Kent Fire and Rescue Service
Procurement Policy

Introduction

Our goal is to make procurement simple, transparent, efficient and value adding. 

The Commercial and Procurement Team are experienced and qualified procurement professionals (or in some cases working towards formal qualification), all of whom know and understand the value that the function can deliver. Good procurement goes much deeper than transacting a process. Procurement must be considered as a value chain that exists from the moment a requirement is identified to the time that a contract terminates, and any assets are disposed of. Our aim is to deliver a professional, value adding support service. To enable Procurement to do that effectively all colleagues are required to engage openly and pro-actively in the processes defined here.

The process descriptions are necessarily summarised or in part high level representations of much more detailed topics. The Commercial and Procurement Team are willing to add further detail as required.

The Procurement Routes described in this document are intended to help guide and support colleagues through all levels of procurement activity in KFRS. Following the routes will help to facilitate best practice and consistency across the organisation, and they are consistent with legislation and public sector procurement policy. 

Further source documentation is referenced throughout the procurement journey. You are encouraged to use the source documentation for every procurement exercise to ensure you are always using the most recent guidance and templates. 

This Policy is not a substitute for legal and professional advice, and neither does it aim to be an exhaustive source of every aspect of procurement process or related legal obligations. You must consult with relevant procurement (who also have access to independent legal advice) and technical colleagues wherever appropriate. 

You should ensure, when working with this guidance that you identify and comply with any relevant internal organisation guidelines, policies or procedures. The procurement journey and related processes described here are mandatory aspects of the KMFA Procurement Regulations / Framework. Colleagues are not authorised to conduct any aspect of procurement activity which does not accord with the processes set out here and in the wider PRS / PF.

To help simplify procurement process, there are just 3 routes. The route that you are required to take depends primarily on the estimated contract value. In some circumstances the Commercial and Procurement Team may require the selection of a procurement route to be based on the level of risk/criticality associated with the contract and the requirements (but this will be dealt with on a contract-by-contract basis – initially, the value will guide the selection of process). 

In all cases, the default position is to use an existing KFRS contract or catalogue wherever one is available. KFRS has several existing contracts or catalogues in place which have already been subject to competitive procurement and demonstrate value for money. Going outside such arrangements is likely to incur a greater administrative and cost burden and dilutes the benefits of aggregation which can otherwise be achieved. 

Where a contract/catalogue already exists the Commercial and Procurement Team are unlikely to approve using an alternative route, unless there is a clear justification which clearly and unequivocally demonstrates why the existing agreement cannot deliver the requirement to the necessary quality and/or best value for money. 

The Commercial and Procurement Team works with customers to develop and maintain contracts for goods and services that are central to the delivery of our services, and/or purchased regularly. The benefits of using existing contracts and catalogues include the following:

• It helps to ensure value for money and leverage purchasing power
• Quality and sustainability (as well as price) will have already been evaluated.
• Supplier standards compliance, licenses, Health and Safety will have been considered.
• Legal responsibilities and audit requirements will have already been considered.
• Shorter timescales, as many obligations are already met.
• They account for threshold aggregation rules.
• They will deliver our Terms and Conditions, which are designed to protect our legal position.
• They enable active contract management, price and quality control.
• Support the management of contractual and commercial risk.

There are 3 Procurement Routes colleagues should take when looking to procure or source a good or service for the service. The procedure for each route is clearly defined and detailed in the Tier 3 Procedures documents, but in summary the routes are defined below, and each relate to the total cost of the good or service being procured and also means the total overall value of the whole life of a contract.