Procurement thresholds typical timescales and actions 3 simple

Procurement thresholds, typical timescales and actions 3 simple steps to buying stuff 1. Obtain from an internal department or buy from a contracted supplier *1 Value Process Procurement activity Typical timescales Professional advice required Limited by your delegated approval level Select a supplier *2 Place a Purchase Order *3 using Sci. Quest, e-Financials or e. IT (Internal Services) Approval by appropriate authorised signatory No Retain evidence of value for money (i. e. price comparison) Estimates are acceptable N/A No 1 day – 4 weeks (but training and help available) 1 -3 months YES Under £ 1000 2. Obtain quotes (below £ 50, 000) *4 Between £ 1000 and £ 50, 000 3. Do a plan / tender (above £ 50, 000) *5 Procurement Journey Route 1 Over £ 50, 000 Over £ 181, 302 (goods / services) Over £ 4, 551, 413 (works) Procurement Journey Route 2 or Route 3 (if complex) Obtain Quotes from at least 3 suppliers FULL TENDER (Sealed Competitive Bids) Requires the APPROVAL of a plan by Director of Procurement before commencing 3 -6 months (minimum timescale of 3 months applies) YES *1 Contracted suppliers: http: //www. ed. ac. uk/schools-departments/procurement/buying Buy@Ed (supplier/contract database): http: //www. ed. ac. uk/procurement/buy-at-ed *2 If buying from a framework agreement, a “mini tender” may be required. Check the contract details on Buy@Ed or speak with procurement: http: //www. ed. ac. uk/procurement/about/contact-us *3 A Purchase Order should be placed no matter what process is undertaken *4 If not available via current contract, obtain 3 quotes prior to purchase. See How to Buy guidance for procedures onobtaining quotes: http: //www. ed. ac. uk/procurement/policies-procedures/how-to-buy-guidance *5 If £ 50, 000 or above, you must contact the Procurement Office before proceeding. Will require competitive tender process aligned with the Scottish Procurement Journey: https: //www. procurementjourney. scot/ Please Note: A Quote is an official price for goods, services, or works given by a supplier based on a clearly defined requirement. Buyers can hold suppliers to prices and terms given in quotes for the period for which they are valid. Estimates from suppliers provide an approximate costing only. Suppliers are not obligated to honour prices and terms given as estimates.