Procurement and best value

Good procurement provides the right outcome, best whole-life cost, legal compliance, reduces risk and introduces innovation. Advice is readily available on the Finance pages online.

University commitment

The University is committed to implementing policies and procedures that support sound procurement practice and that act in a non-discriminative manner when dealing with both existing and potential suppliers. The aim is to promote engagement to encourage best provision and innovation thus improving the University’s reputation and professionalism. Integral to the competitive process is that suppliers should be treated fairly and openly and be given equal opportunity to bid for work if they can meet the needs and requirements of the University.

Colleges and Services should ensure a competitive/tender process takes place when procuring any goods and services clearly stating the relevant and appropriate requirements for those goods and services in terms of best quality and price. Such planning is vital and will enable beneficial and competitive outcomes.

Placing orders

Orders for goods or services must be placed through the approved University systems of T1 or purchasing card. These methods protect the University’s funds, form an auditable record of the agreement and reduce the risk of fraud and double-invoicing. To assist Colleges and Services, a range of procurement training is available via iTrent.

For more information please visit our website on http://www.exeter.ac.uk/finance/procurement/policiesandprocedures/

Spend threshold (excl. VAT)

Procedure

Indicative Timescale*

Procurement systems**

Support

 Up to £2,499

Spot purchase: Minimum 1 quotation, but the Requisitioner should be confident that they are getting good value.

 Less than 1 week

1. cloudBuy

2. T1 ad-hoc

3. Purchase Card

End user can purchase without procurement support.

 £2,500 - £5,000

Request for Quotation [verbal]: Minimum of 3 oral quotations is required. (Record the supplier names, values and dates for audit.)

 Less than 1 week

1. cloudBuy

2. T1 ad-hoc

 

End user can purchase without procurement support.

 £5,001 - £49,999

Request for Quotation [written]: Minimum of 3 written competitive quotations are needed. (Keep the quotations for audit.)

 Less than 1 week

1. cloudBuy

2. T1 ad-hoc

 

End user can purchase without procurement support.  For complex purchases a formal quotation known as a “quick quote” might be suitable here if the Requisitioner requires support. Until training has been completed please discuss with Wendy or Sam if you/Requisitioner think the purchase falls into this category.

 £50,000 – £181,302

Invitation to Tender: Invite tenders from interested suppliers. Advertise nationally (but consider advertising in the EU if for an EU- funded project). Aim for at least 3 competitive tenders.

 2 months

1. T1 ad-hoc

 

Please ask the Requisitioner to contact procurement@exeter.ac.uk for additional support on running this process.

 Equal to, or above £181,302

EU Invitation to Tender: Sufficient number of invitations to tender must be issued to ensure a minimum of 3 written competitive bids are received. (Keep the tenders for audit). It is important that the guidance stated above is complied with. Contact Procurement Services for advice & support.

 4 months

1. T1 ad-hoc

 

Please ask the Requisitioner to contact procurement@exeter.ac.uk for additional support on running this process.

*The indicative timetable is minimum period that should be allowed for the procurement process from start to finish i.e. from identifying need for goods/services/works to settlement of supplier's final invoice [unless a payment retention is included within the UoE's contract with the supplier.

** End user should always look for products on cloudBuy first and then T1 ad-hoc

*** Purchase cards should only be used for one off purchases.