Falmouth Exeter Plus

1. 6 Falmouth Exeter Plus SIX STEP PROCUREMENT GUIDE

2. 1. Sustainability • Consider the Sustainable implications! • Can the items you require be borrowed, hired or shared? • Example: • Check with the Estates team before ordering furniture as they may have unwanted furniture that could be utilised. • Procurement@fxplus.ac.uk

3. 2. Budget / Funding • Consider if you have a budget or funding for your purchases and ensure that your line manager is able to approve this transaction • Procurement@fxplus.ac.uk

4. 3. Value • What is the expected value of your procurement? • Up to £5K? • £5k to £25k? • £25k to £174K? • Procurement@fxplus.ac.uk

5. 4. Up to £5K • Access the procurement web page on www.fxplus.ac.uk • Enter the Approved Supplier Directory…………. • …….and access the easy to use help guide to assist you with your Procurement. • Procurement@fxplus.ac.uk

6. 5. Up to £5K • If you are unable to find a category that matches your criteria in the Approved Supplier Directory, you must follow the spot purchase procedure. • SPOT PURCHASE PROCEDURE; • Contact at least three suppliers to obtain prices for the supply of the goods or services, ensuring identical specification and terms and conditions (please ensure all supplier relationships are open, honest and transparent). • Quotations must be recorded and stored (for potential audit/reference at a later date). This information may be in the form of a written quotation or ‘dated screen grab’ from the internet. • Compare all prices for ‘like for like’ Identify the offer most closely matching requirements for the organisation needs. • Raise a new supplier request if appropriate with the appropriate contract or terms and conditions. Once approved the new supplier will be set up and you’ll need to arrange (or raise yourself, subject to the necessary training) a requisition on Agresso to convert to Purchase Order ensuring that the order with the Universities standard terms and conditions are sent to the supplier before any commitment is made to the supplier. • After goods are received or services performed to the standard required sign the suppliers acceptance or delivery note and pay invoice within the agreed payment terms. • Procurement@fxplus.ac.uk

7. 6. Above £5K • If your items are above £5K in value • Enter the procurement web page on www.fxplus.ac.uk/work/procurement • Access the Procurement Page • Open and complete the Procurement Request Application Form and e-mail to Procurement@fxplus.ac.uk where the team will advise the preferred route for procurement. • Procurement@fxplus.ac.uk

8. Do you need to Procure something? Consider the sustainable implications, can the items you require be borrowed, hired or shared? SIX STEP PROCUREMENT GUIDE. 1 Above £5K Complete a Procurement Request Application form and forward to procurement@fxplus.ac.uk where the team will advise of the preferred route for procurement . Do you have a Budget or Funding for this Purchase? 6 2 What is the expected value of your Procurement? Up to £5K 5K to £25K £25k to £174K 5 3 Up to 5K? Access the Procurement web page on www.fxplus.ac.uk and enter the Approved Supplier Directory and follow the easy to use help guide to assist you with your Procurement. • Up to 5K? • Access the Procurement web page on www.fxplus.ac.uk and enter the Approved Supplier Directory and follow the easy to use help guide to assist you with your Procurement. 4 Procurement@fxplus.ac.uk

9. 6 Falmouth Exeter Plus SIX STEP PROCUREMENT GUIDE