Procurement

Procurement aims to provide value for money on goods and services bought. The term ‘value for money’ doesn’t necessarily mean the cheapest but a balance between cost in use, quality and performance.

We continuously seek to improve the procurement process in order to obtain best value from the contracts we enter into and to minimise the administration costs of buying. We offer guidance, advice and support on all aspects of procurement to all of the trust’s wards and departments.

The Procurement department ensures that all procurement complies with the Trust’s rules as well as national and European Law. We control and monitor all major contracts for the procurement of goods and services.

Any sales reps already engaged with the Trust but who may wish to discuss new business or new suppliers who may wish to engage in business with the Trust should contact the strategic procurement team in the first instance. Reps should not contact clinicians and/or departments directly. Circumnavigating the Trusts policies in this respect is not seen favourably.

Sales Representatives Policy (276kb)
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Contact Details

Name Role Telephone Email Focus
Adam Jacklin Head of Procurement 03033 305263 adam.jacklin@nhs.net High value contracts and tenders
Chris Dudley Clinical Procurement Nurse Specialist 03033 305266 cdudley@nhs.net  Clinical standardisation
Ivan Pannell Senior Procurement Officer 03033 305267 ivan.pannell@nhs.net High value contracts and tenders
Julie Newton-Ayres Higher Procurement Officer 03033 305264 julie.newton-ayres@nhs.net Theatres products, clinical and non-clinical support
Toby Wells Assistant Procurement Officer 03033 305269 toby.wells@nhs.net

 

General Enquiries
Project Support
Daniel Rickett Assistant Procurement Officer 03033 305265 d.rickett@nhs.net General Enquiries

Uniforms
Project Support

Eve Ramsay  Procurement Officer 03033 305268 eve.ramsay@nhs.net Temporary Staffing, Community areas, Clinical and Non-clinical support

Tendering and Contracting Procedures

Guide to tendering

The prospects of tendering with a large and complex organisation like Northern Lincolnshire & Goole NHS Foundation Trust can be daunting for some companies who are new to the process. This guide to tendering explains what is involved in an easy to understand way.
The trust has to openly advertise all contract opportunities where the value of the contract is likely to be above the threshold as follows:

EU Thresholds

The EU thresholds (from the 1st January 2014) are as follows:

  • Supplies £111,676 – excluding V.A.T.
  • Services:
    Part A- £111,676 excluding V.A.T.
    Part B- £172,514 excluding V.A.T.
  • Works £4,322,012

These thresholds apply to the total value of the contract over the full contract period and not on a year by year basis. e.g. £50k over a 4 year period equates to a total contract value of £200k which is then subject to EU threshold regulations.

The above thresholds are set by the European Commission and change every two years. The trust has to advertise these opportunities in the Official Journal of the European Union (known as OJEU) first, but will also seek to advertise opportunities in any other area we deem suitable thereafter.
For more information on OJEU visit: http://ted.europa.eu/

Bribery Act 2010

‘It is an offence under the Bribery Act 2010 both for anyone to receive, be offered or to offer any financial or other advantage to another person in order to induce a person to perform improperly or reward any person for improper performance of a function or activity. This includes breaches in expected performance. A breach of this Act renders employees liable to prosecution and may also lead to loss of their employment. It is also an offence under Section 3 of the Fraud Act 2006 for an employee to fail to disclose information to an employer to make a gain for themselves or another or to cause a loss or expose the Trust to the risk of loss. Additionally, Section 4 of the same Act provides that it is also an offence for an employee who occupies a position in which they are expected to safeguard or not act against the financial interests of the Trust, to abuse that position to cause a loss or expose the Trust to the risk of loss’.

Invoicing and Payment Procedures

Information and advice for suppliers

What happens to my invoice when it reaches the trust? When will I be paid?
To ensure an efficient service, the trust has invoice guidelines that we ask that you follow when preparing your invoice for submission. Please see the section on good invoicing practice below.
Paper invoices
When received by the trust, invoices are scanned electronically and entered into our purchase ledger system.
They are then processed by the accounts payable team, where a purchase order number is quoted and this matches the receipt and invoice, the invoice is automatically matched and paid. If the invoice fails the three-way match process, accounts payable will contact the requestor and/or the procurement department to deal with the respected query. Upon satisfactory resolution of the query the invoice will be matched allowing payment of the invoice.
If the invoice does not quote a valid purchase order number then the invoice will be subject to delay. Accounts payable will contact the originating requestor (if known) and ask them to authorise payment of the invoice. Only when this authorisation is received by accounts payable can payment be made to the supplier.

Good invoicing practice

Accounts payable aims to provide a first class service to its clients within the trust and suppliers to the trust. To achieve this, there are specific guidelines for invoices – failure to follow these guidelines could result in a delay in processing an invoice or the return of the invoice to the supplier.
Invoices must:

  • Quote the clear and full accounts payable address of the trust. (See section titled ‘where to send invoices’ for the full address)
  • Provide clear details of the organisation submitting the invoice and the address to which the remittance should be sent.
  • Provide clear details of the goods/services provided.
  • Quote the trust’s purchase order (PO) number – all requests for goods and services must be accompanied by a PO. Invoices received without the PO number will be returned.
  • All order numbers will begin with 1,2,3 or 4 and will be no longer than 9 digits. No other format should be accepted.
  • Be legible.
  • Have a valid invoice date (tax point date).
  • Clearly state the payee.
  • Have the correct VAT calculations (handwritten invoices in particular).
  • Have the relevant supporting information attached, for example timesheets.

Invoices that do not comply with the above will be returned to you for correction/clarification.

Terms and conditions for the supply of the services (699kb)
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Where to send invoices

Northern Lincolnshire and Goole NHS Foundation Trust
Accounts Payable
Diana Princess of Wales Hospital
Scartho Road
Grimsby
DN33 2BA
Email: nlg-tr.payments@nhs.net
Spend over £25k

NHS Trusts are required to publish online details of expenditure over £25k.