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Soul of the Junction SCIO

Procurement Policy

Version: 1.0

Approved by the Board of Trustees: 02.01.2026

Review Date: 05.04.2026

Responsible Officer: Board of Trustees

1. Purpose

This Procurement Policy establishes the principles and procedures that Soul of the Junction SCIO follows when purchasing goods, services, equipment and works.

The policy aims to ensure that procurement is:

  • fair;

  • transparent;

  • accountable;

  • cost-effective;

  • environmentally responsible;

  • compliant with charity law and funder requirements.

The charity is committed to obtaining the best overall value for money while ensuring that all expenditure supports its charitable purposes.

2. Scope

This policy applies to:

  • Charity Trustees;

  • employees;

  • volunteers;

  • consultants;

  • contractors acting on behalf of the charity.

It applies to all purchasing regardless of funding source.

3. Procurement Principles

Soul of the Junction SCIO will ensure that procurement:

  • delivers value for money;

  • is open and transparent;

  • avoids favouritism;

  • supports ethical purchasing;

  • considers environmental sustainability;

  • supports local suppliers where appropriate;

  • encourages equal opportunities.

Price alone will not determine value.

Quality, reliability, sustainability, experience and social value will also be considered.

4. Delegated Purchasing Authority

Only individuals authorised by the Board may commit the charity to expenditure.

The approval levels contained within the Financial Controls & Procedures Policy must always be followed.

No individual may authorise expenditure that benefits themselves.

5. Procurement Thresholds

Purchases up to £500

Where practical:

  • obtain one quotation or compare market prices;

  • ensure the purchase represents value for money.

£500–£2,000

Obtain at least two quotations wherever practical.

The chosen supplier should be selected based upon:

  • price;

  • quality;

  • suitability;

  • availability;

  • previous performance.

Over £2,000

Obtain a minimum of three written quotations wherever practical.

The evaluation should consider:

  • total cost;

  • quality;

  • technical capability;

  • experience;

  • delivery times;

  • after-sales support;

  • sustainability.

Reasons for selecting the successful supplier should be recorded.

Exceptional Circumstances

Competitive quotations may not always be possible.

Examples include:

  • emergency works;

  • specialist suppliers;

  • compatibility with existing equipment;

  • continuation of existing contracts;

  • sole supplier situations.

In these cases the Board shall record the reason within the meeting minutes.

6. Conflict of Interest

Trustees and staff must declare any personal or financial interest relating to procurement.

No Trustee or employee may participate in the selection or approval of a supplier where a conflict exists.

All declarations shall be recorded.

7. Local Purchasing

Where appropriate, the charity seeks to support:

  • local businesses;

  • social enterprises;

  • charities;

  • community organisations;

  • ethical suppliers.

Supporting local suppliers should never compromise value for money.

8. Sustainable Procurement

The charity aims to reduce environmental impact by considering:

  • recycled materials;

  • reusable products;

  • low-carbon options;

  • local suppliers;

  • repair before replacement;

  • energy efficiency;

  • minimal packaging.

Environmental considerations should be included whenever practical.

9. Equal Treatment of Suppliers

All suppliers shall be treated fairly.

The charity will:

  • provide equal opportunity where appropriate;

  • avoid discrimination;

  • maintain confidentiality;

  • communicate clearly.

10. Grant-Funded Purchases

Where expenditure is funded through grants, any additional procurement requirements imposed by the funder shall take precedence.

Examples include:

  • formal tendering;

  • additional quotations;

  • procurement reports;

  • procurement scoring matrices.

The charity will comply fully with all funding conditions.

11. Records

The following records should normally be retained:

  • quotations;

  • tender documents;

  • invoices;

  • purchase orders (where used);

  • contracts;

  • correspondence;

  • evaluation notes.

Records shall normally be retained for at least six years.

12. Contract Management

Contracts should be monitored to ensure:

  • services are delivered as agreed;

  • quality standards are met;

  • invoices match agreed prices;

  • any issues are addressed promptly.

13. Gifts and Hospitality

Trustees, volunteers and staff must not accept gifts or hospitality that could influence procurement decisions.

Modest hospitality may be accepted where reasonable and declared.

Cash gifts must never be accepted.

14. Fraud Prevention

The charity operates a zero-tolerance approach to fraud.

Any suspected:

  • bribery;

  • corruption;

  • fraud;

  • false invoicing;

  • procurement irregularity

must immediately be reported to the Chair or Board of Trustees.

15. Monitoring

The Board will periodically review procurement activity to ensure compliance with this policy.

Large or unusual purchases may be subject to additional scrutiny.

16. Review

This policy will be reviewed:

  • annually;

  • following changes in legislation;

  • after significant procurement activity;

  • when requested by the Board.

Approval

This Procurement Policy was approved by the Board of Trustees of Soul of the Junction SCIO.

Chair Miss Silviya Savova

Date _______04.04.2026______________

Treasurer Miss Sylvia Linda Mullen

Date _______05.04.2026______________

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