Procurement Services

Regulations and legal guidance

When the University of Exeter and its subsidiary bodies acquire goods, services and works, it must comply with UK and EU legislation on public procurement (and other relevant matters) and with the University’s regulations.

Regulation / gudiance	Description
Financial regulations	The financial regulations govern financial activity in the University. All procurement activity in the University must follow the financial regulations.
EU tender procedure flow chart	EU legislation on public procurement stipulates that public bodies must ensure non-discrimination in its contract documents. EU procurement directives apply to tender procedures for acquiring (by purchase, lease or rental) goods, services and works (new build and refurbishments). The threshold values (valid from January 1 2012 to December 31 2013) for applying the directives are: Goods and services £173,934 (excluding VAT) Works £4,348,350 (excluding VAT) To estimate the value of your planned acquisition, compare the estimated total cost of the goods, services or works project against the relevant threshold. This includes the cost of the goods, services or works and all associated items eg maintenance agreement, consumables, materials, equipment/plant hire, consultancy services, delivery and insurance charges, etc over the period of the contract term up to a normal maximum of four years.
Mandatory standstill period	EU legislation requires the University to allow a minimum 10 day standstill period between informing all bidders (in writing) of the outcome of their tender evaluation (results of scoring and announcing the preferred bidder) and the signing of the contract by the University. This period is to allow the unsuccessful bidders to be formally debriefed by the University and to legally challenge the tender procedure.
Freedom of information	The Freedom of Information Act (FOI) permits any individual to request access to any records held by a public body such as the University. There are various (but limited) exemptions in the Act. FOI should be considered when preparing for a procurement exercise.
Electrical guidance	This guide explains the EU legislative requirements for electrical safety, which should be considered if purchasing electrical equipment.
Generic specifications	EU legislation on public procurement stipulates that public bodies must ensure non-discrimination in its contract documents. This requires the University to use generic specifications in its advertising of tender opportunities and tender documents to ensure fair competition amongst suppliers.
Bribery Act [external link]	The Bribery Act became law in July 2011. Guidance will be published when available, but in the meantime, follow the link to some external advice. Your best course of action is to conduct your procurement dealings fairly and according to University regulations. Do not allow yourself to be induced to do something that will unfairly favour a supplier or breach the University's regulations. If in doubt, speak to Procurement Services.