Policy Policy

1.    The University's Procurement Policy is:

       1.1.   for the Purchasing Office to arrange Preferred Suppliers for goods and services purchased on a regular basis; and
       1.2.   that Spending Units must use Preferred Suppliers wherever practical.

The following sets out the procedures to be followed by Spending Units and the Purchasing Office in order to implement this policy.

2.    This policy is designed to:
       2.1.   ensure that the University obtains the best value for money by exerting the maximum leverage on suppliers to improve prices, quality and/or service, bearing in mind the University's total spend (and that of other HE institutions where regional or national deals are used); and
       2.2.   be able to demonstrate to existing and potential funding bodies that the University is making good use of their money; and
       2.3.   ensure compliance with EU Procurement Directives.

Ordering of Goods and Services Ordering of Goods and Services

3.    Before initiating any purchase the Spending Unit should refer to the Buyers Guide on the Finance Intranet. If the commodity required is covered by a Preferred Supplier then the Order should normally be placed with that supplier (or one of them where there is a choice).

4.    For Orders over £25,000  ex VAT Spending Units must consult with the Purchasing Office regarding the appropriate procurement route. This requirement does not apply to standing orders where low-value call-offs are issued throughout the year (eg stationery).

5.    Preferred Supplier arrangements will normally have been subjected to a competitive tender exercise by the Purchasing Office, or on a Regional or National basis. It is not, therefore, necessary to re-tender for these commodities as and when required. However, where there is a requirement for a large volume to be purchased, it should be possible to negotiate better prices. Such instances should be referred to the Purchasing Office. Where tender action is appropriate, all the relevant Preferred Suppliers must be invited to quote.

6.    When placing an Order with a Preferred Supplier, the Spending Unit must follow any instruction contained in the Buyers Guide, in particular quoting any contract reference.

Exceptions Exceptions

7.    Exceptionally, Spending Units may wish to purchase from other than a Preferred Supplier (where the goods or services are covered by a Preferred Supplier arrangement). For purchases over £500 you must contact the Purchasing Office, allowing sufficient time for them to negotiate 'special deals' with Preferred Suppliers where appropriate.

8.    It is important to note that the EU Procurement Directives apply to each individual purchase, irrespective of value, if the University's overall spending on a commodity exceeds the EU threshold (£144,371 pa for goods and services from 2006). All Preferred Suppliers are appointed following an EU compliant tender exercise, where necessary.  The Use of other suppliers could give rise to action under the EU legislation.

Complaints Complaints

9.    The Spending Unit should initially take up any complaints regarding service, quality or invoice queries with the Preferred Suppliers concerned, with a copy to the Purchasing Office. If the complaint is not quickly resolved, to the satisfaction of the Spending Unit, it should be referred to the Purchasing Officer Buyer named in the Buyers Guide.

Further Information Further Information

10.  Any questions regarding this Guidance Note should be referred to the Procurement Team, email l.donaldson@uea.ac.uk

Procurement Guidance Note 2