Frequently Asked Questions - Procurement
1. I want to make a purchase, what form do I fill in and where do I take it?
2. Do I need my request authorised?
3. Who raises purchase orders for the Department and Hospital?
4. What are Stores opening hours?
5. How will I know when my purchase order has been raised?
6. How will I know my goods have arrived?
7. What do I do if my order is outstanding, or what I have received is not as expected?
8. I want to book a flight; can I email Fiona Roby with details?
9. Do I need a purchase order for all purchases?
10. What are the purchasing thresholds?
11. Where can I find details of what is required at each purchasing price threshold?
13. When do I need three written price quotations?
14. When do I need to ask a supplier to sign the University's Standard Terms & Conditions?
15. When do I need to follow the procedure for competitive proposals (mini tender)?
17. When do I need to go out to full tender?
18. When do I need to go out to EU tender?
19. I am not sure where to look for three quotations, is help available?
20. Am I obliged to choose the least expensive quotation I have received?
21. Is purchasing focused on the cheapest price?
22. What should I do if I cannot obtain three quotations as only one or two suppliers are available?
24. What is the MarketPlace/Science Warehouse?
25. Which suppliers are currently on the MarketPlace?
27. What are Framework contracts?
28. What Framework contracts do we currently have?
29. How can I check if a supplier already exists on CUFS?
30. Why am I unable to order straight away if a supplier is not on CUFS?
31. I need to use a new supplier not on CUFS, what do I do?
32. The supplier I need to use is on CUFS but has been de-activated, what do I do?
34. Can I order goods for my personal use through the Department?
35. I am a student; will I pay VAT on purchases used for my studies?
36. Will my purchases attract VAT or other taxes?
Q1. I want to make a purchase, what form do I fill in and where do I take it?
https://www.vet.cam.ac.uk/intra/Finance/purchaselinks/Stores%20forms For Stock items please select ‘Stores Internal Stock Requisition Form’. For all other purchases please select ‘External Requisition Form’. All requests for goods/services should be submitted to Stores, who will raise a purchase order. Please ensure all fields are completed to avoid your request being returned or delayed.
Q2. Do I need my request authorised?
Requests are only accepted if authorised by an individual who has authority on the account/research grant being charged, and at the appropriate level for the cost of the purchase.
Q3. Who raises purchase orders for the Department and Hospital?
All orders for goods/services/equipment are raised by Stores personnel. Your requests can be submitted to Stores via email to Stores@vet.cam.ac.uk or by hard copy. Fiona Roby and Sinead Sheerin raise purchase orders for travel. Please contact researchadmin@vet.cam.ac.uk. Paul Grainge raises purchase orders for radioactive substances.
Q4. What are Stores opening hours?
Stores are open daily 9am until 1pm and then 2pm until 4.30pm. In the event of staff absences these hours may be reduced.
Q5. How will I know when my purchase order has been raised?
You will receive an email confirmation from Stores.
Q6. How will I know my goods have arrived?
You will receive a telephone call from Stores. Please collect your goods at your earliest opportunity, especially if the goods are temperature controlled.
Q7. What do I do if my order is outstanding, or what I have received is not as expected?
Email Stores quoting the purchase order number from your original confirmation email. Stores will then liaise with you and the supplier in order to resolve the problem.
Q8. I want to book a flight; can I email Fiona Roby with details?
A travel request form https://www.vet.cam.ac.uk/intra/travel must be completed and submitted in hard copy or by email to Fiona Roby Researchadmin@vet.cam.ac.uk. Please allow at least two weeks to complete the process of obtaining quotes and raising a purchase order.
Q9. Do I need a purchase order for all purchases?
All purchases of goods/services over £100 require a purchase order.
Q10. What are the purchasing thresholds?
Purchases of goods/services at different price levels require different procedures to be followed and different paperwork. These different price levels form what are referred to as the purchasing thresholds.
Q11. Where can I find details of what is required at each purchasing price threshold?
http://www.admin.cam.ac.uk/offices/finance/regulations/finregs/schedule1.html these details are also contained on the back of the External Requisition form.
Q12. When do I need to obtain a paper price confirmation of the cost of the goods/services I wish to purchase?
All purchases under £1000 require a paper price confirmation. This can be either written, email, fax or website screen shot, from the supplier or the supplier's website. It cannot be a telephone quote.
