PURCHASING PROCEDURES - University of Central Lancashire

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Value of Order/Contract (Exclusive of VAT) Purchasing requirements Up to and including £1,000 Estimated price £1,001 - £5,000 Estimated price subject to competition £5,001 - £50,000 Minimum of 3 written quotations £50,001 - £173,000 Minimum of 4 Tenders More than £173,000 EU Tender procedure Design and Build Contracts Maximum of 4 Tenders Low Value Orders The process of issuing Purchase Orders has a significant administrative resource cost (time spent in raising order, actioning copies, processing invoice, processing cheque, impact on finance system, etc.). Therefore, for low value purchases, the University purchasing card should normally be utilised. Purchasing Procedures December 2011
4: REQUEST TO PURCHASE The Buyers Guide details all supply arrangements currently in force and will be regularly updated by the Purchasing Office. Where goods/services are required which are not referred to in the Guide and have a value (singly or cumulatively) of between £5,000 and £50,000 (exclusive of VAT), then the Purchasing Office can assist in the acquisition process. A Purchasing Request Form may be completed and sent to the Purchasing Office for action to facilitate this. The Purchasing Request is purely an internal document and must not be transmitted to Suppliers as an intention to purchase. Alternatively, an email request may be sent containing all information detailed below. When completing a Purchasing Request Form (available on the Purchasing Office web site) or submitting an email request, the following details must be provided: - Quantity and description of the goods/services required, including any technical specifications or recognised Standards; - Potential and/or preferred Suppliers; - Estimated and/or maximum (budget) cost; - Details (or attached copies) of any informal quotations obtained; - Full delivery requirements - date (or period)/location/recipient; - Authorised Budget Holder's signature. From receipt of a fully completed Purchase Request Form / email, the Purchasing Office will (within the time scales defined in Service Standards): - Advise whether a supply arrangement already exists; - Aggregate the request with requests from other Departments and Services as appropriate; - Source quotations/information from Suppliers and make recommendations for purchase to the budget holder; - If unable to locate minimum number of Suppliers, advise the budget holder to submit a waiver request to the Head of Purchasing 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: 3: AUTHORITY TO ORDER The responsib
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 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
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
Page 81 and 82:
3.0 Financial Regulations POLICY 3.
Page 83 and 84:
4.0 The Process: Hiring of Consulta
Page 85 and 86:
“Any contract for consultancy res
Page 87 and 88:
5.9 Monitoring of Consultancy It is
Page 89 and 90:
Appendix 2 Advice on Differentiatio
Page 91 and 92:
Purchasing Procedures December 2011
Page 93:
Purchasing Procedures December 2011
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