Procurement Procedure Rules quick guide to help you understand the rules

1. Procurement Procedure Rules 2013/2014A quick guide to help you understand the rules Procurement Procedure Rules quick guide to help you understand the rules 1. What should you consider before procuring? IS THERE AN EXISTING CONTRACT? DO YOU HAVE AUTHORISATION? WHAT IS THE TOTAL PROCUREMENT VALUE? HAVE YOU CONTACTED THE CORPRATE PROCUREMENT TEAM? The rationale for selecting suppliers should be open, fair, transparent and recorded for audit purposes. Evaluation should consider - References – Pre-Qualified suppliers - Specification - Environmental issues - Method statements - Equalities - Risks -Insurance -Terms and Conditions - Warranties - Payment terms.) 2. Which procurement process should you use? Up to £500 £500- £5000 £5001 - £100,000 £100,000 - EU threshold Over - EU threshold A single quotation will suffice, either by telephone or written. Three Telephone quotations is acceptable. More quotations may be obtained where it is practical and beneficial. A minimum of 3 written competitive quotations must be obtained and where possible published via an e-tendering portal. Min of 4 formal Competitive Tenders should be obtained and where possible published via an e-tendering portal. All contract over £172,514 for Services or Supply or £4,332,012 for works. Advise and guidance can be sought from the Corporate Procurement service. EU threshold - Works£4,332,012- Supplies and Services£172,514 Any procurement above the thresholds is subject to EU regulations and the Schools are advised to seek professional advice from the Corporate Procurement Team. The authorised officer must comply with one of the following options: 1. Undertake a publicly advertised competitive EU tender process seeking a minimum of five tenders. • Select a contractor from an existing EU compliant framework agreement. Where a mini competition is held, all providers who can meet the requirement must be invited to tender.

2. 3. Who should authorise procurement? CONSIDER THE BUSINESS CASE FOR THE PROCUREMENT What do you want to achieve? When do you want to achieve it? How will this improve the quality of the service to our customers? Focus on the outcomes and the benefits. Please Note: The Corporate Procurement Service is available to help and advise regardless of the value. Up to £500 £501 - £5000 £5001 -£100,000 £100,001- OJEU/EU Threshold Over the OJEU/EU Threshold Expenditure approved by: As per the School Scheme of Delegation Expenditure approved by: As per the School Scheme of Delegation Expenditure approved by: As per the School Scheme of Delegation Expenditure approved by: As per the School Scheme of Delegation Expenditure approved by: As per the School Scheme of Delegation EU threshold - Works£4,332,012 - Supplies and Services£172,514 4. Explanatory notes DO YOU HAVE AUTHORISATION? WHAT IS THE TOTAL PROCUREMENT VALUE? IS THERE AN EXISTING CONTRACT? Check that what you are ordering is a new requirement and not already included in an existing contract or supplier arrangement. If your procurement is covered by an existing contract you must use it. Before committing any of the Schools money, you must gain approval, from the correct authorising officer. From previous experience of contracts or from preliminary research, calculate an approximate total value of the goods, services or works you require (value is for the total period of the contract, including any extension, not just the annual value). Value of Contract & Action Required NEED HELP? For help or advice please contact the Corporate Procurement Service.: contracts@milton-keynes.gov.uk or telephone 01908 254688 £500 - £5000 -3 telephone quotes - £5,001 - £100,000 -Minimum of 3 written quotes £100,000 -£OJEU Threshold- Minimum of 4 formal tenders £172,514 for Service or supply Advertised via OJEU - £4,332,012 for Works Advertise via OJEU