PURCHASING PROCEDURES - University of Central Lancashire

The technical specification should be defined by reference to European specifications where
they exist, in the following order of preference:
a. National standards incorporating European standards
b. European technical approvals
c. Common technical specifications, e.g. Electromagnetic Compatibility
d. International standards
e. Other technical reference systems established by the European standardization
bodies
Only where none of the above standards exist is it appropriate to refer to national standards.
All references must be accompanied by the words “or equivalent”.
There are, however, instances where it is permissible to derogate from the prescribed
hierarchy of specifications. Again, like other exceptions, these are clearly defined in the
Regulations, for example, where there exists a statutory duty in relation to health and safety;
technical reasons of conformance; incompatibility or disproportionate technical differences
or disproportionate costs; or innovative reasons.
Technical specifications may define environmental characteristics, e.g. production method
and/or environmental impact. Methods of defining environmental impact must be drawn up
using scientific criteria that are accessible and understandable to all parties. For works and
services, information about the supplier‟s technical ability with regard to environmental
management measures may be requested, but only if is appropriate. The standards indicated
in the tender documentation must always be EU standards or equivalent.
8 SUPPLIER SELECTION CRITERIA
Potential tenderers may be excluded from tendering if they do not meet prescribed criteria,
which should be designed to determine their economic and financial standing and their
capability of fulfilling the requirements of the contract. These criteria must be stated in the
notice published in the OJEU and/or in the contract documentation.
A firm may be ineligible if, for example, it is found to be in financial difficulty, or guilty of
misconduct. It may be asked to provide details of its financial standing, and its technical
capacity. The contracting authority may select which criteria it considers appropriate in
relation to economic and financial standing or technical capacity.
If a company marginally fails to meet one or more of the criteria, then a second opinion may
be sought from a third party credit-referencing agency. If the rating given by the agency
defines the company as low to medium risk, then a decision can be made to let the company
proceed to the next phase of the tender process. If however the rating is high risk then the
company should not proceed any further.
Standards may be waived by the Group Executive Director of Finance (or nominee).
Any selection/shortlisting exercises must be even-handed, consistent with stated criteria and
must not discriminate on grounds of nationality or geographical location.
Purchasing Procedures December 2011