The University purchases a variety of goods and services.
Buying
The University acquires goods, services and works across a spectrum of value, from stationery to eight-figure construction projects. As the value of an acquisition increases, its complexity and risk tends to increase. There are four procurement processes to cover this spectrum of activity.
Records must be kept of all procurement activity (see retention of records).
The procurement cycle outlines the basic stages of procurement from identifying the need to completing the purchase or contract.
When specifying and buying goods, services and works all university staff shall support the University's sustainable procurement policy.
Procurement Services will ensure that the University is aware of the total cost of ownership by using the most appropriate WLC (Whole life cost) method for all tenders above the European Procurement thresholds. Where possible the same principles shall be followed by all university staff when buying goods below these values.
| Procurement process | Details |
|---|---|
| Spot purchase (under £5,000) | This is the process for purchasing goods or services with an estimated total spend below £5,000 (excluding VAT). |
| Request for quotation (£5,000 to £25,000 | This is the process for purchasing goods or services with an estimated total spend between £5,000 and £25,000 (excluding VAT). |
| Invitation to tender (£25,000 to the EU threshold) | This is the process for purchasing goods or services with an estimated total spend between £25,000 and the current EU threshold (excluding VAT). |
| EU tender (Above the EU threshold) | Spend on goods, services and works above the current EU threshold (excluding VAT) must, by law, be acquired by competition through an EU tendering procedure. Ask Procurement Services for advice about procurement strategy, its implementation, and using alternative EU tender procedures. |
Procurement cycle
The procurement cycle.
The spot purchase cycle applies to purchases under £5,000.
The quotation process is for purchases between £5,000 and £25,000
The tender process is for purchases from £25,000 to £173,934.
Purchases above the EU threshold need to go out for EU tender.
