Online Procurement Awareness Training

The principal guidance found within the Procurement Awareness training, collates the various rules applicable to the procuring and purchasing of goods, works and services for the University. These include:

• Legislation
• The University's Ordering procedures
• Elements of best practice

Compliance with this guidance is expected from all staff within the University.

This training compromises of two-parts

• A short video on Procurement Services
• A multiple-choice knowledge quiz to be completed after watching video

To complete the Online Procurement Awareness Training, use your DS Login details, and type in the enrolment key below when prompted:

"procurement2021"

• Procurement Awareness Training - presentation Slides
• Procurement quick reference guide  - please refer to this Guide for assistance when you have a purchasing requirement.
• Modern Slavery Training Slides- 2024 Mordern Slavery Training Slides

Contents

• Mission statement
• Who we are
• Key principles in conducting procurements
• Procurement process
• Framework agreements
• Procurement thresholds
• Awarding without competition
• Suppliers on FMS (Financial Management System)
• Creating a purchase requisition
• Request for payment
• Non-compliance procurement risks
• FAQs

Mission statement

To work collaboratively with faculties, departments, suppliers and other public bodies to implement efficient and cost-effective sustainable procurement practices that deliver best value for money on supplies, services and works whilst supporting the University's Strategic Plan.

Who we are

University Procurement (UP) sits under the Finance Directorate and provides support and guidance to staff for all purchasing and procurement requirements. As well as advising on available procurement routes, UP support and drive tendering for high value requirements, assist with contract and supplier management, advocate for compliance in all purchasing activity and help mitigate risk to the University.

Key principles in conducting procurements

All procurement activities should be carried out in accordance with the relevant procurement legislation or internal governance procedures.

Guidelines which have been established to Protect the University's interests with regards to:

• Encouraging an innovative market response
• Value for money which considers whole life costs; evaluation should not be based on price alone.
• Compliance with procurement legislation:
  • The Public Contracts (Scotland) Regulations 2015
  • The Public Contracts (Scotland) Amendment Regulations 2016
  • The Procurement Reform (Scotland) Act 2014
• Application of the appropriate Terms and Conditions of Contract
• Adherence to the University Financial Regulations and purchase to pay procedures
• Open and transparent competition facilitated by electronic tendering
• Internal and external auditing
• Consideration of corporate and social responsibility measures
• Environmental and Sustainability consideration
• Fair work first consideration

Procurement process

There are Procurement thresholds which apply to the aggregate (total) value of all requirements for the purchase, lease, rental or hire of goods and services of a similar type. In judging whether supplies/services are “of a similar type”, account should be taken of whether they would normally be ordered together and/or from the same suppliers.

Aggregate value may be calculated by one of the following methods:

• the estimated value of separate contracts for meeting a single requirement
• the total value of goods and services purchased during the last financial year from the same supplier
• the estimated total value of all contracts/orders expected to be placed in the next financial year, or during the term of the contract (if the term of contract is longer than one financial year)
• where contracts have no definite duration but are ongoing supply, aggregate value should be calculated as 4x the annual value

Please consider the aggregate spend when assessing your procurement route as this relates to which procedure you are required to follow. As outlined below: