Procurement

The procurement process will need to be considered when the activity involves securing services or purchasing goods from external suppliers.

Select the headings below to see guidance on how the procurement process typically aligns to the Delivering Results lifecycle.

Establish the Need

  1. Understand the activity requirements for procurement by following the university Financial regulations and adhering to purchasing thresholds for quotes and tenders.

Define the Scope

  1. Engage early with Purchasing in order to adopt the correct procurement route and investigate potential vendors.

Set Up

  1. Define requirement, agree award criteria and weightings, forward to Purchasing who then draft an ITT (Issue Invitation to Tender).
  2. Purchasing issue ITT via the online tendering portal and receive and distribute bids to
    the evaluation team.
  3. Review and clarify bids.
  4. Make vendor selection.
  5. Agree Contract.

Test & Deliver

  1. Delivery of services and/or goods.

Sustain Results & Review

  1. Handover – agreeing performance measurements with Service Level Agreements (SLAs) & Key Performance Indicators (KPIs) in place.
  2. Confirm who will be involved with performance review and on-going contract management.

Hints & Tips

  • You will need to start thinking about the procurement options at the outset.
  • When selecting a vendor, the University already may have a list of preferred suppliers (i.e. an approved shortlist) for that particular product or service.
  • This page is only intended as a reference point and for all information relating to Procurement, please access the University Purchasing department website: http://purchasing.leeds.ac.uk