CPS Procurement
Crown Prosecution Buyer Profile
Introduction
The Crown Prosecution Service predominately purchases a wide range of services. These include:
- Office cleaning
- Catering
- Security
- Reprographics
- Facilities management
- Travel services (including car hire, hotels, air and rail travel)
- Management consultancy
- Legal services
- Training and development
- Estate management services
We also purchase supplies, which include:
- Stationery and consumables
- Printing
- Furniture and furnishings
- Office machines
- Videos and recording equipment
- IT supplies and services
CPS entered into a 10-year PFI (Private Finance Initiative) Contract, known as Compass, with Logica UK Limited on 31 December 2001.
Logica are now responsible for the provision of IT services, including the implementation of a programme of service improvements and the development of IT solutions to meet CPS business requirements.
Organisation details
Organisation Name
Crown Prosecution Service
Address
50 Ludgate Hill
London EC4M 7EX
UNITED KINGDOM
Contact(s) details
Mr Paul Farlow
Position
Administrative Officer
Address
HQ 3rd Floor Room 317
50 Ludgate Hill
London EC4M 7EX
UNITED KINGDOM
Phone
+44 (0)20 7796 8092
Fax
+44 (0)20 7796 8463
Language
English
Mr Gordon Cranford
Position
Head of Procurement and Commercial Services
Address
HQ 3rd Floor Room 317
50 Ludgate Hill
London EC4M 7EX
UNITED KINGDOM
Phone
+44 (0)20 7796 8233
Fax
+44 (0)20 7796 8463
gordon.cranford@cps.gsi.gov.uk
Language
English
Mr Shaukat Hussain
Position
Procurement Projects Manager
Address
HQ 3rd Floor Room 317
50 Ludgate Hill
London EC4M 7EX
UNITED KINGDOM
Phone
+44 (0)20 7796 8462
Fax
+44 (0)20 7796 8463
shaukat.hussain@cps.gsi.gov.uk
Language
English
Mr David Rainbird
Position
Deputy Head of Procurement
Address
HQ 3rd Floor Room 317
50 Ludgate Hill
London EC4M 7EX
UNITED KINGDOM
Phone
+44 (0)20 7796 8406
Fax
+44 (0)20 7796 8463
Language
English
Ms Monika Wasilewska
Position
Senior Procurement Policy and Strategic Contracts Manager
Address
HQ 3rd Floor Room 317
50 Ludgate Hill
London EC4M 7EX
UNITED KINGDOM
Phone
+44 (0)20 7796 8408
Fax
+44 (0)20 7796 8463
monika.wasilewska@cps.gsi.gov.uk
Language
English
Sustainable Procurement policy
The Crown Prosecution Service is committed to promoting the conservation and improvement of the environment.
Our policy on Sustainable Procurement is:
- To comply with environmental legislation and regulatory requirements;
- To promote environmental awareness amongst suppliers and contractors;
- To buy less environmentally damaging products and services;
- To consider environmental factors when making procurement decisions; and
- To develop awareness of environmental issues within the Department.
Where appropriate, goods and services specifications will include environmental criteria but will be purchased in the normal way through competitive tender and seeking best value for money.
The Department will:
- Research and follow guidance relating to the environment;
- Include environmental conditions or criteria in specification and tender documents where relevant;
- Evaluate specifications and tenders with appropriate weight given to environmental points; and
- Encourage suppliers and contractors to support our initiative by taking their own action.
Where environmental conditions are specified, evaluation will normally take into account:
- Regulatory compliance;
- Environmental effects and performance measures;
- Existing environmental management procedures; and
- Commitment to management and process improvement.
Procurement policy: Equalities & diversity
The CPS values everybody's contribution and believes that The CPS' success and its future depends on the quality of service that we provide and on gaining the trust of the community we serve. We value the support from our suppliers of goods and services, and see their commitment to this objective playing an important part in helping us to achieve our goal. If everyone is to feel valued and we are to help individuals give their best, our goal must be to create and sustain a working environment that is fair to all and free from discrimination, harassment, victimisation and bullying.
