Procurement Quick Guide to Purchasing Supplies and Services

Abertay University - Quick Guide to Purchasing Supplies & Services (excluding Works) Is this a repeat purchase or brand new requirement to you!

Is the incumbent supplier still available as per the Contracts Register

Yes Accumulative Spend: <£5,000 raise a Purchase Order. >£5,000 seek procurement advice

Follow procurement route detailed on intranet for relevant value. <£5,000, £5,000 £50,000, >£50,000

No

Repeat

New

What is the total value of your purchase(s) for these supplies/services over the proposed contract period? (If period unknown, consider costs over 48 months)

[Cite your

Complete a new supplier form & forward to purchasing along with successful quotation. Raise PO

Procurement will assist you through the quotation process, please note the timescales below

Spend <£5,000 Seek 3 quotation from the marketplace and award to the best value offer

Complete Request for Action form and forward to Procurement.

Spend > £5,000 <£50,000 Formal Quotations should be sought via PCS with at least 5 suppliers invited to participate

Procurement will assist you through the tendering process, please not the timescales below.

Spend >£50,000 A Regulated tendering process is required.

Procurement Legislation PRSA2014 & PCSR2015 applies

Complete Request for Action form and forward to Procurement

Notes  Suppliers who are currently on the Contracts Register may not be considered to be under a contract specific to your requirements. There may be a more suitable route to market available. If you are unsure on the availability of a supplier, please contact the Procurement Team for guidance and/or clarification.  If purchases require the adoption of a new supplier, Accounts Payable will advise the requisitioner when the onboarding is complete. It is the requisitioner responsibility to request a Purchase Order. The request must include all relevant information – Procurement Ref, Description of Goods/Services, Value, Period of time, and Budget Code.  Abertay University is a member of the Advanced Procurement for Universities and Colleges (APUC) which is the Procurement Centre of Expertise for Universities and Colleges in Scotland.

APUC works collaboratively with universities and colleges to set up contracts on behalf of the Higher and Further Education sectors. Abertay University should make appropriate use of these contracts, where possible.

Contract Value (considered over

Process

Competitive Action Required

Any value

Direct Award from existing framework agreements/contracts

Where Buyers Guides allow, place purchase order with contracted suppliers on PECOS.

Any value

Mini competitions from existing framework agreements 3 informal quotations

Invite suitable framework suppliers to bid using Quick Quote on Public Contracts Scotland (PCS) Invite 3 suppliers of choice (attempting at least 2 local where possible) to quote by email (PCS may be used but is not necessary) Invite at least 5 quotes using Quick Quote on PCS Advertise opportunity on PCS-T

contract period or 48 months of contract period unknown)

Up to £5,000, where no contract exists to meet the need ≥£5,000 but less than £50,000

Low Value Quotation

Timescale from initial Procurement involvement (approx.)

Purchase Order and delivery timescales.

Contact Procurement for advice 2-8 weeks* Contact Procurement for advice.

2-3 weeks*

2-10 weeks*

≥ £50,000 but less then Tender 2-6 months * £189,330 ≥ £189,330 (PCSR2015 UK wide Tender Advertise opportunity on PCS and 3-9 months * threshold @ 01/01/21) Find a Tender Service *All timescales estimated and are dependent on complexity of requirement, end user’s market knowledge and resources available within Procurement, it is therefore crucial that tendering exercises are well planned, end users understand market availability and Procurement are involved as early as possible.