Procurement toolkit

"Procurement is the process of acquiring goods, works and services, covering both acquisitions from third parties and from in-house providers.  

The process spans the whole cycle from identification of needs, through to the end of a services contract or the end of the useful life of an asset.” 

We spend approximately £25,250,000 per annum on a number of works, goods and services contracts. This spend is made up across a variety of contracts ranging from waste collection, insurance services and gas servicing and repairs.

More than ever before, public sector finance finds itself under significant pressure to achieve value for money, and procurement has a significant role to play in reducing our expenditure.

All procurements must be carried out in accordance with EU and UK public contract law and within our Contract Procedure rules.

Identify requirement and estimate whole lifetime value

Our procurement processes are outlined below. Having identified a procurement requirement that is not already covered by an existing Corporate, ESPO or consortium contract, a procurement exercise must be undertaken. 

Once you have identified which contract value applies from those listed below, select the relevant word document to find out what procurement stages need to be completed.

Estimated Contract Value of £0 to £5,000: Obtain 3 Quotations in writing/e-mail from suppliers.

• £0-£5000 Procurement Steps (Word Document, 0.1 Mb)

Estimated Contract Value of £5000 to £25,000: Minimum of 3 Quotations to the head of service.

• £5000 - £25,000 Procurement Steps (Word Document, 0.1 Mb)

Estimated Contract Value of £25,000  to £75,000: Minimum of 3 Quotations to the Contract Compliance Officer.

• £25,000 - £75,000 Procurement Steps (Word Document, 0.1 Mb)

Estimated Contract Value of £75,000 - £189,330: Full Tender process - returned to the Compliance Officer

• £75,000 - £189,330 Procurement Steps (PDF Document, 0.15 Mb)
  

The Official Journal of the European Union (OJEU)

The threshold limit for advertising goods/services tenders in OJEU is £189,330 (or 214,000 Euro). Works Contracts Limits: £4,733,252 (or 5,350,000 Euro). The following processes should be followed for all Goods/Service contracts valued at £189,330 or above or Works contracts with a contract value of £4,733,252 or above.

• OJEU Open Tender Procurement Steps (Word Document, 0.1 Mb)
• OJEU Restricted Tender Procurement Steps (Word Document, 0.1 Mb)
• OJEU Competitive Dialogue Procurement Steps (Word Document, 0.1 Mb)

Please note that we do not use these additional OJEU procedures: Competitive Procedure with Negotiation and Innovation parnership.