Procurement Procedures

Please note that the threshold amount is the total spend over four years or shorter if the duration of the project is less than four years.

Each of these spend categories is now explored in greater detail.

Contracts less than £10,000

1. Identify your business needs and draft a brief description of your business requirement.
2. Check with the budget holder that there are sufficient funds in the budget for the spend
3. Check to see if NHH has an approved supplier that would fulfil this requirement.
4. If not identify three suppliers that provide the goods/service you require
5. Obtain three quotes via email/post.
6. Evaluate the quotes for price and quality of service
7. Award the contract

3.3    Contracts £10,001 to £25,000

1. Identify your business needs and draft a detailed description of your business requirement including scope of works/ services expected and anticipated costs.
2. Get sign off from the budget holder for the project.
3. Source your suppliers from your contacts, market leaders, approved suppliers, local companies etc and make a list of those suppliers you want to tender.
4. Use the Delta Quick Call to upload your scope of work and manage the tender and set up your list of preferred suppliers on Quick Call. Email your preferred suppliers informing them of the tender going live on Delta and tell them they need to register with Delta to submit a tender.
5. Leave time for suppliers to evaluate your scope of work and submit a full tender.
6. Assess tender returns against set criteria i.e. Price and quality weighting
7. Select preferred supplier and award contract.

3.4    Contracts £25,001 to £181,302

1. Identify your business needs and draft a detailed description of your business requirement including scope of works/ services expected and anticipated costs.
2. Get sign off from the budget holder for the project.
3. Your tender will go out the market and be advertised on Contracts Finder. Source your preferred suppliers from your contacts, market leaders, approved suppliers, local companies etc and make a list of those suppliers you want to tender.
4. Use the Delta Tender Manager to upload your scope of work and manage the tender. Set you evaluation criteria and price /quality weighting.
5. Email your preferred suppliers informing them of the tender going live on Delta and tell them they need to register with Delta to submit a tender.
6. Leave time for suppliers to evaluate your scope of work and submit a full tender (generally a month)
7. Assess tender returns against set criteria i.e. Price and quality weighting
8. Select preferred supplier and award contract.

3.5    Contracts over £181,302

1. Speak to Procurement about doing an OJEU tender.

• Other Considerations

4.1    Section 20

1. Leaseholders need to be consulted about major works and planned repairs where the estimated cost is over £250 per flat. They should also be consulted if we want to enter into a long term agreement (more than 12 months) if the annual cost per leaseholder is over £100 in any one year. The consultation takes place in three stages and takes 60 days which needs to be built into the tender process.

Exceptions

Dispensation from competition  

Procurement procedures are applicable unless a dispensation has been granted.

This will only be granted when justified reasons are given and approval from Director of Finance has been granted prior to any commitment to purchase is made.

Non-exhaustive examples of when a dispensation might be appropriate include:

• Technical compatibility, e.g. upgrade to an existing solution or purchase of additional goods which must be compatible with existing goods
• What is the best way to get it?
• Protection of technical rights
• Single/specialist provider (membership of a professional institute/proprietary training)
• Purchase of or repairs to goods or materials, including machinery or plant, available only as proprietary or patented articles.
• The work to be executed or the goods/services to be supplied constitute an extension of an existing contract and time constraints don’t allow for a retender.