Ollscoil na hÉireann, Gaillimh
FINANCIAL POLICY & PROCEDURES MANUAL
ENGAGEMENT OF CONSULTANTS
Version:
1
Approved by: Údaras na hOllscoile
UO/M16/13.2.10
1
Replaces:
Date: 27th June 2007
INTRODUCTION
1.1
2
The University seeks to ensure that its practices and procedures are objective and
transparent, and it regards the published Government Guidelines in relation to
engagement of consultants as representing current best practice. These guidelines
apply to Government Departments and other bodies dependent on state funding.
The University, in general, adopts these guidelines, the full details of which are
available on the Government website www.finance.gov.ie/documents/publications
AUTHORITY AND RESPONSIBILITY
2.1 Údaras na hOllscoile has overall responsibility for purchasing and procurement
activities. In general, these functions are delegated through a decentralised
structure with limited authority being vested in relevant budget holders. Strict
limits of authority are applied, the general principle of which is that the
authorisation level required increases with the value of the goods/service being
acquired, see Paragraph 4.4.
2.2 The budget holder has responsibility for placing orders, receiving goods/service,
confirming value and authorising payment and ensuring compliance with the
University Policies and Procedures.
2.3 Where the consultants are engaged in accordance with this policy, the budget
holder has responsibility for specifying requirements, identifying appropriate
consultants and negotiating contract conditions.
3
POLICY
3.1 The policy of the University in the matter of engagement of consultants is to
comply with the Government guidelines which are designed to ensure:3.2 Competitive Tendering – to ensure compliance with national and EU public
procurement policy and legislation.
3.3 Appropriate Management Processes – for the successful completion of the project.
3.4 Attainment of Value for Money (VFM), the three elements of which are:-
NUI, Galway Financial Policy & Procedures Manual – Engagement of Consultants cont’d
(I)
(II)
(III)
4
Economy
Efficiency
Effectiveness
PROCEDURES
4.1 Prior to considering the hiring of consultants, the University budget holder must
first determine that the project/service cannot be delivered in-house. If adequate
internal resources are not available, or if external input is warranted in the
particular circumstances, then the engagement of consultants may be considered.
4.2 If properly determined that engagement of external consultants is warranted, the
budget holder should proceed in compliance with the University’s Purchasing and
Procurement policy which may be sourced at:
http://www.nuigalway.ie/procurement/policies_procedures.html
4.3 In addition to adhering to the University’s Purchasing and Procurement policy
when engaging consultants, budget holders should document the decision to
acquire such form of external support, i.e. they must demonstrate (and document)
a business case in support of their decision.
4.4 Advance approval of the business case is required, the seniority of which should
mirror that of the increasing thresholds of the University’s Procurement Policy as
follows:€5,000 - €50,000
Engagement of consultants where the projected costs amount to between €5,000
and €50,000 may be made at the discretion of the budget holder within his/her
budget. Three written quotations should be obtained unless the service being
procured is a “sole supply” meaning that no other consultant is deemed suitable as
reflected in the documented business case. Purchase orders must be completed
and processed through the Accounts Payable Office. The budget holder or his/her
nominee must sign the purchase order.
€50,000 - €100,000
Engagement of consultants where the projected costs amount to between €50,000
and €100,000 may be made at the discretion of the budget holder within his/her
budget. Competitive tendering by public advertisement (where appropriate) must
be undertaken and the budget holder and either the Bursar or relevant UMT
Member must signify their approval in advance and in writing. Purchase order
(or supply contract) must be completed and signed by the budget holder, and
either the Bursar or relevant UMT member and be processed through the Accounts
Payable Office. Invoices are to be authorised by the budget holder.
€100,000 - €210,999
Engagement of consultants where the projected costs amount to between €100,000
and €210,999 may be made at the discretion of the budget holder within his/her
budget. Competitive tendering by public advertisement must be undertaken and
both the Bursar and relevant UMT member must signify in advance and in
NUI, Galway Financial Policy & Procedures Manual – Engagement of Consultants cont’d
writing, their approval. Purchase order (or supply contract) must be completed
and signed by the budget holder, the Bursar and relevant UMT member and be
processed through the Accounts Payable Office. Invoices are to be authorised by
the budget holder and relevant UMT member.
€211,000 +
Engagement of consultants where the projected costs amount to €211,000+ may
be made at the discretion of the budget holder within his/her budget. Competitive
tendering by public advertisement must be undertaken and EU Directives
2004/18/EC shall be complied with. Formal Finance Resource Committee
approval is required in advance of placing advertisement. Specific number of days
notice is required for placement of advertisements in compliance with EU
directives, which should be referred to in all cases. Purchase order or supply
contracts must be completed, signed by the budget holder and the Bursar and
relevant UMT member, and be processed through Accounts Payable Office prior
to entering commitments. Invoices are to be authorised by the budget holder and
relevant UMT member.
In the unlikely event of either or both Bursar and relevant UMT member being
unavailable sign off on the engagement of consultants as outlined herein, the
matter should be referred to the President of the University for decision.
Stiúrthóir Cuntasaíochta Airgeadais
Meitheamh 2007
FRC/M18/7(a)