Procurement Business Principles
These Principles are intended to provide an overview of the ethical standards and procedural requirements that Cardiff Metropolitan University strives to adopt in all its procurement business dealings, as well as provide background information into some of our business practices. The extent of the detail being provided in this section is still under development, and further detail is being added from time to time.
General principles
Cardiff Metropolitan University strives to conduct all business activities in a professional and ethical manner; to ensure fair and equal opportunities; to ensure that business decisions are taken without prejudice or discrimination; that care is taken of the environment; that we operate our business with full regard for health and safety; and and that the principles of sustainable development are endorsed.
We encourage our suppliers and contractors to make as much a commitment to the foregoing principles as we apply to ourselves.
Further details
Please click on any of the headings below to be taken to more detailed information on these aspects of our principles:
Ethical
The university attempts to uphold strong ethical standards in all aspects of business. As a standard for the Procurement department itself, we follow the Professional Code of Ethics of the Chartered Institute of Purchasing and Supply - the code may be viewed here.
The Freedom of Information Act 2000 applies to all the activities of the university.
As a supplier/tenderer/partner/customer/agency providing services to the university, you should be aware of the university's obligations and its responsibilities under the Freedom of Information Act 2000 to provide on request access to recorded information held by it. One of the consequences of those new statutory responsibilities is that information which the university holds about your organisation may be subject to disclosure, in response to a request, unless the university decides that one of the various statutory exemptions applies.
If, at any stage of the contracting process, you provide information to the university in the expectation that it will be held in confidence, then you must make it clear in your documentation which elements of the information to which you consider a duty of confidentiality applies.
The use of blanket protective markings such as "commercial in confidence" will no longer be appropriate and a clear indication as to what material is to be considered confidential and why should be given. Whilst the university will use all reasonable endeavours to keep confidential and not disclose any information supplied and marked as 'commercial in confidence', we can only maintain that confidentiality to the limit allowed by the legislation.
The university cannot accept that trivial information or information which by its very nature cannot be regarded as confidential should be subject to any obligation of confidence.
In certain circumstances, and in accordance with the Code of Practice issued under section 45 of the Act, the university may consider it appropriate to ask for your views as to the release of any information before the university makes its decision as to how to respond to a request. In dealing with requests for information under the Act, the university has to comply with a strict timetable and it would therefore expect a timely response to any such consultation within five working days
In certain circumstances where information has not been provided in confidence, the university may still wish to consult you as to the application of any other exemption such as that relating to disclosure that will prejudice the commercial interests of any party. However the decision as to what information will be disclosed will be reserved to Cardiff Metropolitan University.
The university upholds the principles of equality and diversity in all aspects of its operation, and we expect our suppliers and contractors to adopt a similar approach to this issue. The executive summary of the university's policy document on this subject states:
Cardiff Metropolitan University is committed to providing a working and learning environment which is free from any form of discrimination, harassment, intimidation or victimisation on the grounds of nationality, sex, race, colour, ethnic or national origin, disability, religion, sexual orientation, age or marital status, language, social origin, political opinion, property and birth or status. All individuals will be treated with dignity, respect and valued for their contribution.
The university has signed up to Welsh Government's "Opening Doors" charter, which recognises the economic and sustainability benefits that can accrue from trading with businesses based in one's local area. It should be noted that this charter does NOT promote any scenario that introduces any discrimination or favouritism towards local suppliers. Further information may be found on the Sell2Wales website here.
Cardiff Metropolitan University recognises a wide definition of sustainability, based upon engaging in developments that meet the needs of the present without compromising the ability of future generations to meet their own needs. Cardiff Metropolitan University procurement actively seeks to embed sustainability within all aspects of its' procurement activity.
Cardiff Metropolitan University's Sustainable Procurement Policy is approved by Cardiff Metropolitan University's Board of Governors, and is consistent with Cardiff Metropolitan University's organisations Sustainability Policy.
Further information regarding Cardiff Metropolitan University's engagement with all apsects of sustainability may be found here
Procedural
Payment Terms
In managing our creditor payment process, we are very mindful of the beneficial impact that on-time payment can have, particularly to smaller businesses. As a consequence, in order to maintain our high ‘on time’ payment profile, we apply net monthly account (NMA) as our standard payment terms.
NMA means that invoices become payable at the end of the month following the month of the invoice date. This payment term allows us to focus on one main payment run per month, considerably reducing our administrative burden and thereby significantly improving the likelihood of on-time payment.
In the current difficult trading conditions, we are very conscious of the aspirations of the public sector to pay suppliers more quickly. We have a good track record in supporting small businesses and sole traders with accelerated payment terms where appropriate.
Unsolicited Goods
Cardiff Metropolitan University does not accept liability or responsibility in any way whatsoever for any unsolicited goods or services. 'Unsolicited goods' means any goods received or services performed where the supplier is not in receipt of a valid instruction to deliver goods or proceed with the performance of services. In the vast majority of cases, the only method of communicating a 'valid instruction' is the supplier being in receipt of a valid Cardiff Metropolitan University Purchase Order. In a limited number of cases, other methods of instruction to proceed are utilised, but these methods are only valid if agreed by both parties in writing, and in advance.
Consequently, unless a variation from Purchase Orders is agreed in writing, all delivery and invoice documentation must clearly display a valid Cardiff Metropolitan University Purchase Order number.
Any submitted invoices that are incorrect or incomplete will be automatically returned unpaid for correction and re-submission. Any invoices submitted where a Purchase Order or valid instruction to proceed has not been received by the supplier will be rejected.