For purchases exceeding £100,000.00, we are required to follow a contracting process managed by Central Procurement.
The Contracting Process
The contracting process may appear overwhelming and complicated, but it is an essential step to ensure you receive what you need, demonstrate value for money to our funders, and comply with UK and University regulations. Additionally, it clarifies the requirements beyond the initial purchase to ensure the equipment receives proper servicing and support in the future.
The Purchasing Team will assist you throughout the entire process and coordinate with Central Procurement on your behalf. The following stages are required:
Process flow
Gate papers
Gate papers are utilised to seek approval to proceed to subsequent stages under our process for Ten Steps for Strategic Sourcing. If you are involved in a high-value tender or dispensation you are likely to be asked to contribute to one of these governance papers.
Gate A
Gate A – For any purchase over £100 K which will go out to a tender.
The Gate A document outlines the desired outcomes and serves as the plan and strategy for the upcoming procurement event or tender.
The form asks for details of
- What is required? Including ongoing consumables, installation, warranties and availability of spares.
- When it is needed? Specify deadlines, timescales, and delivery arrangements.
- Where it is needed? Indicate the delivery location and any required building works.
- Who is involved? Identify the parties responsible for delivery, installation, and training.
Pre-Qualification & RFP (request for proposal)
- Preselection of prospective supplier.
- Secure an NDA if required.
- Issue RFP.
- Score RFP responses.
- Product quality
- Delivery and availability.
- Cost.
- Payment terms. (Milestones payments, advance payment etc)
Gate B
The Gate B document follows completion of the procurement event and is used for approval of the outcome and report any savings or efficiencies secured. A Gate B is required wherever the contract has:
- a total value of over £100,000, following a procurement exercise that complies with the University’s Financial Regulations; or
- a total value of over £50,000, where a dispensation(s) to the University’s Financial Regulations is being sought.