Procurement regulations and processes

Requirement identified

Use in‐house provision where available or
where the requirement is for research equipment or specialist machines, use the Equipment Data portal to check whether available from another university or
use Mandatory University Contract if one in place, using Electronic Catalogues in Smarter Purchasing (if available) or
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 excl. VAT	Obtain one written quotation. Retain record in department
£10,000 to £24,999 excl. VAT	Seek three written quotations. Record quotations using Quotation Summary Form	If not seeking three written quotations*
£25,000 to £49,999 excl. VAT	Obtain three written quotations using RfQ Template~	If seeking an exception to the procurement regulations*
£50,000 to £99,999 excl. VAT	Procurement unit‡ to obtain three tenders via Delta~	If seeking an exception to the procurement regulations*
£100,000 excl.VAT to Public Contracts Regs threshold**	Procurement unit‡ to obtain 5 tenders via Delta~	If seeking an exception to the procurement regulations*
>Public Contracts Regs threshold**	Procurement unit to undertake formal tender process via Delta~	If seeking an exception to the procurement regulations*

*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 Regulations are being sought. Where exception(s) to the Procurement Regulations 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 £214,904 incl. VAT for Supplies and Services and £5,372,609 incl. VAT 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.