[Academic] FW: Compliance with University Procurement Processes

[Gabrielle Weir]

Dear all,

We've received a reminder from the Faculty about the procurement process.

I'm forwarding this as a reminder of the thresholds/3 quote requirement/SSJ rules, although Physics was not involved in the incident referred to.

Thanks,

Gabrielle

From: Robert Lawrie <robert.lawrie at strath.ac.uk>
Sent: 24 October 2022 09:37
Subject: Compliance with University Procurement Processes

Morning,

Due to a recent case within the Faculty where the correct procurement processes were not followed, I would like to remind you of the University's Procurement Guidance which can be found at https://www.strath.ac.uk/procurement/procurementguidance/

GOODS/SERVICES: The current Procurement thresholds are as follows
Goods & Services Procurement Value (Ex VAT)
Process
Less than £3,000
No quotes required.
£3,001 to £24,999
Minimum of 3 recorded quotations.
£25,000 to £50,000
Quotation in consultation with University Procurement via Public Contracts Scotland.
Over £50,000
Contact University Procurement who will carry out tender.
Above £177,897
Tender following Public Contracts (Scotland) Regulations 2015
Works - (Estates) Procurement Value (Ex VAT)
Process
Not exceeding £99,999
Minimum of 3 written quotations
Above £100,000
Tender in consultation with University Procurement
Above £2,000,000
Regulated procurement process which must be advertised on Public Contracts Scotland (PCS) tendering portal.
Above £4,447,447
Tender following Public Contracts (Scotland) Regulations 2015

Public sector policy and legislation dictates that goods, services and works must be bought where feasible through genuine and effective competition.  In exceptional circumstances, a Single Source Justification (SSJ) may be considered where undertaking an open and transparent competition is not possible however this can only be considered in line with predetermined exemptions set out in Procurement legislation.   In these circumstances, an entry in the SSJ system should be completed ensuring that the requestor and approver are satisfied that the rationale for using the SSJ procurement route complies with a legitimate reason as specified on the SSJ system.

  *   Where the total value exceeds £3,000 (ex VAT), a SSJ form should be completed via the SSJ SharePoint Site, and submitted through this site to the Head of Department for approval.
  *   If the proposed purchase exceeds £25,000 (ex VAT), the form will automatically workflow to the Head of Procurement for review via the SSJ SharePoint site.
  *   In all instances, the approved SSJ must be attached to the corresponding requisition on FMS.

A link to Online Procurement Awareness Training can be found at: https://www.strath.ac.uk/professionalservices/procurement/procurementguidance/

If you need further guidance at any time please contact the Procurement Team: https://www.strath.ac.uk/professionalservices/procurement/ourteam/

Please can you remind colleagues within your department of where they can find the Procurement Guidance.

Many thanks,
Robert

Mr Robert Lawrie FCMI
Faculty Manager
Faculty of Science | University of Strathclyde
Room 5.25, Royal College Building
204 George Street, Glasgow, G1 1XW, Scotland, UK
Phone 0141 548 2232 | 07789 824479
Robert.Lawrie at strath.ac.uk<mailto:Robert.Lawrie at strath.ac.uk>
www.strath.ac.uk/science<http://www.strath.ac.uk/science>

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