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Decision Matrix

Welcome to the decision matrix which has been designed to ensure that you find the most appropriate route for your requirements. Please ensure that you fully consider all questions throughout the decision matrix to ensure you find the right route.

Before you proceed please ensure that you have your organisation's authority to procure goods and or services on their behalf


A - Start

  • Identification of a need or requirement...
  • Is a purchase essential / is there a robust business case?
  • Is there the budget? Have you got the approval from the relevant person?
  • Are there any existing contracts for similar supplies / services within your organisation, sector or at national level? Note that by aggregating demand you may be able to achieve better value
  • You can refer to your procurement department or other buying organisations for further information
  • Ensure that you are aware of internal governance for your organisation

B - Are there existing contracts or framework agreements that will meet your need or requirement?

Yes

Obtain information from the contract/framework agreement and determine if you can use it. If you can, use the agreement in accordance with the terms and conditions and any relevant further competition guidance and tools provided. NB: In some cases you may still need to follow the appropriate steps of the Procurement Journey.

Yes, but...

Obtain information from the contract/framework agreement and determine if you can use it. If you can't use it, you should determine the appropriate Procurement Journey using the Decision Matrix below.

No

You should determine the appropriate Procurement Journey using the Decision Matrix below.

You can find out more about sector frameworks via the UK Universities Purchasing Consortia here; other framework providers such as Crown Commercial Service (CCS) may also offer a solution that meets your needs.


C - Decision Matrix

These notes are intended to provide guidance for determining the appropriate Procurement Journey Route. If you are in any doubt of which route to use please contact your Procurement Department. 

Route 1 provides guidance and templates for procurements that are:

  • low value - a total estimated value of under £50k, excluding VAT, or the relevant procurement threshold amount within your institution,
  • low risk,
  • non-repetitive.

Route 2 provides guidance and templates for procurements:


Determine the Procurement Journey Route

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