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Scottish Parliamentary Corporate Body (SPCB) procurement policy
Our policy helps us make sure that our procurement:
- follows public procurement regulations
- is fair, ethical and transparent
- achieves value for money
- is sustainable and delivers benefits to society, the economy and the environment
SPCB procurement must follow these rules:
- The Public Contracts (Scotland) Regulations 2015
- Procurement Reform (Scotland) Act 2014
- Procurement (Scotland) Regulations 2016
- National case law
Conditions of contract
Except in exceptional circumstances, all contracts awarded by the SCPB are made under:
- Scots law
- SPCB agreed contract conditions – these are specific to each contract
Value for money
All contracts are awarded based on value for money, which is the best balance between quality and cost. Cost includes the purchase price and all other costs, such as:
- repair and servicing
- operating costs
Goods, services and works must be obtained through proper competition unless there is a valid reason not to.
All contracts expected to have a value of £50,000 (excluding VAT) or more must be advertised on the Public Contracts Scotland (PCS) national portal.
The SPCB can also make contracts under collaborative framework agreements awarded by other organisations. These are not advertised.
For all contracts over £50,000, a contract award notice must be published on PCS.
Ethical and professional standards
When we deal with suppliers and potential suppliers, we must maintain:
Staff who are involved in the procurement process, including those perceived to be able to influence purchases, must:
- declare any relationship or interest in organisations likely to bid for SPCB contracts
- not seek or accept contributions of any kind from SPCB contractors, or those likely to bid for SPCB contracts
When it makes purchases and awards contracts, the SPCB aims to:
- minimise its environmental impact
- promote positive social and economic benefits
As well as their main purpose, contracts can give communities economic, social, or environmental benefits. These are called “community benefits”.
The SPCB will:
- require contractors to deliver community benefits if the contract awarded is valued at over £500,000
- aim to include community benefits in contracts valued between £50,000 and £500,000 where possible
Delivering community benefits is managed through our contract management process.
Fair working practices
The SPCB is a living wage employer with inclusive work practices. SPCB policy is that its contractors also take a positive approach to fair work practices.
Fair and ethical trading
SPCB contracts must follow the principles of the Ethical Trading Initiative base code and ILO 8 core conventions – these are international labour standards that set out basic principles and rights at work.
Food and animal welfare
The SPCB provides well balanced, nutritional food within the Parliament. All catering contracts must respect animal welfare and promote sustainability and healthy eating.
Payments to subcontractors
The SPCB pays all valid invoices which are not in dispute within 30 days of receipt. We aim to reduce this timescale to 10 days for at least 95% of valid invoices.
The SPCB requires its contractors to pay valid invoices from their subcontractors and sub-subcontractors within 30 days of receipt.
Health and safety
All contractors and sub-contractors must make sure that their employees and others who may be affected by the delivery of SPCB contracts are not exposed to health and safety risks.
All contractors and sub-contractors must comply with:
- relevant statutory duties, including the Health and Safety at Work etc. Act 1974 and secondary legislation
- SPCB Health and Safety procedures when on SPCB premises