Once a requirement for a particular goods or service has been identified, the business owner / end user should make contact with the relevant category team, either by telephone or email. A meeting will then be arranged during which budget, timescales for implementation / delivery and specification content will be discussed.
Based on the aggregate spend, the team will advise on the appropriate procurement route which should be followed. The value of the aggregate spend, whether it be a one off purchase, or the implementation of a contract over a four year period, must be considered. Aggregated values apply to the total spend on a specific item for the entire Force, rather than an individual area or department.
The role of the SwPPD is to:
- Fully engage with the key internal stakeholders at the earliest stages of the procurement process.
- Ensure that all relevant research is carried out in order that we are fully informed on the subject.
- Liaise with suppliers using the most up to date technology.
- Offer our private and public sector experience along with our professional expertise to ensure that all of your requirements are met.
- Follow standard procedures to make sure that the tender process is fair, equal and transparent and that it follows EU Directives ensuring legal compliance at all times.
- Clarify terms and conditions of contract to make sure that the prospective supplier is able to meet our needs.
- Produce and distribute all quotations, pre-qualification questionnaires (PQQ), and invitation to tender (ITT) documents and evaluate them on their return.
- Manage the contract with end user support once it has been awarded to be certain that the level of quality is maintained throughout the contract lifecycle.
- Use existing commercial contractual agreements for call-off requirements and execute further tendering exercises.
- Provide commercial and legal advice.