CHECKLIST FOR ALL PURCHASE ORDERS OVER £50,000
163.
Financial Regulation 163 states: Where, after due consideration of Financial Regulations 101-107, the
cost of the external purchase of goods, services or equipment is likely to exceed £50,000, at least three competitive
tenders shall be obtained. (NOTE: If the requirement is generally available from a catalogue and where the
requirement is not complex in nature or in installation/ implementation, it may be more appropriate to obtain at least
three quotations rather than three competitive tender bids. In these cases, the appropriate UCL Terms and
Conditions must always be used.)
Instructions:
1 This form is required to be completed prior to any order that totals over £50,000 being issued, either orally, in
writing or implied.
2 If used correctly, this form will act as an aid to ensure compliance with the key requirements of UCL’s Financial
Regulations.
3 The Form can also be used as a useful checklist when specifying requirements.
4 Part A should be completed prior to sending out tender documents or inviting quotations, and Part B should be
completed after the evaluation process has been concluded and funding has been identified and agreed.
5 The right hand column is to be completed for each question, including N/A, as appropriate.
6 If you have any queries or you would like some guidance on the tendering/quotation process, please contact the
Director of Procurement, John Feraday, or the Procurement Managers: Michelle Plimmer, Linda Tyrell, Richard
Lakos and Kat Humphries.
7 When all sections (parts A and B) on this form have been completed, the form should be attached to the
requisition on MyFinance so that the approvers at each level of the hierarchy can check the paperwork prior to
approval. Ultimately the requisition will need to be approved by a central UCL Finance & Business Affairs
signatory.
PART A
DEPARTMENT:
BRIEF DESCRIPTION OF ITEM BEING PURCHASED:
INVITATIONS TO TENDER (or provide a quotation)
If the order exceeds £172,514 excl. VAT (from 1st January 2012) have EU
Procurement Directive requirements been implemented?
If not, please state reasons –
If below £172,514 (excl VAT) please state the number of potential suppliers to
receive a tender (or to provide a quotation)
Has this been open to competition? (This can be advertised on the web free of
charge1)
If not, please state reasons –
If the normal tender procedures are being waived on the grounds that obtaining
tenders is not appropriate, or extreme urgency exists – have Procurement
Services been contacted?
1
Yes/No/NA
Yes/No
Yes/No
Supply2.gov.uk is a free, web-based information board that advertises requirements (tender bids and quotation requests) to a
wide audience of potential participants - http://www.supply2.gov.uk/
1
MAIN CRITERIA
Installation
Has access to the site and building been identified?
Yes/No
Has the UCL Estates Division been consulted regarding any premises
implications (including load bearing; services required - water, power, ventilation
etc)?
If there are implications, have costs and funding been identified?
Yes/No
Has the responsibility and cost for delivery, off loading and installation/testing
(including any insurance costs) been identified and funded?
Advance Payments
These should be avoided if at all possible, refer to part B.
Yes/No
Yes/No/NA
Quality and Service
Does the equipment need to be evaluated?
If so how will this be done (for example test, on-site trial)?
Yes/No
If services response time is important, has it been specified?
Yes/NA
Will other users be contacted concerning service and quality they have received
from the proposed supplier?
Yes/No
Health and Safety
Are there any Health and Safety implications?
If yes, how have they been dealt with?
Yes/No
Has the Department Safety Officer been informed?
Yes/No/NA
Training and Maintenance
What arrangements have been made for staff training?
Are training manuals required?
Yes/No
What warranty is applicable?
What arrangements have been made to maintain this equipment?
Have current rates for maintenance and spares been requested?
Yes/No
Has financial provision been made for maintenance of this equipment?
Yes/No/NA
In the event of a breakdown will loan equipment or some other provision be
required?
If so, please advise -
Yes/No
PART B:
Have tenders been sought for the requirement?
If tender procedures were not used, please state reasons -
How many tenders/quotations were received?
Yes/No
Please list the three lowest amounts against the respective suppliers
Supplier 1.
£
Supplier 2.
£
Supplier 3.
£
NOTE - Companies that provide an unsuccessful bid or quotation may request to be given reasons for the decision.
The criteria that were used should be fair and reasonable, compiled prior to the receipt of any of the information
and in line with the specification that was issued.
Proposed Supplier Please state the reason for selecting this supplier -
Advance Payments should be avoided if at all possible. If a significant payment in advance is unavoidable it must
be covered by an Advance Payment Guarantee from the supplier’s bankers. Any costs relating to the guarantee
must be met by the supplier or the UCL department placing the order.
What cost has the supplier requested to be paid in advance?
% and/or £
Please advise the reason for agreeing advance payment -
Does this advance payment equate to anything that UCL will have ownership of?
If so, please advise –
Yes/No/NA
Has an Advance Payment Guarantee been agreed to cover this amount?
Have any other arrangements been made to protect UCL in the event of non
delivery?
If so, please state -
Yes/No/NA
Yes/No/NA
TOTAL PRICE EXCLUDING VAT
VAT IF APPLICABLE
TOTAL PRICE INCLUDING VAT
£
£
£
Please confirm SOURCE OF FUNDING (specify Project, Task, Award)
The following documents must be attached:
a) Relevant pages from the successful tender or quotation indicating the price to be charged (not the full tender
response).
b) Copy of the OJEU advert if the order is over the EU limit.
c) Advance Payment Guarantee if a significant payment in advance has to be made.
d) Single source justification if tender not carried out.
Person completing the form
(This should be signed or if same
person raising the requisition on
MyFinance this can be left blank)
Head of Department
(This should be signed or the requisition
approved by HoD on MyFinance)
Name
Name
Signature
Signature
Date
Date
School Finance Director
(This should be signed or the
requisition approved by SFD on
MyFinance)
Procurement
(This should be signed or the requisition
must be approved by Procurement on MyFinance)
Name
Name
Signature
Signature
Date
Date