Contract Procedure Rules - Contracting and Financial Guidelines
5. CONTRACTING & FINANCIAL GUIDELINES
5.1 Officers should order goods and services that are required through an arrangement illustrated in Rule 3.2. If however the Council or the consortium providing them do not have the goods or services or resources available to meet the reasonable needs of the service then an alternative supply may be sourced. In these circumstances the authorised officer must record why the goods or services have been procured through other means, and send a copy of the record to the Procure to Pay Manager.
5.2 It is good practice (for all but small value and routine purchases) to obtain a written quotation.
5.3 Contracts £1 to £1000
Procurement of goods and services estimated to be for amounts up to £1000 shall be by oral quotation and preferably compared by three oral quotations, unless an arrangement under 3.2 has already been established for the goods, services or works required. There is no mandatory procurement involvement.
5.4 Contracts £1001 to £5000
Procurement of goods and services estimated to be for amounts in the range £1001 to £5000 shall be by written quotation from at least three suppliers, unless an arrangement under 3.2 has already been established for the goods, services or works required. There is no mandatory procurement involvement.
5.5 Contracts £5001 to £50000
Procurement of goods and services estimated to be for amounts in the range £5001 to £50000 shall be by formal written request for quotation (RFQ) from at least three suppliers, unless an arrangement under 3.2 has already been established for the goods, services or works required.
5.6 Contracts £50001 to EU Threshold
Procurement of goods and services estimated to be for amounts in the range £50001 to EU THRESHOLD shall be by formal open Invitation to Tender (ITT), unless an arrangement under 3.2 has already been established for the goods, services or works required, whereupon mini competition will be encouraged with at least three approved suppliers.
5.7 Contracts EU Threshold and above
Procurement of goods and services estimated to be for amounts in the range EU THRESHOLD AND ABOVE shall be by formal open Invitation to Tender (ITT).
5.8 Approved Supplier List
In cases where the goods, services or works are covered by an approved list, the approved list may be used provided that at least three written quotations are obtained (and more where, in the opinion of the authorised officer, there is a reasonable level of competition or variety of solutions). The use of an approved list must be structured in order to ensure open and fair competition with an appropriate rotation of suppliers from the list.
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