PURCHASING PROCEDURES - University of Central Lancashire

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