How to Order
Before you start, please answer the following questions
- Have you considered the sustainable implications? (see our Sustainable Checklist Document below )
- Can the items you require be borrowed, hired or shared?
- Do you have a budget or funding and can your line manager approve this?
- Is your procurement ERDF funded?, If so, please follow our ERDF funded guidelines. For more information on ERDF funding, select : http://europeanfundingnetwork.eu/funding-advice/programmes/european-regi...
What is the Value of your Procurement?
Under £1,000 - Please access our Approved Supplier Directory to see if these goods or services are available. Alternatively, one quotation is acceptable but you should ensure that you are getting good value. If this procurement is EU funded, please use the Spot Purchase Procedure.
£1,000 to £20,000 - Please access our Approved Supplier Directory to see if these goods or services are available. Alternatively three quotations are needed. Please use the Spot Purchase procedure.
£20,000 to £181,302 - Please complete the Procurement Request Application Form and e-mail to Procurement@fxplus.ac.uk Procurement will then arrange a meeting to discuss your requirements in more detail and then establish the most compliant and effective procurement method to undertake (E.g. Tender Process or framework)
Above £181,302 (Services and Supplies) or £4,551,413 (for Works) - Please complete the Procurement Request Application Form and e-mail to Procurement@fxplus.ac.uk We will then arrange a meeting to discuss your requirements in more detail and then establish the most compliant and effective procurement method to undertake (OJEU process or framework)
For more information on EU thresholds, please visit http://www.ojec.com/Threshholds.aspx.
Members of staff should ensure that retention arrangements comply with any specific requirements for funding organsations, such as research bodies, regional development agencies and European funding bodies. For further information contact Procurement@fxplus.ac.uk
We post our tender opportunities on the following web site;
We also encourage using the following supplier frameworks:
For more information on using these frameworks, please contact Procurement@fxplus.ac.uk
For more information on The Public Procurement Regulations, please click here:
Remember, if you are unsure, please see our FAQs below. Alternatively, please call us on 01326 255981 or e-mail us at Procurement@fxplus.ac.uk
Selling Unwanted University Goods or Equipment
If you want to sell unwanted University goods or equipment, use these terms and conditions. You will have to read this Template contract for the sale of goods carefully and change the sections shown in brackets to tailor the document to the goods or equipment being sold, Legal Services will be able to advise if there is any uncertainty. Ensure that:
the goods belong to the University;
the budget holder approves the sale;
the buying organisation has the expertise to maintain and operate the equipment;
the buying organisation is aware of the condition of the equipment (including known faults);
you sell through a reputable organisation,
you use the (suitably adjusted) terms and conditions; and
you inform the managers of inventories that the equipment is no longer held.’
Approved suppliers are generally set up via a purchasing consortium framework or from an in-house Tender, or RFQ (Request for Quotation) and should be supported by a written contract and signed terms and conditions. The approved supplier directory can be found on our web page here.
No. There are many suppliers on Agresso and not all of them have been set up on the system using the correct procurement methods. Please check the approved supplier directory or alternatively contact Procurement@fxplus.ac.uk for assistance.
Firstly, how has this supplier been sourced? Because we are a publically funded organisation, you need to demonstrate that you have sourced this supplier using a fair, open and transparent method. This may be through a quoting system, tender or framework. Please refer to our web page for further guidance on this and to see the required forms that need to be completed for this process.
No. Where possible, we have tried to remove all of the old forms from the system. The old forms can no longer be processed, so please ensure you have completed the new forms, which can be found here.
Forward their details to Procurement@fxplus.ac.uk, and when an opportunity arises for their services, they will be invited to quote or submit a tender for this work. They will also be invited to attend our regular SME supplier days, where they will be given more guidance on this.
Please be aware that the money we spend is publically funded. We are regularly audited to ensure we are spending these funds using fair, open and transparent methods. The SPOT PURCHASE Process is extremely fast and easy to use. An RFQ or TENDER can take more time (dependant on the complexity of the goods or service) but Procurement are on hand to support and assist with all of these tasks to ensure this is done as quickly and painlessly as possible (whilst still ensuring full procurement compliance).
Internet marketplaces are now common in personal shopping. Members of staff may buy from internet retailers only if:
(1) the item is not available from the suppliers on University agreements (or those from public or HE agreements);
(2) the supplier is reputable;
(3) the supplier can handle the rate of VAT (Amazon probably can't handle VAT-exempt orders);
(4) the value is below £1,000; and
(5) you have minimised the risks by:
Understanding the business with which you are contracting.
Understanding that warranties are not easily enforceable with non-Amazon suppliers in the marketplace, so use reputable or identifiable low-risk companies.
Firstly, determine how much the goods or services are likely to cost?
Up to £5,000
£5,000 to £25,000
£25,000 to EU Threshold
If goods are between £5,000 to £25,000, then please contact Procurement@fxplus.ac.uk where procurement will advise you on the preferred method of Procurement.
If goods range from £25,000 to EU threshold limit, then, you will need to go out to Tender. You will be asked to complete the Procurement Request Application Form and given a reference number to begin the process.
Please access this link for further clarification.