Procurement Strategy Refresh

The Procurement Reform (Scotland) Act 2014 sets out the requirement for the Scottish Police Authority (SPA) to publish a procurement strategy because it has procurement spend in excess of £5m per annum.

The Scottish Police Authority (SPA) has statutory functions, which includes entering into contracts in order to carry out its statutory functions. Although the Scottish Police Authority is the Contracting Authority for all Police Scotland procurement, the SPA delegates the operation of a procurement function to put in place such contracts to Police Scotland.

The current procurement strategy covers the period 2021-2024. The Act also requires that the procurement strategy is reviewed at least annually. The primary statutory requirement of the procurement strategy is to set out how the SPA and Police Scotland will comply with their statutory duties in terms of regulated procurements.

The current Procurement Strategy has been updated annually in line with the provisions of the Act.

Staffing levels have meant that a comprehensive review of the strategy with full consultation has not been undertaken. A light touch refresh was undertaken ensuring that the strategy aligns with the current SPA Corporate Strategy 23-26 and the Scottish Government Strategic Policing Priorities 22-25 and the Annual Policing plan. It encompasses the required statutory requirements. Therefore, the strategy is considered fit for purpose subject to minimal amendments to ensure that it is current.

This approach is proposed as it will allow for a more rigorous strategy refresh ensuring that all planned organisational/corporate review work is considered and that it is aligned more clearly with the overall strategic direction of the organisation.

Therefore, it is recommended that this strategy be extended for a period of up to a year with the only administrative changes. The summary of these changes are listed below and the updated strategy incorporating these changes can be found in Appendix A.

Section Changes
Foreword David Page & James Gray introduction to be removed. Removal - References to EU Exit & Covid 19

Organisational Context Summarised paragraph
Amended - Officer numbers. Amended - Infographics. Added - Forensics Structure and Info graphics.

Strategic Alignment
Added SPA Corporate Strategy 23/26 Added Main Roles & Responsibilities of Procurement Service Added Additional roles reflective of new structure. Police Scotland Category Management Model. Amended- wording & spend figures. Achieving our Objectives Amended - Wording on new structure.

Our People Minor wording changes
Supplier Support Amending- wording on new structure

Collaboration Minor wording change

Our Strategic Procurement Objectives
Objective Four Added – compliance with the requirements of the Modern Slavery Act 2015 (MSA).

Objective Six Removed: Participating in Stonewall Workplace Equality Index (WEI) to embed in our equality in or procurement processes – No longer relevant

Objective Seven Added – Deliver a dedicated training plan ensuring focus on key themes and emerging issues and included investment in wider skills to enable innovation and sustainability.

Contract & Supplier Management team will incorporate learning from contracts utilising supplier management performance and supplier feedback on innovation and best practice.

Objective Eight Amended to include wording: partnering with the Sustainability team to review sustainability tender responses where practical.

Policy Statements Required under the Procurement Reform Act (Scotland) Act 2014
SME, VCSE Sector & Supported Business Involvement Removed: Example expired Supported Business Contract

The Provision of Food Added – Packed lunch contracts.

Climate Change Amendments in line with environmental strategy