PURCHASING PROCEDURES - University of Central Lancashire

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A contract notice must be published in the OJEU setting out the needs and requirements of the contracting authority. A dialogue may then commence between the contracting authority and suitable candidates in which all aspects of the contract can be discussed. Care must be taken to ensure that all candidates are treated equally. From a practical point of view, this can best be demonstrated by keeping a detailed record written record of all discussions which is then signed off by both the Supplier and the University. When the contracting authority has identified a suitable solution or solutions, it declares that the dialogue is concluded and requests that tenders be submitted. It is important that the request and the resultant tenders are as comprehensive as possible because the scope for post-tender negotiation is even more limited than in the Open and Restricted procedures (such negotiations having already taken place in the dialogue phase). 4.5 Choice of Procedure Under the Regulations, universities have a free choice between the Open and Restricted procedures. Use of the Negotiated or Competitive Dialogue procedure is unusual, and is more likely to invite the scrutiny of the European Commission than the other procedures. Where it is agreed that the Negotiated or Competitive Dialogue procedure can be used, the contracting authority must justify its choice and take great care to ensure that the reasons are properly documented. 5 FRAMEWORK AGREEMENTS Framework agreements set out the terms and conditions under which specific purchases („call-offs‟) are made over a pre-determined period of time. They are particularly useful for creating a panel of several approved suppliers who then compete with each other for each „call-off‟. Framework agreements can be made either with one supplier or with a panel of at least three suppliers, and must not exceed four years‟ duration unless there are exceptional circumstances. The suppliers are appointed through a tendering process, usually following the Open or Restricted procedure. Where there is one supplier, the contracting authority should ask the supplier to provide specific prices or terms for „call-off‟ orders within the parameters set out in the original Framework agreement. It is more usual for Framework agreements to have a panel of three or more suppliers. In some cases it is a straightforward task to determine which of the suppliers should win the „call-off‟; for example, where all of the suppliers on the panel have fixed price lists or there is pre-agreed mechanism for calculating prices for comparable items. Here, the contracting authority would simply compare the prices and select the lowest without re-opening competition. In cases where the task is not so clear-cut, a process of „mini-competition‟ is undertaken whereby the contracting authority issues a statement of requirements to all of the suppliers on the panel capable of undertaking the task. These proposals are then evaluated in accordance with the criteria set out in the original Framework tender. Purchasing Procedures December 2011
6 TIMESCALES In each of the procedures, there are timescales laid down regarding publication of notices, invitations to tender, receipt of tender submissions etc. These timescales vary with the procedure used and are summarised in Table 2 below. The publication of a Prior Information Notice (PIN) enables the time periods for the Open and Restricted procedures to be shortened. The PIN is intended to give potential suppliers a brief overview of the forthcoming tender requirement. The PIN is only permissible as a means of shortening timescales if it is sent for publication between 52 days and 12 months before the date the actual contract notice is sent. In cases of extreme urgency it is possible to use accelerated Restricted or Negotiated procedures. The circumstances under which the shortened time periods can be used are strictly defined and must be justifiable. The cause of the „extreme urgency‟ must be outside the contracting authority‟s control. For example, having to spend funds before a specific date would not be considered an appropriate reason. Where a contract is voluntarily advertised, i.e. where it is not expressly covered by the requirements of the Directives or Regulations, then the timescale requirements are not binding in relation to the tender procedures. Thus, it may be beneficial for a contracting authority to give wider exposure to its requirements by choosing to use the European forum even where not absolutely necessary. Table 2: Summary of prescribed time periods Procedure Phase Days Open Restricted Restricted Accelerated Minimum time for receipt of tenders from 45 date contract notice sent Reduced when PIN published to, generally 36 But never less than 22 Minimum time for receipt of requests to 30 participate from date contract notice sent ( reduced by 7 days for electronic system) Minimum time for receipt of tenders from the 35 date invitation sent ( reduced by 5 days for electronic system) Reduced when PIN published to, generally 36 But never less than 22 Minimum time for requests to participate 15 from date contract notice sent Minimum time for receipt of tenders from the 10 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 and 16: 2.1 Public Supply and Public Servic
Page 17 and 18: 4 TENDERING PROCEDURES Tenders may
Page 19: problems of incompatibility or disp
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
Page 71 and 72:
3. Meeting - Discussion Commencing
Page 73 and 74:
21: PURCHASING GUIDANCE NOTES WHEN
Page 75 and 76:
22. CONSULTANCY GUIDANCE FOR THE PR
Page 77 and 78:
POLICY 2.0 Principles 2.1 All consu
Page 79 and 80:
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
Page 89 and 90:
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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