Procurement Policy

This policy sets out the measures to be taken by Prometheus Policing Services (the “Company”) as a whole in order to ensure the Company gets the highest quality of desired goods and services at the best possible price. This policy applies to all employees involved in the procurement process.

Procurement Committee

The Company’s procurement committee comprises of the Chief Executive Officer (CEO), Finance Manager (FM) and Operations and Compliance Officer (OCO).

The committee shall meet when there is need to deliberate on issues pertaining to procurement.

There shall be proper separation of duties between:

  1. The person who orders the goods
  2. The person who verifies that the goods supplied are satisfactory
  3. The person who accepts the goods
  4. The person who authorises payment

Scope

The scope includes all purchases with the exception of office consumables and petty cash purchases. All purchases will be either procured from the Company’s Approved Suppliers List or follow the Approved Supplier Checklist questionnaire before obtaining quotes.

For anything above £5,000(excluding VAT), at least two quotations must be obtained and reviewed by the procurement committee. These quotations must be recorded and saved in SharePoint. Rules regarding preferred suppliers and value for money must always be met.

Objectives

The key objectives of this policy are:

  • To maintain the highest ethical standards in procurement matters
  • To ensure quality and specified goods or services are purchased
  • To promote equality, diversity and sustainability throughout procurement matters

High Ethical Standards

All staff and contractors are expected to demonstrate the highest standards of personal and professional values, behaviours and integrity at all times regarding procurement. The Company values its reputation for ethical behaviour and has a zero-tolerance policy towards bribery.

Procurement staff and all members of the procurement committee will be required to declare that they will not purchase goods or services from a company in which they have a vested interest.

Quality Goods

Those who are involved in the purchase of goods and/or services must ensure the product specification is of the required standard. The following requirements will need to be considered:

  • Purpose of goods or services
  • Necessary characteristics (size, finish etc)
  • Life span
  • Equality/accessibility issues
  • Reliability
  • Installation arrangements
  • Technical concurrence
  • Maintenance arrangements

Only the IT Manager may source quotes for IT hardware, software and associated products to ensure technical concurrence.

Equality and Diversity

Prometheus Policing Services is an Equal Opportunities employer.  Working within the spirit and practice of the Equality Act 2010 we aim to ensure the purchase of goods, services and facilities is undertaken in line with our equality and diversity commitments. No supplier, vendor, job applicant, employee or contractor will be treated less favourably than another or discriminated against either directly or indirectly on the grounds of age, sex, gender reassignment, sexual orientation, race, religion or belief, disability, colour, nationality, ethnic or national origin, marital status, pregnancy or maternity, trade union membership or activity in respect of any aspect of their employment or application for employment with the Company.

Compliance with these policies is mandatory for all Company personnel.

Dave Martin

Chief Executive Officer

February 2023

First Issued: November 2020

Document: PPS.P/P |  Issue: A   |  Revision: 4 |  Approved by: Dave Martin   |  Date: 25 February 2023