You should consider whether your requirement could be met through an existing national, sector led, local or UK wide framework or contract (check with your local procurement department if you are in doubt).
When selecting suppliers to submit quotations, it is worthwhile remembering that a diverse range of organisations - whether multi-national companies, small and medium enterprises (SMEs), social enterprises or third sector bodies - may be ideally placed to provide innovative solutions to meet you requirements and to deliver value for money, either individually or as part of a group.
Note: the contract value is the total value of the contract, excluding VAT, over the entire lifetime of the contract. Requirements must not be 'split' into contracts of lower value, or contracts reduced in duration, to avoid the need to advertise/conduct a full tender exercise.
A file for this process should be kept for any future audit. You should ensure you are familiar with your institutions’ document retention policy and any guidance which may impact on the project prior to seeking quotations. It should be noted that purchases of goods and services may routinely be the subject of Freedom of Information requests.
This process should not be used where advertising is required. Note, advertising may either be as a result of the requirement exceeding the EU threshold or that your organisation’s own financial regulations require the procurement to be advertised. Where advertising is necessary, the requirement should be formally tendered. If you require to advertise a contract please contact your Head of Procurement or Central Procurement team. Where advertising is required (above EU threshold or otherwise) there will be a requirement to advertise in Contracts Finder.
Prepare a Brief
