PURCHASING PROCEDURES - University of Central Lancashire

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point of elicitation of participants‟ views such that they can normally be distinguished from any subsequent interpretative work done on such notes. It is good practice particularly in interview methods to allow the participant to check that the interviewer has correctly recorded the views expressed. This can be done by presenting a brief summary of main points. Consultants should be able to demonstrate how conclusions and recommendations follow from the data. The University will normally carry out an „evidence trail‟ for a small number of selected specific conclusions in each final report while respecting the confidentiality of the data. Vague or casual statements such as „The view was expressed that X” or “Some respondents did not wish to comment on topic Y” add little value and should be avoided. Ideally the percentage of respondents in interviews indicating a specific view should be highlighted where a precise question is asked and answer given. However, this should not be used to give the impression of quantitative rigour where this is not valid. Clear statements of “small minority”, “large minority” [i.e. less than half], “majority”, “large majority”, “almost all” or “all” should be used. If other conventions are used they should be clearly flagged up. Whatever conventions are used they should be used consistently. Reporting specific quotes from participants can be a good way a highlighting a key issue in a manner which captures attention and help the reader relate to a perspective other than their own. However there is a danger that these can skew perceptions inappropriately. „Illustrative‟ quotes should be used sparingly and should be representative. Report writers should avoid the temptation to foreground dramatic, extreme, witty or pithy comments when they are not representative of majority opinion 2. Statements which are only true of a sub sample should not be presented as being true of the sample as a whole. Equally, statements which are true of the sample as a whole should not be presented as true only of a sub sample. 2.8 All consultancies will be evaluated and subject to audit As part of a commitment to continuous improvement, the University will assess the extent to which a consultancy brief has been met through a report from the commissioning manager normally to the commissioning managers own manger. 2 Highlighting an unrepresentative but memorable quote early in a report but then presenting information that indicates the view expressed is not necessarily representative - to cover the author - is particularly poor practice Purchasing Procedures December 2011
3.0 Financial Regulations POLICY 3.1 The Financial Regulations of the University apply to all consultancy contracts let by the University. Particularly important are those regulations pertaining to competition and proof of value for money specifically: (a) Contracts over £5000 are let following at least three quotations being obtained. (b) Contracts over £50,000 are subject to a formal tendering process involving a minimum of four suppliers and the Group Executive Director of Finance‟ approval (c) Contracts over £173,000 are subject to an EU tendering process and the University‟s approved authorisation levels. Where such conditions apply that compliance with a) or b) is not possible or impracticable then the approval of the Group Executive Director of Finance, via the Head of Purchasing must be obtained prior to the placing of any purchase order or contract (see 3.5). EU tenders are a legal requirement and as such the requirement cannot be waived. 3.2 Contract signatures The University part of any resultant contract can be signed by the Faculty/Service approved signatory. For contracts greater than £5000, these can only be signed by the Group Executive Director of Finance. Contracts for signature should be forwarded in the first instance through the Head of Purchasing. 3.3 Teaching Services, and Contracts Involving Members of Staff If it is proposed that existing staff members undertake additional duties outside their job description, then advice should be sought, in the first instance, via Human Resources, given that it is not University policy to engage existing staff on consultancy contracts. 3.4 Standard Contract The‟ Standard Contract for the Purchase of Consultancy‟ must be used for all consultancy contracts over £1,000 in total value (repeat contracts where the sum of the parts is over £1000 also require use of the contract). Requests for assistance with variations or prospective alternative contracts should be addressed initially through the Head of Purchasing. Purchasing Procedures December 2011
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PURCHASING PROCEDURES INTRODUCTION
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PURCHASING PHILOSOPHY The Universit
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PURCHASING PROCEDURES 1: SERVICES T
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3: AUTHORITY TO ORDER The responsib
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4: REQUEST TO PURCHASE The Buyers G
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6: INVITATIONS TO TENDER/QUOTE The
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A public service contract is one wh
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2.1 Public Supply and Public Servic
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4 TENDERING PROCEDURES Tenders may
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problems of incompatibility or disp
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6 TIMESCALES In each of the procedu
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The technical specification should
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at worst, a legal challenge to the
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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: 2.7 All qualitative surveys and ass
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
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PURCHASING PROCEDURES - University of Central Lancashire

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