Process when your requirement is £25,000 to £181,302 Process when your requirement is £25,000 to £181,302

Before proceeding you must have confirmed that:

Steps for purchasing when your requirement is between £25,000 and £181,302

The UEA Financial Regulations require a tender for any spend above £25,000. If your spend is above £181,302 you need to see the guidance for the EU tender process.

1. Contact Procurement 1. Contact Procurement

The Procurement team must be informed where the proposed purchase value exceeds £25,000 (ex VAT). This is designed to:

  • ensure that the University obtains best value for money by the appropriate use of the professional purchasing expertise available in the Procurement team

  • record savings made through good procurement practice

  • demonstrate to existing and potential funding bodies that the University is making good use of their money

The Procurement team will talk the buyer through their requirement and determine if, how and when a tender procedure should be undertaken. A brief overview of the procedures are below.

2. Creating the Tender 2. Creating the Tender

A tender specifies the university's requirement to potential suppliers. The tender is structured in a specific way consisting of several documents that can include:

Tender Document Function
UEA Terms and Conditions the terms and conditions of the contract between UEA and the supplier. Procurement have standards Terms and Conditions to be used in most circumstances.
Invitation to Tender (ITT) invites interested businesses to participate in the tender and gives instructions of how businesses can bid
Specification detailed description of exactly what the University requires
Supplier Response document where bidders can answer UEA's questions. These questions are aimed at identifying with prospective bidder offers the best value and quality to the University.
Pricing document where the supplier can submit the price of their bid.
Evaluation Guidance guide for the supplier identifying how UEA will determine which supplier offers the best value for money made up of quality and price

 

Procurement will support staff members in developing these documents. However, the specification is a document that procurement can only support with regards to structure. The buyer must be able to clearly identify their requirement.

3. Invite Suppliers to bid 3. Invite Suppliers to bid

Procurement will release the tender documents on the University's e-procurement system In-Tend. The tender will be released to the market inviting suppliers to submit formal offers for UEA's requirement.

Tenders could be open to the market for anywhere between 30 and 70 days. Therefore staff should factor these timescales into their requirements.

A deadline will be sent with the tender documentation requiring any prospective suppliers submit their bid by a specific time and date.

4. Evaluate Suppliers' bids 4. Evaluate Suppliers' bids

After the submission deadline an evaluation panel consisting of the relevant staff must evaluate all submissions. Evaluation will be based on the evaluation document released with the tender and mentioned in step 2 above.

The evaluation process will identify the best value supplier whom will be awarded the contract.

What if there aren't enough suppliers to competitively tender? What if there aren't enough suppliers to competitively tender?

UEA Financial Regulations require a tender process to be undertaken for any spend between £25,000 and £181,302. Undertaking a tender is not optional.

There may be some circumstances where there is only one supplier that is capable of supplying the University. Procurement have a guidance page on what steps to take if this occurs.

Reporting Reporting

13.  The Purchasing Office will monitor all purchases in excess of £25,000, and record savings achieved by Spending Units. Instances of single tender and exceptional  cases will also be recorded.

14.  Heads of Spending Units shall provide the required information to the Purchasing Office who will report to Audit and Policy & Resources Committees annually.

15.  The Purchasing Office shall also be responsible for the annual return to HM Treasury (via HEFCE) on all purchases, which exceed the EU Procurement Directive thresholds.