Equality Impact Assessment - Procurement Framework

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Function being assessed:

Procurement Framework

Is this a new function or a review of an existing function?

Existing function

What are the aims/purpose of the function?

The Procurement Strategy is the overarching document within the Procurement Framework that sets the direction for developing and delivering the aims and objectives of the Council through procurement to ensure the delivery of quality services in the most cost effective, environmentally sustainable and equitable way.

The role/purpose of the Ethical Procurement Policy is to apply actively the Council’s various policies regarding sustainable development/equality to its procurement practices, and thereby to its partners/suppliers. When an organisation partners with the Council, or supplies goods or services to the people of the Royal Borough of Kingston on behalf of the Council, those organisations function as a virtual extension to the Council and should demonstrate the same values and priorities.

There is also business and staff guidance and various standard documentation.

Is the function designed to meet specific needs such as the needs of minority ethnic groups, older people, disabled people etc?

The Council’s ethical procurement values support sustainable development, which includes equalities, by:

• Establishing clear requirements for goods and services which specify and/or promote those ethical values.

• Assessing the ethical credentials of prospective suppliers, including specific elements as part of the assessment criteria where appropriate.

• Requiring/encouraging suppliers of goods and services to provide ethically sound alternatives, and being willing to bear the additional costs where these can be shown to be genuinely justified.

• Undertaking Ethical Impact Assessments (EthIAs), which identify which aspects of the Ethical Procurement Policy apply to the specific procurement and assess what impact those policies have to that procurement. In this sense the Ethical Impact Assessment acts as a co-ordinator of all other impacts assessments e.g. Environmental and Equalities Impact Assessments:

o At Stage 1: Identify Need will include conduct of an Ethical Impact Assessment

o At Stage 2: Business Case will reflect the full costs and benefits, including where necessary the ethical benefits and costs derived from the Ethical Impact Assessment

o At Stage 4: Supplier Appraisal – the Ethical Impact Assessment will be reflected in Evaluation Criteria and weightings used to assess Suppliers.

o At Stage 5: Tender Evaluation – the Ethical Impact Assessment will be reflected in Evaluation Criteria and weightings used to evaluate Tenders.

• Including sustainability/equality criteria within contract specifications

• Include sustainability/equality clauses within contract conditions

• Undertaking sustainability/equality assessments of major contracts

• Including sustainability/equality measures as part of the ongoing performance criteria and reporting of contracts.

For each area of sustainable development policy, the document provides:

• A brief statement of the Council’s commitment and/or objectives.

• The source policy(ies) and reference documentation.

• Application of the policy to the procurement cycle, stage by stage.

• Identification of the relevant documents within the Procurement Framework.

The applicability of, and emphasis on, different aspects of sustainable development depends the nature of the services or goods being procured, therefore the content of this Policy cannot be either prescriptive or exhaustive. It is the responsibility of the Service Directorates, who have expert knowledge of the service requirements, and of the Council’s experts in equalities, to identify specific expectations of partners/suppliers and requirements for sustainable goods/services.

At the award stage the equality impact assessment is thorough.  However, the monitoring of the ongoing contract needs to be strengthened.  

What information has been gathered on this function? (Indicate the type of information gathered e.g. statistics, consultation, other monitoring information)? Attach a summary or refer to where the evidence can be found.

Two surveys have been undertaken of major contractors/partners to raise awareness of and assess policy and practice.  Detailed analysis is available.

An example of integrating equalities issues into a procurement would be the recent Minor Adaptations contract where the Council’s equalities adviser  was involved in shaping and appraising the supplier questionnaire; shaping the tender requirements; evaluating the tenders and method statements.  Equalities issues were addressed at interview and included in the award report.

Does your analysis of the information show different outcomes for different groups (higher or lower uptake/failure to access/receive a poorer or inferior service)? If yes, indicate which groups and which aspects of the policy or function contribute to inequality?

Analysis is at a corporate level and is around general awareness and practice rather than specifics in relation to particular contracts.  

The surveys of major contractors suggest that client officers should be making more effort to monitor and ensure compliance especially in key strategic contracts.

Are these differences justified (e.g. are there legislative or other constraints)? If they are, explain in what way.

N/A – see previous section.

What action needs to be taken as a result of this Equality Impact Assessment to address any detrimental impacts or meet previously unidentified need? Include here any reasonable adjustments for access by disabled people. Include dates by which action will be taken. Attach an action plan if necessary.

There is a need for officers procuring goods, services or works to have a greater awareness of equality issues and the potential impact on minority groups.  Briefings are planned for March 2009 to address this issue, run by an external provider in conjunction with corporate procurement officers.  They will also cover the equality and procurement requirements of the new Equality Bill.  Following the training we will set up a contract monitoring group to collate and analyse equality monitoring information from contract managers.

When will you evaluate the impact of action taken? Give review dates.

We will review again in a year.

Assessment completed by:

Marie Gadsden and Rachel Willsher

HR and Procurement

23 October 2008