Forms and Templates

Procurement Forms

Contract Award Approval Form

- must be completed where seeking approval to award a contract:

  • With a total value of £50k+, following a procurement exercise that complies with the University’s Procurement Rules; or
  • With a total value of £10k+, where an exception(s) to the University’s Procurement Rules is being sought.
Quotation Summary Form - to be completed so as to demonstrate that three quotes have been sought in the process of awarding a contract with a total value of between £10k and £24,999.
Insurance / Indemnity Change Form - must be completed where seeking approval to change any of the University’s default supplier insurance levels and indemnity provisions in the Standard Terms & Conditions
New Supplier Approval Form - must be completed, and then approved by the Procurement Unit, to allow Accounts Payable to add a new supplier to the finance system; so allowing the supplier to be paid. In assessing the completed form ahead of approval, the Procurement Unit will check that the Procurement Rules were followed when selecting the supplier

 

Procurement Templates

A range of templates has been produced by the Procurement Unit to assist in embedding best procurement practice.

Procurement Strategy Template – Outlines the preferred procurement route based on supply market analysis and an assessment of the options. Establishes the duration of the intended contract and the tender evaluation criteria to be used. Also prompts consideration of wider strategic objectives and risks, for example business continuity and intellectual property rights, and establishes the timetable for the procurement process
Procurement Strategy Checklist – A cut down version of the Procurement Strategy (above) prompting consideration of all relevant factors when planning a procurement exercise
Contract Specification – A useful template for developing the specification of the requirement
Service Level Agreement  - part of a service contract that defines the scope and quality of the service, including key performance indicators and related sanctions / incentives, as well as the responsibilities of the provider and the University
Request for Quotation for Goods – Template for gaining comparable quotes for goods contracts with a total value of between £25k and £49,999
Request for Quotation for Services – Template for gaining comparable quotes for services contracts with a total value of between £25k and £49,999
Selection Questionnaire 

- Template for pre-qualifying and shortlisting applicants for receiving an invitation to tender for goods or services contracts with a total value above the EU Threshold. The questions must also be incorporated within the invitation to tender document where inviting bids without a shortlisting stage, where above the EU Threshold. 

Estates Pre-Qualification Questionnaire  - Template for pre-qualifying and shortlisting applicants for receiving an invitation to tender for Estates category works or services contracts with a total value above the EU Threshold
Invitation to Tender - Template for gaining comparable tenders for goods or services contracts with a total value of £50k+
Tender Evaluation Panellist Declaration regarding any Conflict of Interest and Confidentiality Undertaking – Declaration to be completed and forwarded to the Procurement Unit by all tender evaluation panellists for contracts with a total value of £50k+
Reference Request  - Can be used to gain a reference from an organisation nominated by a tenderer
Award Decision Notice – Sent to the unsuccessful bidders, informing them of who it is that the University intends to award the contract following the 10 day ‘standstill period’, as well as their tender evaluation scores compared to those of the successful bidder. Such a notice is a requirement for procurement exercises above the EU Threshold
Contract Award Letter – Sent to the successful bidder to award the contract (following any ‘standstill period’)
Contract Extension Letter  - Sent to an existing supplier to extend a contract, where the contract provides for an extension
Contract Terms & Conditions Checklist - Assists in identifying the risks presented by a supplier’s Contract Terms & Conditions, where the University’s bargaining power is such that it is not possible to agree the contract on the University’s Standard Terms & Conditions. In all likelihood, such a situation will involve an exception/waiver to the University’s Procurement Regulations being sought, because there is not sufficient competition in the market to allow for the Regulation’s required level of competition.
TUPE Clarification Letter - Sent to a supplier at least 12 months ahead of the contract expiring to substantiate whether there will be any TUPE implications when the contract is re-tendered”
Request for TUPE Provisional List Letter - Sent to a supplier 6-12 months ahead of the contract expiring to gain high-level details of the employees likely to transfer with the contract (should a new supplier be appointed), and to be included within the Invitation to Tender document
Contract Obligations & Deliverables Table - Template that can be used by the Contract Manager to distil the contract obligations and deliverables into a simple table for ease of reference
Contract Summary - Template used to summarise the core elements of a contract for the Contract Manager, i.e. the key deliverables, quality standards, provisions for dealing with performance issues, and the exit strategy. The Procurement Unit standardly completes the template for £100k+ contracts it has tendered out and awarded, as an aid to the Contract Manager

 

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