PURCHASING PROCEDURES - University of Central Lancashire

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2.4 Waivers for „Small Lots‟ For Public Supply, Service and Works purchases where the contracts are awarded at the same time in the form of separate lots, it is the aggregated value of the lots which will determine whether the Regulations apply. However, application of the threshold can be waived in respect of lots below the Small Lots thresholds identified in the above table, provided that the aggregate value of those lots does not exceed 20% of the value of the overall aggregate value of the lots as a whole. Example: Public supply contracts for a particular commodity will be let in five lots: three of an estimated £20,000 each and two of £130,000 each. Thus the aggregate value of the contracts is £320,000 which clearly exceeds the EU threshold. However, each of the three small contracts falls below the Small Lots threshold. In aggregate, they comprise slightly less than 20% of the overall value of the five lots (18.75% to be precise). Therefore the three small contracts are not subject to the EU tendering process. The two larger lots still collectively exceed the threshold, and must therefore be subjected to an EU tendering process. Note: Where the proposed contract includes more than one of the above elements, the value must be determined by calculating the highest possible value. 3 SPECIFIC EXCLUSIONS Contracts for the following types of purchase are excluded from the procedures: a) Land, existing buildings or other immovable property or rights thereon. However, financial services associated with the acquisition are subject to the procedures. b) Programme material for broadcast, and contracts for broadcasting time. c) Arbitration and conciliation services. d) Transactions relating to securities or other financial instruments (particularly where these are to raise capital), and central bank services. e) Employment contracts. f) Research and development services, providing the service is wholly paid for by UCLan. However, where the benefits accrue exclusively to UCLan for use in its own affairs, the EU procedures do apply. Purchasing Procedures December 2011
4 TENDERING PROCEDURES Tenders may be sought by one of four procedures: Open, Restricted, Negotiated or Competitive Dialogue. Open and Restricted are by far the most commonly-used procedures. 4.1 Open Procedure A notice is published in the OJEU stating that tenders will be sought under the Open Procedure. All potential suppliers requesting tender documentation by the deadline stated in the notice must be sent the documentation within 6 days of their request. Alternatively the documentation can be made available to all interested suppliers on the internet. The advantage of the Open Procedure over the Restricted Procedure is that minimum timescales are shorter. However, if there are a large number of potential suppliers in the marketplace, use of the Open Procedure can result in a large number of tender submissions, which in turn increases the assessment workload. One way of attempting to control the number of tenders is to stipulate minimum levels of economic and financial standing or technical/professional ability in the contract notice. Care must be taken to ensure that the minimum levels are related to and proportionate to the subject matter of the contract, and that the levels used do not exclude smaller companies unreasonably. 4.2 Restricted Procedure A notice is published in the OJEU stating that tenders will be sought under the Restricted Procedure. Firms communicate, in response to the notice, their interest in tendering for the contract. The contracting authority, using criteria stated in the notice (e.g. legality to operate, financial and economic standing, and technical/professional ability) which must be drawn from a list provided in the legislation, selects firms who will be invited to submit a tender. It is permitted to state the number of firms the contracting authority intends to invite to tender, sometimes expressed as a range. This is the main advantage of the Restricted Procedure over the Open Procedure, since it restricts the number of tenders and consequently reduces the amount of effort required to evaluate them. The range must be stated in the contract notice and in any event the minimum number permissible is 5. If the number of eligible respondents falls below 5, the process may continue, providing there is still genuine competition. However no “new” candidates can be introduced at this stage and the selection criteria cannot be artificially relaxed to allow more firms to pass to the tender submission stage. The criteria stated in the notice cannot deviate from those set out in the legislation. Thus it can often be very difficult to differentiate suppliers so that enough of them can be eliminated at the first (often called the „prequalification‟) stage even after minimum levels of economic and financial standing or technical/professional ability have been stipulated. Any exclusion of a supplier at this point must be fully justifiable in terms of its failure to match the selection criteria stated in the original contract notice. If there is likely to be a large number of applications from interested firms, great care must be taken to develop a prequalification questionnaire that has the desired effect of being able to be used effectively and fairly to differentiate the firms‟ capabilities, so that only the required number of firms passes through to the tendering stage. Purchasing Procedures December 2011
Page 1 and 2: PURCHASING PROCEDURES INTRODUCTION
Page 3 and 4: PURCHASING PHILOSOPHY The Universit
Page 5 and 6: PURCHASING PROCEDURES 1: SERVICES T
Page 7 and 8: 3: AUTHORITY TO ORDER The responsib
Page 9 and 10: 4: REQUEST TO PURCHASE The Buyers G
Page 11 and 12: 6: INVITATIONS TO TENDER/QUOTE The
Page 13 and 14: A public service contract is one wh
Page 15: 2.1 Public Supply and Public Servic
Page 19 and 20: problems of incompatibility or disp
Page 21 and 22: 6 TIMESCALES In each of the procedu
Page 23 and 24: The technical specification should
Page 25 and 26: at worst, a legal challenge to the
Page 27 and 28: 9: DEALING WITH SUPPLIERS All deali
Page 29 and 30: test or documentation; state the cr
Page 31 and 32: 12: PURCHASING CONSORTIUM The Unive
Page 33 and 34: 14: LEAD PURCHASERS' GROUP An infor
Page 35 and 36: 16: SUPPLIER APPRAISAL It is an obj
Page 37 and 38: 18: PURCHASING CARDS 1. Overview 2.
Page 39 and 40: 2. Procedures and Regulations 2.1 R
Page 41 and 42: 2.5 Payment of Goods/Services order
Page 43 and 44: When you buy online with Company Ba
Page 45 and 46: Remember to update your transaction
Page 47 and 48: A.2. Problems with Supply of Goods
Page 49 and 50: A.4. Dealing with the Purchase Card
Page 51 and 52: APPENDIX B Quick Reference Guide fo
Page 53 and 54: 19. CORPORATE CARD PROCEDURES 1. Ov
Page 55 and 56: 2. Procedures and Regulations 2.1 R
Page 57 and 58: 2.3.1 VAT Guidelines Some expenses
Page 59 and 60: 2.7 Security Company Barclaycard wi
Page 61 and 62: 2.8.6 Check for a secure connection
Page 63 and 64: APPENDIX A (Flow Charts) A.1 Purcha
Page 65 and 66: A.3. Dealing with the Corporate Car
Page 67 and 68:
A.5 Checking of the VAT Invoice Res
Page 69 and 70:
APPENDIX C Corporate card log Purch
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3. Meeting - Discussion Commencing
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21: PURCHASING GUIDANCE NOTES WHEN
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22. CONSULTANCY GUIDANCE FOR THE PR
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POLICY 2.0 Principles 2.1 All consu
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2.7 All qualitative surveys and ass
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3.0 Financial Regulations POLICY 3.
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4.0 The Process: Hiring of Consulta
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“Any contract for consultancy res
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5.9 Monitoring of Consultancy It is
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Appendix 2 Advice on Differentiatio
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Purchasing Procedures December 2011
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Purchasing Procedures December 2011
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PURCHASING PROCEDURES - University of Central Lancashire

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