Through commitment, action and review, we want to ensure that we have the opportunity to benefit from employment, training and development appropriate to our abilities and regardless of our sex, colour, race, religion, ethnic or national origin, disability, age, marital status, working pattern, political persuasion, sexual orientation or gender reassignment. In our approach to contracting with suppliers for the provision of goods and services we look to build business relationships with those suppliers who support and apply similar principles within their own businesses. This will form part of our overall evaluation criteria when selecting suppliers to provide goods and services to our organisation.
A CPS which is diverse and representative of the local community, and where people value each other, will help us to improve the service we provide to all those who come into contact with us.
Procurement policy: Ethics
The Crown Prosecution Service aims to maintain an open and collaborative relationship with suppliers and potential suppliers. To do this we will endeavour to practise the highest standards of honesty, integrity, impartiality and objectivity. In all, we seek to be fair, efficient and courteous.
In return we will expect you to observe similar standards of integrity, professionalism, cooperation, courtesy, competence and efficiency.
We expect you to apply high ethical standards in your dealings with us. In addition, we will expect that the goods and services you supply conform to our requirements and we expect you to deliver the right quality, the right quantity, at the right time, to the right place and to the agreed price.
Payment policy
The CBI has issued a prompt payment code which is widely recognised in the commercial world. The Crown Prosecution Service has adopted the principles of that code and those principles are complied with by our purchasing and accounting staff.
We are committed to pay suppliers in accordance with the terms of their contract with us. If no specific terms are agreed then we will pay 30 days from receipt of a valid invoice or from receipt of the goods/services (whichever is the later).
In order to meet our contractual obligation, it is important that your invoice provides the details required for us to match it to the original order/contract.
In particular, it is essential that you quote:
- Costs;
- Delivery charges;
- VAT; and
- Any Purchase Order or Contract reference provided by us at the time the order or Contract is being placed.
If some of this information is missing, it can delay our payment to you.
The Crown Prosecution Service complaints policy
We aim to deal with complaints sensitively, fairly and in confidence. If your complaint is justified, we will apologise, try to put the matter right and take steps to ensure it does not happen again.
We will try to reply to your complaint within three working days. If we can't send you a full reply within that time, we will acknowledge receipt of your letter and aim to send a full reply within 10 working days.
Complaints should be sent to the following address:
CPS Correspondence Unit
50 Ludgate Hill
London EC4M 7EX
Tel: 020 7796 8500 - calls may be recorded
e-mail: complaints@cps.gsi.gov.uk
Additional purchasing information
Choosing the most suitable supplier is one of the more important decisions of any contract and key to the achievement of value for money.
The selection process leading to the appointment of suppliers involves three main stages; pre-tender, where we identify potential suppliers, invitation, where we ask for quotation or issue tender documents, and evaluation and award where we go through the selection process and award the contract.
Pre-tender
How do we find suppliers?
We use a wide range of sources to identify potential suppliers such as:
- Reputation
- Visits
- Suppliers' catalogues
- Trade information
- Yellow Pages
- Representatives/sales staff
- Trade exhibitions
- Advertising in local, national or trade press
- Internet
For contracts that exceed the EC value threshold we will also seek interest by advertising in the Supplement to the Official Journal of the European Union. (Further details about EC tenders, including the current monetary thresholds for tendering, is available on the Office of Government Commerce website: www.ogc.gov.uk).
The result of each sourcing exercise is a list of suppliers to invite to quote or tender.
We allow sufficient time for the return of tender proposals in accordance with advertised EC Procurement Rules.
In return we need the following information from prospective suppliers:
- Acknowledgment that the invitation has been received;
- A clearly written proposal that meets the requirement, provides references, specifies deliverables, and the basis of costs or fees;
- Disclosure of any conflict of interest, which may influence the proposed contract.
Evaluation
The object of the evaluation process is to identify the tender or tenders which provide the overall value for money for the particular purchase. Our tender evaluation is strictly controlled and conducted objectively and impartially. Evaluation and subsequent discussions with suppliers will generally identify a winning tender. Occasionally evaluation will not separate tenders and in these circumstances shortlisted bidders may be asked to provide samples or demonstrate their products or services. It may also be necessary for a visit to be arranged to the shortlisted suppliers' premises. We will also follow up any references that may have been requested.
Award
Once a decision has been reached following evaluation, the successful and unsuccessful supplier(s) will be informed in writing without delay. Within the boundaries of commercial confidentially we will provide, on request, feedback to successful and unsuccessful tenderers.