Q13. When do I need three written price quotations?
Purchases over £1000 require three competitive price quotations http://www.admin.cam.ac.uk/cam-only/offices/purchasing/forms/#quotes Please select 'Competitive Quotation Template’ and use this template to send your request to the suppliers. It also contains the University's Standard Terms & Conditions which should be signed by your chosen supplier. If buying a product on the MarketPlace, or a Framework contract (you would be required to follow the steps laid out in the contract conditions), other quotations and signed University Terms & Conditions are not required if the total cost is below £25k and £50k respectively.
Q14. When do I need to ask a supplier to sign the University's Standard Terms & Conditions?
Signed University Terms and Conditions are required if your purchase of goods/services is to cost over £1000. These can be sent to the supplier to sign when requesting a quotation http://www.admin.cam.ac.uk/cam-only/offices/purchasing/forms/#quotes Please select 'Competitive Quotation Template'.
Q15. When do I need to follow the procedure for competitive proposals (mini tender)?
Generally if your purchase of goods/services is expected to cost between £25k and £50k you are required to follow the competitive proposals procedure, or if the purchase is of a complex nature http://www.admin.cam.ac.uk/cam-only/offices/purchasing/forms/#proposal Please select 'Competitive Proposal Documentation' for the initial form to complete. If this procedure is required, please contact Gina Arnold gka20@cam.ac.uk or Judith Drinkwater jad39@cam.ac.uk
Q16. Research Council grants require the PI to liaise with their central purchasing colleagues if purchasing equipment in excess of £25k. Who do I contact?
Please contact either Gina Arnold gka20@cam.ac.uk or Judith Drinkwater jad39@cam.ac.uk (in the first instance).
Q17. When do I need to go out to full tender?
If the cost is expected to exceed £50k. In this instance please contact either Judith Drinkwater jad39@cam.ac.uk or Gina Arnold gka20@cam.ac.uk
Q18. When do I need to go out to EU tender?
An EU tender is required if the cost is expected to exceed £173,934 (updated biannually). In this instance please contact either Judith Drinkwater jad39@cam.ac.uk or Gina Arnold gka20@cam.ac.uk
Q19. I am not sure where to look for three quotations, is help available?
Individuals can search the University's Framework Contracts http://www.admin.cam.ac.uk/cam-only/offices/purchasing/suppliers/index.cgi or Stores can search the MarketPlace on iProcurement on your behalf. Alternatively individuals can use a search engine to obtain potential suppliers (e.g. Google). If unsure, contact Stores personnel who will be willing to assist you.
Q20. Am I obliged to choose the least expensive quotation I have received?
No. You can opt for a more expensive quotation, but a justification for the choice should be written on your requisition.
Q21. Is purchasing focussed on the cheapest price?
No. Purchasing should always be focussed on VFM (Value for Money). This takes in to account many different criteria e.g. the whole life cost i.e. cost of equipment, related service contracts, consumables required, repair costs, cost of replacement parts, disposal costs. Examples of other criteria are delivery cost, lead times, service delivery/reliability of supplier, payment terms, and compatibility with existing kit. This list is not exhaustive.
Q22. What should I do if I cannot obtain three quotations as only one or two suppliers are available?
A purchasing dispensation must be requested http://www.admin.cam.ac.uk/cam-only/offices/purchasing/forms/dispensation/index.cgi. Please note that where the online form requests HOD email address, enter dispensations@vet.cam.ac.uk. You are required to provide a short justification as to why additional quotations cannot be obtained and to attach the quotation and signed University Standard Terms & Conditions for the supplier http://www.admin.cam.ac.uk/cam-only/offices/purchasing/forms/#quotes (please select competitive quotation template - University Standard Terms and Conditions are contained here). Once approval has been given, you will be notified via email. A copy of the approved dispensation will be put in your pigeon hole. Please submit this hard copy to Stores with your purchase requisition.
iProcurement is the University's online procurement tool. It is used for raising requisitions for purchases and then creation of purchase orders. The financial information interfaces with the University's Financial System and is therefore available on CUFS (Cambridge University Financial System).
Q24. What is the MarketPlace/Science Warehouse?
