Group Purchasing Scheme

Members Code of Practice

Aim of The Scheme

The aim of the scheme is to increase the competitiveness of local businesses in the Sparkbrook, Sparkhill, and Tyseley Areas of Birmingham. Suppliers can be persuaded to reduce costs if the overall sales volume is increased. By introducing suppliers to a continual stream of new businesses in the area the suppliers sales will increase and the Group Purchasing Scheme (GPS) can negotiate low prices for members. Members of the GPS will achieve lower costs than they could negotiate on their own and do not have to go through the negotiating process.

Requirements for Membership

The organisation has to be trading in the prescribed geographical area. The aim of increasing the competitiveness of the area excludes domestic and non-profit making organisations.

The prescribed geographical area is the Sparkbrook, Sparkhill, and Tyseley SRB Area, of Birmingham in the West Midlands. A map has been produced and a clear boarder defined.

Businesses are not excluded on the basis of their owners or employees race, religion or gender from full participation in the scheme.

Members are excluded from various activities that in the view of the sub-committee may bring the Group Purchasing Scheme into disrepute. These may include gambling, dance halls, sex shops, and religious institutions.

All Member organisations agree to comply with the Code of Practice when they become members. Members are any individuals and organisations that have agreed to take part in the scheme.

Code of Practice for Members

Members need to provide information that will assist the scheme to provide the suppliers they require.

Information on any Members changes of address, telephone, or key personnel should be relayed to the members information service as soon as possible.

Members will agree to allow the Scheme Administrator to negotiate on their behalf in all matters related to the purchase of goods and services from recognised suppliers of the Group Purchasing Scheme.

Members will, having agreed term and conditions of purchase with a supplier, not bring the scheme into disrepute by failure to comply with the said terms and conditions. In particular the member will not fail to:

• Pay for goods and services in accordance with the agreement and following the details on the agreement or bill.
• Accept goods and services in the manner in which they have been agreed by the Group Purchasing Scheme.

Members will pay all due subscriptions for the support and maintenance of the Group Purchasing Scheme within 30 days of the due date for payment.

Members Failure to Comply with the Code of Practice

In order to maintain the integrity of the Group Purchasing Scheme it is essential for Suppliers and Members to be aware of the consequences of failure to comply with the Members Code of Practice.

Should a dispute arise between a Member and a Supplier the Group Purchasing Scheme the scheme administrator will initially attempt to resolve the issue by suggesting a possible compromise. It may be that the Member or the Supplier are not fully aware of the agreements details and need to be informed. Pointing out the terms of the agreement and agreeing a compromise in most cases should resolve the matter.

However, persistent disputes will be arbitrated by the Group Purchasing Scheme Sub-committee. A Member could be expelled from the Group Purchasing Scheme by a majority vote of the sub-committee. The Suppliers contract can also be terminated by the sub-committee under the criteria set out in the Group Purchasing Scheme Terms and Conditions Of Service.

Administration of the Scheme

GPS is responsible for administering and managing the scheme, which include the following:

(a) Periodically provide updated information to Suppliers/ Contractors that can be used to improve the efficiency of the Contractor sales process, e.g., lists of sales contacts and decision makers, letters of support and recommendation, and other appropriate assistance in coordination with the Contractors’ marketing activities.

(b) Track implementation of GPS.

(c) Expedite and coordinate visits by representatives of scheme member.

(d) Organize and conduct periodic performance review and planning meetings.

(e) Coordinate the continuous exchange of information between representatives of members and Contractors/ Suppliers.

(t) Serve as the Master Agreement Administrator.

(g) Serve as the interface with Contractors personnel accountable for project.

(h) Monitor the resolution of disputes or performance problems that may from time to time arise between Members and Suppliers/ Contractors.

(i) Keep the Sub-committee apprised of progress and results.

(j) Collect information to identify Members future requirements and explore alternatives to meet those requirements.