8. Procurement
In order to ensure best value for money, all goods and services claimed for as part of the project need to be openly and fairly procured. Applicants need to provide written quotes, references to catalogue listings or formal tenders as part of their application.
The following guidelines should be followed depending on the value of an individual item:
| Thresholds and Advertising Requirements Estimated Value of Goods, Services or Works* | Number of Quotations/Tenders Required** | Method of Obtaining Quotations/Tenders |
|---|---|---|
|
£0 - £4,999 |
Sufficient number to demonstrate best value and integrity of process. Consideration of local suppliers must be part of the process. The Corporate Procurement Unit of Ceredigion County Council should be contacted if you need advice on what to procure and/or where to source it. |
Verbal enquiry confirmed by email. Internet searches including Sell2wales, trade paper etc. |
|
£5,000 - £24,999 |
A minimum of 4 quotations to be sought and at least 2 received. Consideration of local suppliers must be part of the process. |
Formal written quotation. Sell2wales. Quick Quotes to be considered. |
|
£25,000 - £99,999 |
A minimum of 5 quotations to be sought and at least 3 received. Consideration of local suppliers must be part of the process. Please refer to the Procedure Flowchart (Appendix 1) for the action to be taken if there are not enough suppliers to invite or if the minimum number of quotes has not been received. |
Either
|
|
£100,000+ to below OJEU |
Minimum of 5 formal tenders invited through an open call for competition or following an open call for competition (as in the case of a Restricted Tender process) and at least 3 received. Please refer to the Procedure Flowchart (Appendix 1) for the action to be taken regarding invitations to tender or if the minimum number of quotes has not been received. |
In the first instance a check must be made to ensure the contract value over its proposed period of validity is under the OJEU threshold or not. This information can be found on the OJEC website. A full electronic tender process is mandatory, and to be conducted through etenderwales. Below OJEU threshold a standard Contract Notice must be published and above the threshold an OJEU notice must be published. Both Notices are to be published through Sell2wales. The Corporate Procurement Team will manage this process. |
Evidence of expenditure must be provided by submitting paid invoices/receipts and bank statements showing payments.
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