Frequently Asked Questions

 What is the difference between a ‘One off Contract’, a ‘Recurrent Contract’ and a ‘Framework Agreement’?

 A “One off Contract” is a legally binding agreement between two or more parties for the supply of goods, services or works. Examples of one off requirements include: supply of a website design, supply of a vehicle or the construction of a building.

 A “Recurrent Contract” is a legally binding agreement between two or more parties for the supply of goods, services or works for items or services that will require to be renewed via a re-tendering exercise, e.g. windows cleaning services, server maintenance or bedding packs replacement.

 A “Framework Agreement” is a legally binding agreement between two or more parties for the supply of goods, services or works based of a particular type and identity during a specific period of time. There is no obligation to purchase a particular or any quantity from the appointed framework supplier(s). Buyers can call off goods or services from a framework as and when required. E.g. Supply of furniture.

What is the difference between an ‘Invitation to Quote’ and an Invitation to Tender?

An “Invitation to Quote” is the simplest way to request pricing for goods and services up to a total value of £25,000 ex-vat. It entails contacting suppliers directly to request prices. The contract will then be awarded following a consideration of price alone or quality and price.

A “Tender” is a more formal, controlled process which identifies  the supplier that offers the best overall value for money Tender processes are required to be conducted when purchasing goods or services with a total value of £25,000 ex-vat. All tendering should be undertaken in collaboration with the Procurement Services.

Does the University have an approved suppliers list?

No, the University does not maintain any “Approved Supplier list”.

Do I need to keep the paperwork relating to an invitation to quote and for how long for?

Yes.  Faculties and Service Areas must keep the paperwork related to a specific invitation to quote for a minimum period of 7 years. See the Procurement Policies & Procedures for details.

When can a Waiver be used and in what particular circumstances can a Waiver be justified?

A waiver should only be considered in exceptional circumstances. For example, if the goods or services are unique and can only be provided a single supplier; to address an emergency requirement, and to demonstrate value for money where a completion has not been conducted. This can be the case if, for example, a research outcome can only be achieved by using a technology delivered by a specific manufacturer.

Note: a waiver cannot be used to justify sourcing decisions which are the result of a lack of planning. See Procurement Policies & Procedures for further details.

How long does a tender process normally take?

EU - Open tender

Between 4 and 6 months from specification being fully developed and available to Procurement Services

EU - Restricted Tender

Between 4 and 6 months from specification being fully developed and available to Procurement Services

Nationally Advertised Tender - Open

Between 2 and 3 months from specification being fully developed and available to Procurement Services

Local - invitation only tender (unadvertised)

2 months from specification being fully developed and available to Procurement Services

Mini-competition

2 months from specification being fully developed and available to Procurement Services

Can I re-use a supplier I have used previously as they provided a good service (quotation)?

It is possible so long as you follow due process detailed in the policy and procedure depending on the value of the requirement. If you are requesting quotations you can invite them to submit a quotation.

Who shall I contact if I have got an Agresso issue?

You should contact the Finance Systems Team for Agresso support: financeproject@stir.ac.uk.

What is the process I’m required to follow to get new supplier set-up on Agresso?

You should complete a “New Supplier Account Request Form”. This form is available from the Payment section web pages. Once completed you should email it to the procurement inbox at procurement@stir.ac.uk

On receipt, the Procurement team will ensure the Procurement Procedures compliance “self-certification” has been completed. The form will then be passed to the Payment Section who will be responsible for setting up the new supplier on Agresso. It is the Payment Section team that will let the requester know when the supplier will have been set-up and advise the supplier ID.

Who shall I contact if I need the details of an existing supplier on Agresso require to be updated?

If the changes are related to bank details then a “New Supplier Account Request Form” should be submitted.

If the bank details remain the same but the change is related to the address, name or email address, you should contact the Payment Section team directly, payment.section@stir.ac.uk.

Why do I have to create the purchase order and send it to the supplier before receiving the invoice?

A purchase Order is an official “contract” with a supplier. The supplier will then state the purchase order number on the invoice they submit.

Creating a purchase order also ensures the Budget Holder can approve the expenditure to be made prior to the commitment to purchase is made to the Supplier.

Do I have to create a purchase order on Agresso for a “one-off” purchase from a supplier I am unlikely to use again?

Yes, using the Supplier ID ‘7’ within Agresso.

Do I have to set-up a new Supplier to create a purchase order on Agresso for a “one-off” purchase from a supplier I am very unlikely to use again?

Not if the value is below £3,000 incl vat. If under the £3,000, you should create a purchase order using the Supplier ID ‘7’. Selecting this Supplier ID will be prompted to enter the bank details of the supplier so you need to ensure these are hand before you create the requisition.

Yes, if the value is above £3000 inc vat.

I prefer a specific branded product. Can I just state this brand/model in my specification?

No, your specification should be generic and describe the nature, technical requirements but not the brand or model. However there are some occasions when it could be appropriate to state the brand/manufacturer but this must be followed by “equal or equivalent to”.

How can I find out if other Faculties or Service Areas have redundant equipment that my Faculty/Service Area could make use off?

Surplus equipment/items can be found on WARPIT https://www.warp-it.co.uk or by contacting the University porters.

How do I get a new university mobile phone?

All request for mobile phones must be emailed to the Information Service Helpdesk at information.centre@stir.ac.uk .

New Public Procurement Regulations

Further FAQs published by Scottish Procurement:-

http://www.gov.scot/Topics/Government/Procurement/policy/ProcurementReform/procurementlegislationfaqs

  

© University of Stirling FK9 4LA Scotland UK • Telephone +44 1786 473171 • Scottish Charity No SC011159
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