Appendix 2 – Procurement Thresholds

Up to £999

Obtain a minimum of one verbal quote.

Or

The use of a framework, Mini-Competition/ Direct award.

Or

A NFRS term contract where prices are pre-agreed.

Verbal Quotation

Take advice from the NFRS Procurement department.

Ensure best value has been achieved.

Record all actions taken to achieve best value.

If a framework is used, then the terms and conditions of the framework are to be strictly followed.

NFRS Purchase Order with standard terms and conditions or bespoke NFRS terms and conditions.

NFRS Purchase order using a supplier’s terms and condition.

If purchasing from a framework, the framework terms and conditions will apply.

Framework contract or standard form of contract or bespoke form of contract.

Budget Holder – spend must be within budget holders approved budget.

£1,000 to £4,999

A minimum of one supplier to be invited to quote.

Or

The use of a framework, Mini-Competition/ Direct award.

Or

A NFRS term-contract where prices are pre-agreed

Written quotations may be via email or be obtained from an on-line price list(s).

Take advice from the NFRS Procurement department.

Ensure best value has been achieved.

Record all actions taken to achieve best value.

If a framework is used, then the terms and conditions of the framework are to be strictly followed

NFRS Purchase Order with standard terms and conditions or bespoke NFRS terms and conditions.

NFRS Purchase order using a supplier’s terms and condition.

If purchasing from a framework, the framework terms and conditions will apply.

Framework contract or standard form of contract or bespoke form of contract

Budget Holder – spend must be within budget holders approved budget.

£5,000 to £9,999

A minimum of two suppliers to be invited to quote.

Or

The use of a framework, Mini-Competition/ Direct award.

Or

A NFRS term contract where prices are pre-agreed.

Or

Authorisation to use a single source supplier using a single source supplier form.

Quotations must be based on a written specification/ requirement.

Quotations must be received in writing; alternatively, on-line price lists may be used to obtain like for like competitive prices.

Take advice from the NFRS Procurement department.

Ensure best value has been achieved.

Record all actions taken to achieve best value.

If a framework is used, then the terms and conditions of the framework are to be strictly followed.

NFRS Purchase Order with standard terms and conditions or bespoke NFRS terms and conditions.

NFRS Purchase order using a supplier’s terms and condition.

If purchasing from a framework, the framework terms and conditions will apply.

Framework contract or standard form of contract or bespoke form of contract.

Budget Holder – spend must be within budget holders approved budget.

if a form of contract other than NFRS official order is being used a tender award report required to be approved by Head of Finance.

Single Source Supplier – to be approved by Procurement Manager.

£10,000 to £24,999

A minimum of three suppliers to be invited to quote.

Or

The use of a framework, Mini-Competition/ Direct award.

Or

A NFRS term contract where prices are pre-agreed.

Or

Authorisation to use a single source supplier using a single source supplier form or business case.

Quotations must be based on a written specification/ requirement.

Quotations must be received in writing; alternatively, on-line price lists may be used to obtain like for like competitive prices.

Take advice from the NFRS Procurement department.

Ensure best value has been achieved.

Record all actions taken to achieve best value.

If a framework is used, then the terms and conditions of the framework are to be strictly followed.

NFRS Purchase Order with standard terms and conditions or bespoke NFRS terms and conditions.

NFRS Purchase order using a supplier’s terms and condition.

If purchasing from a framework, the framework terms and conditions will apply.

Framework contract or standard form of contract or bespoke form of contract.

Budget Holder – spend must be within budget holders approved budget.

if a form of contract other than NFRS official order is being used tender award report required to be signed by Head of Finance.

Single Source Supplier – to be approved by Head of Finance and Treasurer.

£25,000 to £49,999

A minimum of three suppliers to be invited to quote.

Or

The use of a framework, Mini-Competition/ Direct award.

Or

A NFRS term contract where prices are pre-agreed.

Or

Authorisation to use a single source supplier using a single source supplier form or business case.

Quotations must be based on a written specification/ requirement.

Advertising using the NFRS eprocurement portal and Contracts Finder.

Quotations must be recieved in writing.

Take advice from the NFRS Procurement Section who will review all procurement documentation, approve, and advertise.

Ensure best value has been achieved.

Record all actions taken to achieve best value.

If a framework is used, then the terms and conditions of the framework are to be strictly followed.

NFRS Purchase Order with standard terms and conditions or bespoke NFRS terms and conditions.

NFRS Purchase order using a supplier’s terms and condition.

If purchasing from a framework, the framework terms and conditions will apply.

Framework contract or standard form of contract or bespoke form of contract.

Tender Award required to be approved by Head of Finance and Treasurer via Tender Award Report.

Or

Single Source Supplier Form - to be approved by Strategic Leadership Team.

£50,000 up to WTO GPA public procurement thresholds

Formal tender process to be followed, minimum of five suppliers to be invited to tender.

Or

The use of a framework, Mini-Competition/ Direct award.

Or

A NFRS term contract where prices are pre-agreed.

Formal tender documentation.

Tenders must be based on a written specification/ requirement.

Advertising using the NFRS eprocurement portal and Contracts Finder.

Tender Submission must be recieved in writing.

Take advice from the NFRS Procurement Section who will review all procurement documentation, approve, and advertise.

Ensure best value has been achieved.

Record all actions taken to achieve best value.

If a framework is used, then the terms and conditions of the framework are to be strictly followed.

Prepare Tender Award Report for approval

NFRS Purchase Order with standard terms and conditions or bespoke NFRS terms and conditions.

NFRS Purchase order using a supplier’s terms and conditions.

If purchasing from a framework, then the framework terms and conditions shall apply.

Framework contract or standard form of contract or bespoke form of contract.

Legal advice may be required for bespoke Terms and Conditions.

Supplies and Service Contracts/Construction under £500,000 - Tender Award required to be approved by Head of Finance and Treasurer via Tender Award Report.

Construction contract over £500,000 -Award of contract to be approved by Finance and Resources Committee.

Above WTO GPA Public Procurement thresholds

Formal tendering process following the UK Public Contract Regulations.

Or

The use of a framework, Mini-Competition/ Direct award

Formal tender documentation.

Tenders must be based on a written specification/ requirement.

Advertising using the NFRS eprocurement portal, Contracts Finder and FTS.

Tender Submissions must be received in writing.

Take advice from the NFRS Procurement Section who will review all procurement documentation, approve, and advertise.

Ensure the Public Contract Regulation tendering processes are followed.

Ensure best value has been achieved.

Record all actions taken to achieve best value.

If a framework is used, then the terms and conditions of the framework are to be strictly followed.

Prepare award of contract report details.

NFRS Purchase Order with standard terms and conditions or bespoke NFRS terms and conditions.

NFRS Purchase order using a supplier’s terms and conditions.

If purchasing from a framework, then the framework terms and conditions shall apply.

Framework contract or standard form of contract or bespoke form of contract.

Legal advice may be required for bespoke Terms and Conditions.

Award of contract to be approved by Finance and Resources Committee