Professional Services
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.