Procurement rules and processes

Requirement identified

  1. Use in‐house provision where available or
  2. where the requirement is for research equipment or specialist machines, use the Kit Catalogue to check whether available from another University or
  3. use Mandatory University Contract if one in place, using Electronic Catalogues in Smarter Purchasing (if available) or
  4. if the above option(s) cannot fulfil the requirement please procure requirement following the appropriate process below.
Contract value Action Additional 
£0 to £9,999  Obtain one written quotation. Retain record in department   
£10,000 to £24,999  Seek three written quotations. Record quotations using Quotation Summary Form  If not seeking three written quotations* 
£25,000 to £49,999  Obtain three written quotations using RfQ Template~  If seeking an exception to the procurement rules* 
£50,000 to £99,999  Procurement unit‡ to obtain three tenders via Delta~  If seeking an exception to the procurement rules* 
£100,00- to EU threshold**  Procurement unit‡ to obtain 5 tenders via Delta~
If seeking an exception to the procurement rules* 
>EU threshold**  Procurement unit to undertake formal tender process via Delta~
If seeking an exception to the procurement rules* 

*Contract Award Approval Form signed by Category Manager (£10,000 to £49,999) or Director of Procurement (£50,000+). Include details if any exception(s) to the Procurement Rules are being sought. Where exception(s) to the Procurement Rules are being sought and the estimated contract value is £50,000+ the Contract Award Approval Form must also be signed by the Director of Finance (FD).

**Currently £189,330 for Supplies and Services and £4,733,252 for Works.

~Delta e‐tendering system can be used to openly advertise the contract opportunity (and ensures that an advert is also published on Contracts Finder, as required when openly advertising a contract opportunity >£25,000).

‡Estates manage process where procuring Works.