Step by Step Guide

 All threshold values mentioned are excluding VAT.  Budget Holders should ascertain the correct rate of VAT applicable and account for this in the budget amount available for the purchase.   

step by step

 

In line with Procurement Policy and best practice, NUI Galway requires Agresso purchase orders to be placed for all purchases, regardless of value.   Notable exceptions include our Travel and Water Cooler services and supplies, etc.

In order to ensure that you get the best possible value for money when you are purchasing something you should:

  1. Check if there is a Centralised Contract already in place which meets your need. If there is then you are expected to use it.
  2. If the centralised contract is a Framework Agreement then you must do a Mini-Competition Process
  3. If the goods/services you are looking for are only available from a sole supplier you must go through the Sole Source Process.
  4. If the goods/services you are looking for are not available as a centralised contract or from a sole supplier then you must look at the approximate value of your spend (over the life of the contract) to determine how to proceed. Advice on how to evaluate this is available from the Procurement & Contracts Office. Please consult the Estimating Contract Value section of the Procurement Reference Material for further detail.

If less than €25K – you need to follow the Quotation Process

If between €25K and €209K - you need to follow the National Tender Process 

If greater than or equal to €209K you need to follow the EU Tender Process

Note: Whatever process you use you will be required to evaluate the quotation/tender against a set of criteria before awarding the contract so you need to consider what those criteria might be and how you will judge them from the very start of the process.

Please note your responsibility when dealing with suppliers in buying goods and services, as set out in the NUIG Code of Conduct for Staff.