This Route provides guidance and templates for procurements that are:
This Procurement Journey Route should only be used by individuals who are authorised to procure for their Scottish public sector organisation.
You do not need extensive purchasing training, however it is assumed that you have an awareness of:
If your procurement does not meet the above requirements, or you do not have the authority to procure, contact your Procurement Function or Centre of Expertise (COE) .
The main objectives of this Route are to:
For example, a contract of £10,000 per year (excluding VAT) over three years plus a 1 year £10,000 extension (excluding VAT) is a £40,000 contract i.e. 3 x £10,000 + £10,000.
Please note, requirements must not be 'split' into contracts of lower value, or contracts reduced in duration, to avoid the need to advertise/conduct a full tender exercise.
If you have answered 'yes' to any of the above questions please contact your local Procurement Function or Centre of Expertise (CoE) before proceeding.
You should keep a file for your Route 1 procurement documents, in case of future audit.
You should make sure you are familiar with:
Please note that purchases of goods and services may routinely be the subject of Freedom of Information (FoI) requests.
Your quote should be sent to the suppliers you want to participate in your quote. This can be done using the Quick Quote functionality in Public Contracts Scotland (PCS) or by other means e.g. in writing via email or by post.
PCS is recommended as:
Your quote should include all of the documents a potential bidder would need to decide whether to bid or not e.g. your specification, and to be able to respond to your quote e.g. a pricing spreadsheet that the bidder needs to complete.
Prepare Documents provides a checklist of documents that should be included in your quote as a minimum.
If using Quick Quote in PCS for your quote please note that the following file size restrictions apply for uploading documents:
Once you have completed all stages of your procurement you must seek approval on who to award your quote to. This approval process must follow your organisation’s governance requirements.
Once approval has been received you should notify the successful and unsuccessful suppliers of the outcome in writing. More information, including letter templates, can be found in the Contract Award station.
Before carrying on, please check you have everything you need:
Please ensure this guidance is used in conjunction with the internal governance, policies and procedures for your Organisation.