Code:
Title:
Date:
Approval:
QA100
Procurement Policy
21 January 2014
UMT
1.0 Purpose
Enable Innovation, Effectiveness and Value for Money through systems and procedures for acquiring
supplies, services and works within national and EU policy and legal requirements.
2.0 Description
The University accepts its procurement policy obligations as a single public authority bound by EU
directives and national policy. It will comply with these obligations and with regulatory and funding
body requirements and guidelines. The University will acquire services, supplies and works through
competitive tendering or other forms of open competition, and will design its procurement systems
and procedures to enable innovation, effectiveness and value for money.
Different policy provisions and detailed procedures apply depending on the value of individual
purchases, and on the University-wide aggregated value of multiple purchases. As a single public
authority the University is obliged to consider the aggregated value of multiple purchases across all
its organisational units.
Significant value for money can be achieved by aggregating purchases across the University and
through contracts held by national and sectoral purchasing bodies. The University will mandate the
use of suitable contracts where they are available, collaborating to put contracts in place and to
ensure that they meet our requirements. Where suitable national or sectoral contracts are not
available the University will continue to utilise local contracts.
Purchasing activity and its aggregation is to be monitored and regulated by the Head of Procurement
& Contracts, reporting to the DSI and ultimately the EDO, who is responsible for commissioning and
putting in place the processes and procedures required to meet the University’s policy obligations.
The University operates a system of “thresholds” which determine the applicability of particular
policy provisions and procedures under this policy.
Procurement processes and procedures shall seek to minimise the effort and time demanded of
persons engaged in teaching and student support, research and managing the business of the
University, and to deliver best value for money when considered over the totality of the purchasing
to payment process, from the initial purchase decision through to supplier payment, reporting to
budget holders, and monitoring compliance. Processes and procedures shall also seek to facilitate
rapid, effective and efficient purchasing of individual low value items to meet needs which fall
outside the scope of established contracts. Such purchases can be critically important to delivering
the flexibility and innovation which is required if the University is to be effective in undertaking
research, teaching and student support, and in managing itself.
This policy applies to all persons engaged in procurement activity in or for the University, and all
such persons are obliged to comply with this policy and its related procedures. Persons undertaking
procurement are obliged to conduct their procurement activity in accordance with the relevant EU
1
legal provisions, national policy frameworks, and the provisions of this policy, and must be able to
provide evidence of so doing.
2.1 Definitions
Term
Definition
Processes and Procedures
The collection of ICT systems, forms, and documented controls and procedures which
together provide budget holders with a capability to select, order, receive, pay for, and
maintain and report and record of the procurement of goods, services, and works.
(In the context of national and sectoral contracts) The requirements addressed by the
contract and the implementation and fulfilment arrangements which it puts in place
demonstrably meet the reasonable needs of the University and of prospective users in the
University community. Price levels, price structures and value for money under the
contract are appropriate to the positioning of the University as a third level educational
institution.
Suitable
3.0 Responsibilities
Name
Responsibility
EDO
UMT
Policy Owner
Agree policy and related procedures for approval through Údarás subcommittees
Provide standard processes and procedures to support purchasing at different
ranges of value. Develop, implement and operate accreditation procedures for
persons undertaking procurement.
Commission the monitoring of compliance of procurement practices across the
institution and report the outcome to UMT.
Monitor and report on high value purchasing and on aggregation of low value
purchases. Central repository for all EU tendering documentation.
Conduct procurement activity in compliance with this policy and with procedures
developed under it. Maintain records of procurement activity in order to be able
to demonstrate compliance
Head of Procurement &
Contracts
Procurement Office
Budget Holders
4.0 Attachments
4.1 Schedule of procurement thresholds.
A schedule listing threshold values above and below which particular procurement procedures must
be applied. The schedule does not form part of this policy. The threshold values will be adjusted
from time to time in line with EU legislation and an appropriate update notice will be issued by the
Procurement Office.
2
Schedule of Procurement Thresholds
Process
Where a
Centralised
Contracts
exists
Non Works (Supplies/Services)
No quotations / tenders required.
Purchase Order (PO) Placement /
Goods Received Notice (GRN) required.
Works
No quotations / tenders required.
PO Placement / GRN required.
Required Approvals
Not applicable
Where a
Framework
Agreement
exists
Written quotations are required from
the panel of suppliers (mini-tender).
PO Placement / GRN required.
Written quotations are required
from the panel of suppliers (minitender). PO Placement / GRN
required
Not applicable
Quotations
<€5,000 – seek 1 written quotation
from a genuine participant applicable
to the requirement, and short written
explanation on how value for money
has been achieved.
<€10,000 – seek 1 written
quotation from a genuine
participant applicable to the
requirement, and short written
explanation on how value for
money has been achieved.
PO and invoice approved by
Budget holder or designated
nominee.
€5,000-€25,000 – seek 3 written
quotations from genuine participants
that are applicable to the
requirements. Quotations will be
sought in response to a brief
specification, and short written
explanation on how value for money
has been achieved.
Competitive
Tender National level
Competitive
Tender - EU
Threshold
€25,000-€209,000 - Competitive tender
by national advertisement on the
Government website
(e-Tenders).
€10,000 - €50,000 - seek 3 written
quotations from genuine
participants that are applicable to
the requirements. Quotations will
be sought in response to a brief
specification and short written
explanation on how value for
money has been achieved.
€50,000-€250,000 - Competitive
tender by national advertisement
on the Government website.
(e-Tenders).
Open Procedure is mandatory up to
€125,000.
Open Procedure is mandatory up
to €250,000.
For values over €125,000 an Open or
Restricted Procedure can be applied.
Tendering through approved
purchasers with the support of the
Procurement & Contracts Office where
appropriate.
For values over €250,000 an Open
or Restricted Procedure can be
applied. Managed by Approved
purchasers in Buildings Office.
>€209,000 - Competitive tender by EU
and National advertisement on the
Government website.
(e-Tenders).
>€5,225,000 - Competitive tender
by EU and National advertisement
on the Government website.
(e-Tenders).
Managed by Approved purchasers
supported by the Procurement and
Contracts Office.
Managed by Approved purchasers
in Buildings Office.
PO and invoice approved by
Budget holder or designated
nominee.
Pre-tender Approval for nonworks: Budget holder and Head of
Procurement & Contracts .
Pre-tender Approval for works:
Budget holder or relevant nominee
and Head of Procurement &
Contracts.
PO / invoice Approval <€100k
=Budget holder or nominee.
PO / invoice Approval >€100k =
Budget Holder and Bursar (or
relevant UMT member).
FRC Approval required at both pretender and acceptance of tenders
stages.
All supplies, services and works
contracts for FRC approval must be
submitted through the
Procurement & Contracts Office.
PO/invoice approval for works/non
works: Budget holder, Bursar and
relevant UMT member.
PO/Invoice Approval for Works:
Budget holder and Bursar and
relevant UMT member.
All threshold values are excluding VAT. Budget Holders should ascertain the correct rate of VAT
applicable and account for it in the budget amount available for the purchase.
3