Guidance

For purchases up to £5,000, ensure Value for Money and confirm funds are available. A single verbal or written quote is sufficient.

Raise a requisition and gain approval before placing any order.

Actions Required

1. Check budget is available.
2. Verify supplier is in the finance system.
3. Obtain and document at least one quote.
4. Raise and gain approval on requisition.
5. Finance team places the order.

Next Steps

Raise your requisition in the finance system and attach any relevant documentation.

Guidance

Spend between £5,000 and £25,000 requires a competitive process. Obtain a minimum of two written quotes to demonstrate Value for Money.

Use the Quick Quote Tool to create a consistent document to send to suppliers.

Actions Required

1. Check budget.
2. Define requirement clearly with full specs.
3. Identify at least two suppliers (recommend three).
4. Send quote documents with a return deadline.
5. Evaluate quotes against pre-defined criteria.
6. Raise and approve requisition, inform all suppliers.

Next Steps

Raise your requisition in the finance system. Attach all quotes and evaluation notes.

Guidance

A formal RFQ process is required for this level, managed in partnership with the Procurement Team. Engage early to ensure your timescales are met.

RFQ Process Steps

1. Contact the Procurement Team immediately.
2. Work with Procurement to define requirements.
3. Procurement identifies and invites suppliers.
4. Formal evaluation by Procurement Team.
5. Select supplier and raise requisition.

Next Steps

Contact the Procurement Team immediately. Do not proceed without their involvement. They will guide you through the entire process.

Guidance

Expenditure over £179,089 is subject to a mandatory formal tender governed by the Procurement Act 2023. Exclusively managed by the Procurement Team.

Actions Required

• All activity managed by Procurement Team.
• Comprehensive business case required.
• Formally advertised public tender.
• May require Trust Board approval.

Next Steps

Engage the Procurement Team immediately. Allow up to 12 months for the full process from initiation to completion.

Guidance

For minor works up to £5,000, ensure Value for Money and confirm funds. A single documented quote is sufficient. Raise a requisition before any work is instructed.

Actions Required

1. Check budget.
2. Verify supplier in finance system.
3. Obtain and document one quote.
4. Raise and approve requisition.

Next Steps

Raise your requisition in the finance system and attach relevant documentation.

Guidance

Small works between £5,000 and £25,000 require a minimum of two written quotes to demonstrate Value for Money.

Actions Required

1. Check budget.
2. Define requirement with specifications.
3. Source at least two suppliers.
4. Request, receive and evaluate quotes.
5. Raise requisition and inform all suppliers.

Next Steps

Raise requisition with all documentation attached.

Guidance

Works between £25,000 and £4,477,174 require a formal process under the Procurement Act 2023 managed with the Procurement Team.

Process Steps

1. Engage Procurement immediately.
2. Prepare RFQ document with Procurement.
3. Invite suppliers via Procurement.
4. Formal evaluation.
5. Select supplier and raise requisition.

Next Steps

Contact the Procurement Team as your first step. Do not proceed without their involvement.

Guidance

Works over £4,477,174 require a mandatory formal tender under the Procurement Act 2023, managed exclusively by the Procurement Team.

Actions Required

• All activity managed by Procurement.
• Comprehensive business case required.
• Formally advertised public tender.
• Trust Board approval likely required.

Next Steps

Engage Procurement immediately. Allow up to 12 months for the full process.