September 13, 2025

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