You should seek quotations from a minimum of three suppliers who have the experience and expertise to meet your requirements for the goods or services. In order to receive three quotes back from suppliers you may wish to approach four or five suppliers in case not all respond.
Suppliers may be identified by other means. For example, using internet searches or trade publications.
If you are unable to identify three suppliers, you should refer to the Route Two process.
As previously noted, the Route One process should not be used where formal advertising is required, either as a result of the requirement exceeding relevant procurement thresholds, or that your organisation’s own financial regulations require the procurement to be advertised. Where advertising is necessary, the requirement should be formally tendered. If you require to advertise a contract, please contact your Head of Procurement or Central Procurement team.
You should endeavour not to restrict your selection to existing suppliers. This will help suppliers who have not previously bid for work with your organisation gain access to opportunities and gain experience working for the HE Sector. This will also facilitate competition, encourage innovation and ensure best value in future service delivery.
If only one supplier can undertake the work required you should seek guidance from your local procurement team or senior management in your organisation. You should then follow the remainder of this process. For commercial reasons you should not inform the supplier that they are the only suppliers involved in the process.
Prepare Quotation Documents
