Procurement Services Department
Medway Maritime Hospital
Perimeter Road
Call: 01634 833700
The procurement services department works to ensure that Medway NHS Foundation Trust makes the best use of its resources by seeking the best possible value for money on all appropriate non-pay expenditure. The department also aims to ensure compliance with trust standing financial instructions (SFIs) and public procurement regulations, manage supply risk and provide operational support and strategic advice on all purchasing and supply issues.
General information
The Trust must comply with standing financial instructions and public procurement regulations when it commits expenditure to procure goods, services and works. All contracts must deliver best value for money.
The Trust recognises that the prime function of company representatives are to promote and sell their products and services. The Trust also recognises the importance of being made aware of new and alternative products and services on the market. These functions must be carried out in an appropriate and ethical manner and must not contravene Trust, NHS or Government policies.
The Trust has a clear procedure in place which aims to put the relationship between the Trust and its suppliers on a sound and professional basis. Adherence to the procedure will ensure that all suppliers are managed in a professional, appropriate and equitable manner. It also serves to reduce the risk in regard to security, unwanted intrusion on staff and nursing time, unfavourable commercial and financial terms being agreed, the undermining of existing agreements and the possible use of unapproved products.
The Trust expects all suppliers to adhere to this procedure.
Procedure for suppliers contacting or meeting with Trust staff
Suppliers must contact the Procurement Services Department before contacting or arranging meetings directly with members of Trust staff; all commercial conversations must be with the procurement team. All providers visiting the site must register on MIA.
The Procurement Services Department will hold initial discussions with suppliers to undertake the following:
- ascertain how the supplier or product fits in with the Trust’s current supply strategy;
- gather necessary product and supplier information;
- seek input and views from the relevant stakeholders within the Trust;
- co-ordinate supplier meetings and points of contact;
- undertake a compliant procurement process and undertake any commercial negotiations.
Instances where a supplier is visiting at the specific request of a member of staff or department must be restricted to reasons of technical support, training, or queries on existing products it currently supplies to the Trust. The procurement team must still be notified and the supplier registered on MIA
All supplier representatives must obtain a visitors badge from the security desk in main reception upon arriving at the Trust, the representative must then report to the Procurement Services Department to sign in before attending their meeting. Supplier representatives not adhering to this will not be permitted to remain on site.
Purchase orders and supplying goods or services
A commitment by the Trust to purchase goods or services is only entered into if an official Trust purchase order has been raised by an appropriate Trust signatory and provided to a supplier. Suppliers must not supply goods or services without first receiving an official Trust purchase order. The Trust shall accept no liability whatever to a supplier in respect of goods or services supplied without an official purchase order.
No purchase order, no payment
The Trust operates a strict “No purchase order, no pay: policy. All invoices received into the Trust without a valid purchase order number will be rejected and returned to the supplier as not compliant with Trust policy. No payment of invoice will be the result.
Procurement and contracting
To achieve value for money the Trust requires a minimum of three written quotations for proposed contracts valued between £24,999 and £44,999. Contracts between £50,000 and £249,999 should be subject to a formal tendering process and require four bids. Contracts above £250,000 should be subject to a formal tendering process and require five bids. Contracts above the OJEU thresholds are subject to the correct OJEU process. Best practice requires the Trust to conduct its procurement activity in a fair, open and transparent manner whereby each supplier is afforded equal opportunity to compete for business and also given constructive feedback.
All goods and services will be procured against the standard NHS terms and conditions for procuring goods and services.
Materials management
This is a medical consumables stock replenishment system based at individual ward or department level. A dedicated team of materials management staff carry out stock checks, reordering and unpacking on a weekly schedule on behalf of each ward.
The process is supported by an electronic bar coding/PDA system, linked directly to the local NHS Supply Chain warehouse facility. All orders are sent electronically to NHS Supply Chain for packing and distribution. Logistical costs are minimised by rationalising orders, deliveries and consolidated invoicing.
Probity of systems
It is important to ensure that there are appropriate checks in the system to prevent and detect fraud. All procurement processes are therefore continually monitored to ensure and demonstrate effective control. All systems are subjected to inspection by auditors.
Compliance with standing orders, standing financial instructions (SFIs) and public procurement regulations.
All purchase requisitions go through a hierarchical approval process in line with the Trusts delegation of authority. The Trust uses approved suppliers and contracts and complies with financial thresholds for seeking quotations and tenders. Where appropriate, goods and services are purchased from existing contracts to ensure commitment to the supply strategy.
Obtaining value for money
Value for money must be obtained on all public expenditure. To obtain the maximum benefit from expenditure and to ultimately improve patient care, the Trust must obtain value for money on all the goods and services purchased. The recommended method for ensuring value for money is to encourage fair and open competition. It is recognised, however, that value for money is not necessarily the lowest price. There is a need for the Trust to consider whole-life costs, e.g. maintenance and consumables, and quality and undertake a cost benefit analysis.
Procurement advice
Procurement act in an advisory capacity to the Trust on all procurement issues such as current best practice, contractual and legal implications, policy formulation, strategic recommendations and as a point of contact for external stakeholders in procurement.
Finance including Accounts Payable
Invoices for existing suppliers
(excluding Pharmaceutical suppliers – please see Pharmacy)
If you are an existing supplier To invoice Medway NHS Foundation Trust;
Email your invoice to medwayft.invoices@nhs.net
- Each invoice should be a separate pdf attachment and the email header should include the word ‘invoice’
- Credit notes should be send separately and the email header should include the word ‘credit’
Please be aware this is a systems email account specifically for the receipt of invoices and is not manned.
If you are unable to supply invoices in this way then please post to;
Finance Department
Residence 13A
Medway NHS Foundation Trust
Windmill Road
Gillingham
Kent, ME7 5NY
To protect the organisation against fraud invoices can only be accepted for processing if sent to these locations.
Please do not send invoices to other departments or individuals as they cannot be processed and will result in payment delays.
NHS standard payment terms are within 30 calendar days of receipt of the goods, a valid invoice or resolution of a dispute (whichever is later).
Non-standard payment terms will only be recognised if contractually agreed with procurement.
For it to be a valid invoice it must:
- Only be raised once goods/services have been dispatched, the Trust cannot pay in advance of supply unless contractually agreed with Procurement
- Clearly state:
- Invoice or Credit Note
- Your company name and address
- Your company and VAT registration numbers
- Your bank account details where payment should be made
- Net £, Vat £ and Invoice Total £
- Trust Purchase Order Number
If these conditions are not met then the invoice is not valid, will enter the dispute process and payment delays should be expected.
If you have any queries relating to invoicing the Trust including chasing payment please email medwayft.paymentsteam@nhs.net
Queries sent to this email account will be responded to within 3 working days.
If your query is urgent please telephone the Financial Processing Team on one of the following numbers:
If any queries need to be escalated please contact:
Financial Processing Supervisor on 01634 976232
or
Financial Processing Manager on 01634 833865
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