Are there any procedures I must follow to buy something? Are there any procedures I must follow to buy something?

Yes. This page assists buyers in purchasing goods or services according to UEA and EU Financial Regulations.

If you could not find your requirement on the Goods and Services Catalogue you must follow the steps below to:

  • calculate the value of your requirement; and then,
  • follow the procedure that applies to your requirement's value

How to calculate the value of your requirement How to calculate the value of your requirement

Regulations require all buyers to consider the value of their requirement over the whole life of the contract.

You should calculate the value of your contract excluding VAT.

The below table shows examples of how you would calculate the value of the contract:

Example Requirement How to calculate contract value (value x years) Value of purchase (excluding VAT)
£3,000 purchase of a commercial dishwasher £3,000 x 1 £3,000
£2,000 per annum licence cost for 5 years use of software £2,000 x 5 £10,000
£16,000 piece of consultancy with a defined end date £16,000 x 1 £16,000
Research Project over 3 years that may use up to £9,000 of genetic sequencing per annum £9,000 x 3 £27,000
£16,000 per annum consultancy that may last 3 years £16,000 x 3 £32,000
£60,000 purchase of lab equipment £60,000 x 1 £60,000
£60,000 per annum marketing campaign to last 4 years £60,000 x 4 £240,000

 

Should you need help determining the value of your contract do not hesitate to contact the procurement team who are happy to assist.

How your requirement's value determines the process How your requirement's value determines the process

By following the above steps you should have determined an estimate of the value of your contract.

If you have not estimated your value at this stage you should scroll to the top of the page to determine this and then return to this section.

Once you have an estimate of the value of the contract please locate the value in the table below. The threshold table below identifies the correct procedure you must undertake. Follow the link to be given further explanation of the steps you need to take.

Value of Purchase (ex VAT) UEA and EU Regulations
£0-£5,000

No requirements: but best practise would be to obtain quotes to ensure value for money. See further guidance.

£5,000 to £25,000

3 Quotes: Purchaser to acquire a minimum of 3 written quotes for the goods, services or works desired and attach to Requisition. See further guidance.

£25,000 to £181,302

Tender: Above £25,000 the Procurement team must be involved to ensure legal compliance. See further guidance.

£181,302 or more

OJEU Tender: Above £25,000 the Procurement team must be involved to ensure legal compliance. Contact the Procurement team who will advertise the requirement in OJEU (Official Journal of the European Union). See further guidance.