Procurement - our supply base
The Royal British Legion operates a mixture of individual contracts for specific goods or services and framework contracts. In the main, supplier selection and appointment are managed by a team of procurement specialists to ensure that we control and manage the number of suppliers we use to keep our supply costs low.
How to become a Legion supplier
On contract renewal, the Legion will continue to look to the supply market for new suppliers who can offer a broad range of skills and innovative solutions to meet our requirements, and our supplier selection is based on overall Value for Money (VFM) criteria.
Value for money is assessed on the following criteria (but not exclusively) during selection:
- Quality of the goods and services to be supplied
- Sustainability of the supply chain
- Accessibility of the goods and services to be supplied
- Development potential of the supplier
- Reliability of the supplier and their supply chain
- Safety aspects of the goods and services and supplier
- Security of the suppliers background
- Timely delivery of all goods and services
- Maintenance and after sales support
- Overall service level that is being offered.
Legion contracts are, generally a mixture of those issued to suppliers on a national basis, and a variety of local arrangements that are more suitable. In line with other charities, because of the way we are funded as a charitable organisation, we are not bound by EU legislation. However for large value expenditure our tender processes follow EU guidelines on best practice process.
We continuously review our supply base and strive to ensure that we can support the organisation in its diverse activities. We maintain a process of supplier rationalisation to ensure that we have a core of suppliers we can work with.
What suppliers can expect from us
Our suppliers can expect the Legion:
- To treat our suppliers fairly and impartially at all times.
- Provide prompt payment in accordance with our contractual agreements when products or services have been received. This is on the condition that suppliers submit a timely and accurate invoice that bears the purchase order or contract agreement number and matches the purchase order/agreement in all respects.
- To enter into all Contracts, in the spirit of mutual cooperation, and look to add value and innovation solutions throughout the length of such contracts.
- To measure supplier performance against established benchmarks and resolve issues wherever they arise.
- To upload the highest levels of integrity in all our business relationships both internal and external to the Legion, and reject any business practice deemed unethical in any way.
- To comply with Chartered Institute of Purchasing and Supply (CIPS) guidance on professional practice and contractual obligations at all times.
What we expect from suppliers
The Legion expects suppliers:
- To create value and financial savings within your own processes that you can pass on to the Legion. This should include ongoing programmes of efficiencies such as cost reductions, quality differentiation and process improvements.
- To regularly provide accurate metrics that allow us to measure performance and work with you to address any deficiencies.
- To ensure that commercially sensitive information about the Legion, that is not readily available to the public, remains confidential and undisclosed to others.
- We prohibit our suppliers from using The Royal British Legion name or logo for any purpose, without written authorisation from our Communications Department. This includes the publication of photographs, endorsements, customer or client listings and press releases.
The Legion's payment terms are 30 days subject to the receipt of a correctly itemised invoice. Value Added Tax (VAT) where applicable will be shown separately on all invoices as a net extra charge.
The supplier's invoice must quote the full purchase order number and be addressed as detailed on the front of the purchase order provided.
The Legion shall not be responsible for any delays in payment arising from failure to comply with these invoicing instructions.
Payment by the Legion shall be without prejudice to any rights or remedies available to it under any contract issued, or otherwise, and shall not constitute any binding admission by the Legion as to the suitability, quantity, quality or fitness for purpose of goods received or satisfactory performance and completion of the services by the supplier.
The Legion shall be entitled to withhold payment for goods and/or services pending receipt and acceptance of the goods and/or services.