The MarketPlace contains online supplier catalogues of pre-agreed negotiated priced items. Contract terms and conditions have also been pre-agreed. Orders are placed in a similar way to ordering from online suppliers such as Amazon, except that the information feeds in to iProcurement and CUFS. Please liaise with Stores if you wish to buy items on the MarketPlace.
MarketPlace is sometimes referred to as Science Warehouse, which is the name of the supplier who runs and maintains the MarketPlace website.
Q25. Which suppliers are currently on the MarketPlace?
http://www.admin.cam.ac.uk/cam-only/offices/purchasing/iprocurement/catalogues.html
Q26. What should I do if I can achieve a better price from a MarketPlace supplier by dealing with them directly?
MarketPlace prices should be the best the supplier can offer the University (except where maybe items are being purchased in bulk) and that way the whole University benefits from competitive pricing. If you are faced with this scenario, please contact Stores, as they will report it to Procurement Services to investigate.
Q27. What are Framework contracts?
Framework contracts are contracts formed after the University or UK University consortiums have gone out to tender, and a supplier/group of suppliers have been selected to offer the best VFM (Value For Money) for the products listed in the tender. Much of our commonly bought equipment is available on a Framework contract e.g. microscopes. Generally the prices on a Framework contract will also be less expensive than the MarketPlace. When buying from a Framework contract, Terms and Conditions have already been agreed. These can be viewed when accessing the specific Framework contract you wish to use.
Q28. What Framework contracts do we currently have?
Please see this link http://www.admin.cam.ac.uk/cam-only/offices/purchasing/suppliers/index.cgi. Please note that each Framework contract hasits own procedure to follow. This can be a 'call-off' or involve approaching all the listed suppliers for a quotation. In all cases, Terms and Conditions have been pre-agreed and therefore speed up the procurement process.
Q29. How can I check if a supplier already exists on CUFS?
Please see link to suppliers currently listed on CUFS https://webservices.admin.cam.ac.uk/ssr/open/
Q30. Why am I unable to order straight away if a supplier is not on CUFS?
The Finance Division carries out checks on the status of a supplier before addition to CUFS, to minimise the Department/University's exposure to risk.
Q31. I need to use a new supplier not on CUFS, what do I do?
Please complete this form https://www.vet.cam.ac.uk/intra/Finance/purchaselinks/new/view and send to Kylie Birch kjb55@cam.ac.uk along with your purchasing documentation (price confirmation/quotations/and/or approved dispensation). Please ensure all boxes are completed to avoid rejection of the request by Finance Division.
Q32. The supplier I need to use is on CUFS but has been de-activated, what do I do?
If a supplier has not been used for 18 months, the Finance Division de-activate the account on CUFS. Please complete this form https://www.vet.cam.ac.uk/intra/Finance/purchaselinks/reactivation/view and send to Kylie Birch kjb55@cam.ac.uk attaching all requested documentation. Please ensure all boxes are completed to avoid rejection of the request by Finance Division.
Q33. I would like to be able to raise my requisitions online (iProcurement) and use the MarketPlace to search for my consumables. How do I arrange access to this?
This will require a short half day course and additional guidance from Stores personnel. Please contact Gina Arnold gka20@cam.ac.uk if you would like to explore this option.
Q34. Can I order goods for my personal use through the Department?
Generally yes if purchased from the suppliers we currently use. If requiring goods from stock held, you will be charged cost prices plus an administration charge of 10% plus 20% VAT. If you require an item to be ordered in specially, you will be charged the cost plus a 15% administration charge plus 20% VAT. This can often mean it is not cost effective for an individual if personal items are purchased via the Department.
Q35. I am a student; will I pay VAT on purchases used for my studies?
No. If items are bought from the approved student purchases list (link to follow) the purchase will be Exempt from VAT, unless you are buying the item for usage unrelated to your studies.
Q36. Will my purchases attract VAT or other taxes?
If you are unsure please contact Stores personnel Stores@vet.cam.ac.uk for advice if a general purchase. If you are making an obscure/complex purchase, or buying from overseas, please contact Gina Arnold gka20@cam.ac.uk
https://www.vet.cam.ac.uk/intra/Finance/purchaselinks/Stores%20forms please select ‘Oligo/Primer ordering guide’. If you are new to the procedure and require assistance please contact Stores Personnel Stores@vet.cam.ac.uk who can offer further guidance.