Troon Village Hall – Procurement policy.
The Troon Church Trust (TCT) conducts its business in a fair, open and transparent manner in accordance with public sector procurement rules. Where required it will comply with the EU thresholds, given below.
EU thresholds
| Category of spend | Supplies | Services | Works |
| Schedule 1 bodies (incl. Charity Commission) | £101,323 | £101,323 | £3,927,260 |
| Indicative Notices | £607,935 | £607,935 | £3,927,260 |
| Small lots | £64,846 | £64,846 | £810,580 |
In these instances our requirements will be published in the Official Journal of the EU and thereafter follow specific timescales and procedures in accordance with the EU Procurement Directives.
Value criteria
| Value of purchase £ | Action required |
| 1000 and under | Minimum of 1 quote |
| 1001-5000 | Minimum of 2 written quotes |
| 5001-14999 | Minimum of 3 written quotes |
| 15000 and above | Formal tender required which is published online (see current opportunities) |
For each quotation, proposal or formal tender received from an interested supplier must, in order to satisfy it is getting best value for money, evaluate and compare:• quality of what is offered (which might include, for example, date of delivery, the skills of the contractor’s staff, their approach as well as: • the whole-life cost (including, for example, the cost of consumables, training, licences, disposal) over the life of the contract or asset. We will set out clearly in our tender documentation how the proposal will be evaluated by a panel made up typically of 2 or 3 people.
Diversity policy statement
The Charity Commission will proactively encourage diverse suppliers to participate in our procurement exercises. In accordance with EU and UK legislation and best practice our procurement process will be transparent, objective and non-discriminatory in the selection of its suppliers
Sustainable procurement
The TCT 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 Trust.
Transparency in procurement
The government has set out the need for greater transparency across its operations to enable the public to hold public bodies and politicians to account. This includes commitments relating to public expenditure, intended to help achieve better value for money, the TCT will actively encourage transparency in procurement.
Sustainable procurement policy
Sustainable procurement is a process where Trusts meet their needs for goods, services, works and utilities in a way that gets value for money on a whole life basis. This means generating benefits both to the organisation and to society and the economy, as well as minimising damage to the environment. We are committed to promoting the conservation and improvement of the environment. The TCT policy on sustainable procurement is:
• to comply with environmental legislation and regulatory requirements
• to make suppliers and contractors aware that we promote environmental awareness
• to, wherever possible, avoid buying environmentally damaging products and services
• to consider environmental factors when making procurement decisions
We will:
• include environmental conditions or criteria in specification and tender documents where relevant
• evaluate specifications and tenders with appropriate weight given to environmental points
• encourage small and medium enterprises (SMEs) and local suppliers to bid for appropriate work
The TCT must question the need for new items (Do we really need it? Could it be borrowed or shared? Could we use fewer?). The TCT will operate and dispose of products in an environmentally friendly way, including finding alternative owners or applications and avoiding landfill. The TCT will draft specifications that allow recycled, used or innovative items or services to be acquired, or check existing specifications are functional and not over-specified as well as considering apply life cycle costing in all procurement decisions.
Troon Village Hall 