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The Procurement Process
The Procurement Process
All of our business is procured through a competitive process - whether it be comparing quotes for low value purchases, right up to a formal tender process for high risk/high value contracts.
We have a number of different procurement processes and the time frames for each will depend on how complex the procurement is.
If the contract is above the European Union (EU) thresholds and is not exempt then the EU regulations will apply. The EU regulations set out the time frames for each stage in the process.
It is important for us to allow a reasonable amount of time for prospective suppliers to respond and for us to carry out our evaluations. Sometimes it can take several months for the process to be completed.
The first decision we take is to decide whether the procurement is covered by a Corporate Contract. If the goods, works or services are covered by a Corporate Contract then officers must use that contract. If the procurement is not covered by a Corporate Contract then the next step is to classify the procurement as Minor, Routine or Major.
Minor procurements are procurements with a total cost of less than £1,000.
Routine procurements are either:
- procurements with a total cost of between £1,000 and £50,000; or
- low/medium risk procurements with a total cost of between £50,000 and £150,000.
Major procurements are either:
- high risk procurements with a total cost of between £50,000 and £150,000; or
- procurements with a total cost of over £150,000.
A summary of the procurement processes and when they are normally used is as follows:
| Contract Value (total cost) | Procurement Classification | Procurement Process |
|---|---|---|
| Under £1,000 | Minor | Quotes |
| £1,000 to £50,000 | Routine | Proposals |
| £50,000 to £150,000 | Routine |
Standard Tender Contracts which fall within the EU thresholds value & are not exempt categories, follow the procedures as set out in the EU Public Procurement Directives. |
| High Risk or Over £150,000 | Major | EU procurement procedures - could be either an Open, Restricted, or Competitive Dialogue Procedure |
Where possible local suppliers will be asked to quote for procurements under £50,000.