2.2 University purchasing policies
Orders between £1,000 - £5,000
For orders between £1,000 and £5,000 prices should be obtained from three separate suppliers. The prices given by the three suppliers should be put in writing together with a note stating which price was chosen and why. This should be forwarded to the relevant authoriser.
Orders between £5,001 - £15,000 - Quotations
A quotation is where a supplier commits in writing what the required goods/service will cost.
A minimum of three suppliers should be contacted and asked to provide written quotations. Care should be taken to ensure that each supplier is asked to quote for the same items (specification, model etc). The chosen supplier is then committed to supplying the required goods at the price quoted.
A written summary should be made of all quotations obtained, and reasons given for why the order has been awarded to the chosen supplier. This should then be passed to the Purchasing Office in order for the order requisition to be approved.
Where a Faculty or Directorate feel they need to obtain quotations, the University’s Purchasing Office (ext 3905 & 3986) should be contacted for guidance.
Orders over £15,000 - Tendering
The University have a financial limit of £15,000, over which a competitive tendering exercise has to be undertaken. For very large projects, European Union (EU) purchasing legislation has to be complied with EU Procurement Directives, which apply to public authorities.
Should the Faculty/Directorate plan to purchase new equipment which is estimated to cost in excess of £15,000 then a tendering exercise must be undertaken, to ensure that the most appropriate contractor/supplier is used.
Please contact the Faculty Finance Department, who will obtain further guidance from the Purchasing Office.