Guidance Documents

In this section, we will be uploading useful documents to help with your responsible procurement. If you come across any useful guidance, which you think should be included on this page, please contact Marisol Bernal.

Tools and Resources

Sustainable Development Goals (SDG) Tender and Call Off Questions

Wages rates in public procurement contracts

Responsible Procurement Assessment Tool

UKUPC Responsible Procurement Glossary 

Preparing a Slavery and Human Trafficking Statement: Guidance for Higher Education

Modern Slavery Guidance for suppliers

PROMOTING RESPONSIBLE ELECTRONICS SUPPLY CHAINS THROUGH PUBLIC PROCUREMENT

PROC-risk analysis tool 

Responsible Procurement support for our members

Marisol Bernal, LUPC's Responsible Procurement expert, is available to carry out short work placements at our members' organisations, to help them with their responsible procurement practices.  Marisol has carried out short placements at the London School of Economics and Political Science (LSE) and the Natural History Museum (NHM).  Marisol has shared her experience and lessons learnt following her work placement with the Procurement and Sustainability teams at the Natural History Museum.  Read her blog for some top tips she shares for members to embed responsible procurement practices in their organisations. 

Modern Slavery Statements

We would like to remind our members to review their current Modern Slavery Statements and make the appropriate amendments before the next publication. It is best practice to publish the statement within 6 months of the end of the financial year.

According to the International Labour Organisation, more than 40 million people worldwide are victims of modern slavery. Although modern slavery is not defined in law, it is used as an umbrella term covering practices such as forced labour, debt bondage, forced marriage, and human trafficking. Essentially, it refers to situations of exploitation that a person cannot refuse or leave because of threats, violence, coercion, deception, and/or abuse of power.

Section 54 of the Modern Slavery Act (MSA) requires commercial organisations, with an annual turnover of £36 million or more, to report each year on their efforts to identify, prevent and mitigate modern slavery in their supply chains.

For the LUPC membership – the vast majority need to comply.

We would like to highlight the important aspects of your statement, and offer you free support, should you require it.  

As a reminder of the mandatory elements, all statements must:

  • contain information on the efforts of your institution in the financial year
  • be available from a link on a prominent place on your organisation homepage
  • be approved by the highest level of governance
  • be signed by someone at the most senior level in your institution

Based on the UK Government guidance, it is best practice that you:

  • Publish your modern slavery statement at the bottom of the homepage or in a relevant menu on your website such as “About Us”. Visibility and easy access to the statement is a clear sign of transparency and confirms your reputation as an organisation that takes this seriously.
  • Always include the date of approval and the financial year you are reporting.
  • Ensure the statement is published within 6 months of the end of the financial year.
  • Ensure you keep a statement for each previous financial year on your website. This is a live document that has to be updated every year and serves to detail the progress made by your organisation.

To read some excellent, clear guidance about how to write a modern slavery statement please see “Preparing a Modern Slavery and Human Trafficking Statement: Guidance for Higher Education This is written with Higher Education providers in mind, however it is perfectly applicable to any organisation, giving a logical structure and the dos and don’ts of how to write a rigorous document.

For LUPC, we are keen that our members comply with the MSA and demonstrate their leadership in reporting in accordance with the Act.  Please contact Marisol Bernal if you need any support with your MSS. 

Wages rates in public procurement contracts 

LUPC is proud to be a Living Wage employer. That means we have made a commitment to pay the independently-calculated Living Wage rates to all staff in London. 

We have developed a paper which explores the different wage options in the United Kingdom and considerations that should be made when procuring goods and services, from a wage rate perspective.  The paper sets out some questions you can ask regarding a supplier’s stance on paying the living wage and other practical considerations to help you in your procurement activities.

Wages rates in public procurement contracts

Sustainable Development Goals (SDG) tender and call off questions

This document provides a set of questions that can be used at framework or call off level to further investigate potential suppliers' commitments and plans to manage their organisations and supply chains in accordance with the UN Sustainable Development Goals.

A sector wide commitment and an input from LUPC, SUPC, NEUPC and NWUPC, this standard set of questions will allow suppliers to report on what they have achieved so far, what they are commiting to do in the future and how this set of questions can help them to make positive changes to their organisations and demand better through their supply chains.

Sustainable Development Goals (SDG) Tender and Call Off Questions

PREPARING A SLAVERY AND HUMAN TRAFFICKING STATEMENT: GUIDANCE FOR HIGHER EDUCATION

This Guidance was created by the Business, Human Rights and the Environment Research Group (BHRE) and it aims to highlight useful insights and support those responsible for the preparation of their Slavery and Human Trafficking Statement but does not intend to provide a template or a “do this and you will be done with the Statement” guide. Statements should reflect the process of due diligence in your institution and the journey towards understanding your responsibility towards those who provide the products and services you procure.

Preparing a Slavery and Human Trafficking Statement: Guidance for Higher Education

GUIDANCE: PROTECTING HUMAN RIGHTS IN THE SUPPLY CHAIN

Andy Davies, former LUPC Director and leading specialist in Modern Slavery delivers a ‘Ted Talk’ on Public Procurement and Human Rights.

A guidance document on Protecting Human Rights in the Supply Chain has published by CIPS Knowledge. Written specifically for public procurement practitioners, the guide offers encouragement for buyers, decision makers and opinion-formers to identify and understand the risks, develop appropriate mitigating actions and promote respect for human rights in public supply chains.

The guide sees a collaboration between CIPS and partners London Universities Purchasing Consortium (LUPC), the Business, Human Rights and the Environment Research Group at the University of Greenwich (BHRE) and Advanced Procurement for Universities and Colleges (APUC). 

 

HEPA initiatives to reduce pacakaging in higher education institutions

Over the last 12 months, members of the HEPA Responsible Procurement Group have developed a plan to provide resources and activities to support teams in reducing packaging, increasing recycled content and reducing deliveries. Read the plan here.  One of their initiatives was to re-develop the PROC-HE analysis tool to include packaging risk.  You can access the plan here. 

PROMOTING RESPONSIBLE ELECTRONICS SUPPLY CHAINS THROUGH PUBLIC PROCUREMENT

Events involving well-known electronics brands highlighted the exploitative and unsafe conditions under which many workers in the supply chain operate. Dr Olga Martin-Ortega , Reader in Public International Law at University of Greenwich an LUPC member, and her team have produced a paper setting out how public purchasers can best introduce social considerations into the procurement process, helping to solve the conundrum many face working within the EU rules. The paper makes a number of recommendations for buyers, suppliers and policy makers.

PROMOTING RESPONSIBLE ELECTRONICS SUPPLY CHAINS THROUGH PUBLIC PROCUREMENT