Purchase procedures and rules

Purchasing procedures

Below, you will find an overview of the purchasing procedures per 1 September 2016 for (1) deliveries and services and per 1 April 2013 for (2) works. Finally, the Purchasing department’s involvement in these procedures is described.

(1) Deliveries and services

The Executive Board has agreed to the memorandum pertaining to raising the limit for multiple direct agreements for deliveries and services from € 25,000 to € 50,000. For our clients, this means that at least one quotation must be acquired for orders with a value below € 50,000.

The memorandum can be found here.

Amounts exclusive of VAT.

No quotation has to be acquired for projects and/or orders with a value below € 2,500 per year, although these must be handled via Operational Purchasing.

A single direct agreement can be used for a 2b service (regardless of the amount involved), provided that the project is not international in nature. If international interests are involved, the UT will disclose the project with a suitable degree of publicity.

(2) Works

Amounts exclusive of VAT.

No quotation has to be acquired for projects and/or orders with a value below € 2,500 per year, although these must be handled via Operational Purchasing.

PROCEDURES

Single direct agreements:

The project is awarded to a single party which submitted its quotation following a request for quotation. These projects and orders must be handled via Operational Purchasing.

Multiple direct agreements:

A procurement method for which a limited number of natural persons or legal entities (selected by the purchasing party) are invited to submit their quotation or engage in negotiations.

National tender:

A procedure that is commonly published online, e.g. on the website of TenderNed. All interested service providers and suppliers can submit their offer.

European tender:

The European tender is an organised purchasing method. A tender refers to a process in which multiple parties are given the opportunity to submit their quotation for a project. European tenders are used by government institutions (ministries, provincial and municipal governments), public organisations and the utility sector, including energy and public transport companies. Whenever one of these bodies submits a request for proposal with a value that exceeds a certain amount (threshold amount), the organisation is required to use a European tender process.

More information about the European tender process can be found here.

INVOLVEMENT OF THE PURCHASING DEPARTMENT

Operational purchasing

This refers to the order process, including following up on orders and resolving common problems with suppliers. This is done by or on behalf of the authorising officer. The Purchasing department plays a supporting role.

Consultancy: issuing recommendations pertaining to the purchasing process

  • Specifying services/deliveries together with the internal client.
  • Drawing up a purchasing strategy.
  • Handling the drawing up of and overseeing compliance with purchasing documentation.
  • Advising on selection and award criteria.
  • Drawing up the purchase order and submitting the order to the supplier.
  • Substantive expertise is provided by the internal client or, if that is not possible, brought in from outside the University.

Execution: the Purchasing department handles the entire purchasing process.

Co-production: the Purchasing department acts as process manager and possibly as project leader. Furthermore, the department provides support during the tender process.

  • Specifying services/deliveries together with the internal client.
  • Drawing up a procurement strategy.
  • Handling the drawing up of and overseeing compliance with procurement documentation.
  • Advising on selection and award criteria.
  • Drawing up the contract and safeguarding it via the contract management system.
  • Substantive expertise is provided by the internal client or, if that is not possible, brought in from outside the University.

Posting date
2011

Modified
January 2018