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Zoology Purchasing Office

The main tasks of the Purchasing Office are:

  • To process departmental requistions to purchase orders
  • Act as a “Goods In” for all parcels, notify recipients and distribute parcels
  • Resolve queries relating to deliveries
  • To give as much help and advice as possible to members of staff on any purchasing matters
  • To ensure that the correct procedures are carried out at the different threshold limits (see below) as determined by the Central Purchasing Office of the University

Purchasing Office staff may suggest using alternative suppliers, if an order has been placed with a company that is not offering the best prices at the time. They will contact you before placing the order. Dealing with so many orders each week enables them to know where to get the best value.

You will be contacted when your deliveries arrive at the Purchasing Office. We would appreciate if deliveries could be collected from the Purchasing Office as soon as possible.

Any problems with any order should be notified to the purchasing staff, who will contact the supplier on your behalf.

Total value of Expenditure University CPO Preferred Suppliers(Framework Contracts)
Other Suppliers Marketplace
No quotes required

<£1000

No quote required

<£1000

One verbal quotation (confirmation in writing where the total value exceeds £1000 is considered best practice).

<1000 - £25,000

Only the price from the Marketplace is required

Telephone/online/ fax/email quotes

>£1000 - £50,000

Contracts already in place

 

>£1,000-£25,000

Three Written Quotes

Competitive quotations

>£50,000

Three or more written quotes to a purchaser specification (low risk items to purchase)

>£25,000 - £50,000

Three or more written quotes to a purchaser specification (low risk items to purchase)

<£25,000 - £50,000

Three or more written quotes to a purchaser specification (low risk items to purchase)

Competitive quotations (high risk)

>£50,000

Formal invitation to tender (three or more suppliers), including specification but no need to advertise (High risk items to purchase)

>£50,000

Formal invitation to tender (three or more suppliers), including specification but no need to advertise (High risk items to purchase)

Tenders

>£50,000

Formal invitation to tender, including specifications. Selected candidates after advertisement from preferred suppliers.

>£50,000

Formal invitation to tender, including specifications. Selected candidates after advertisement from preferred suppliers.

Procurement Services must be consulted/ involved and agree the most appropriate procurement method,

>100,000

 

>100,000

 

>100,000

 

EU Thresholds > £173,934* for goods and services
>£4,348,350* for works
>£173,934* for goods and services
>£4,348,350* for works

* Current March 2014. Updated bi-annually

Exemption procedures

The Department of Zoology, as part of the University of Cambridge, complies with UK and EU Financial Regulations.

The Department can help with requests for "Dispensation from usual Competitive Purchasing Practice" when:

  • An exemption is necessary because of an unforeseen emergency involving immediate risk to persons, university property or serious disruption to the department.
  • The goods/services are the subject of the contract, where they can only be supplied by one specialist manufacturer.

If neither of these clauses apply, the department must look at and consider the written advice provided by the Central Purchasing Office. Exemptions only apply to orders greater than £1000 and if there is a good reason why you could not obtain 3 written quotes.

To apply for an exemption, an Exemption Form must be completed and signed by the Departmental Administrator.

Any exemption granted for more than one year must be reviewed annually and either reconfirmed or amended. The Purchasing Office is obliged to keep a record of permanent exemptions.