Dubai Procurement Procedures.

These notes assume that you have identified the need, finalised the specification, have sufficient funding available, and have authorisation to commit the expenditure.

Competitive Thresholds:

Most purchases will either be:

  • Call off contract from an approved framework supplier.
  • WherethereisonlyoneApprovedSupplieravailableontheFrameworkAgreementfortheproductsand servicesconcernednofurthercompetitionisrequiredandaPurchaseOrdercanbeplaced.
  • Wherethereismore thanoneSupplieravailableontheFrameworkAgreementthevalueoftheproposed purchasedeterminesthecompetitiverequirementsasfollows:

Up to £10,000 exc. VAT / No competition required. Select approved supplier from those available.
£10,001 to £25,000 exc. VAT / RFQ process mini competition involving all suppliers).
Over £25,001 exc. VAT / Formal mini competition involving all suppliers. Consult Procurement.
  • As a result of a competitive tender/quotation exercise.
  • You should consider the full value of the purchase, i.e. include the number of years, any support or maintenance required, etc.
  • Consider weighting of pricing/quality. You should have a clear rationale if you do not select the cheapest option.
  • Please see below for the thresholds:

Up to £500 exc. VAT / Estimated price.
£501 to £5,000 exc. VAT / Written quotation.
£5,001 to £25,000 exc. VAT / At least three competitive written quotations.
£25,001 to £181,302 exc. VAT / At least three competitive written quotations/tenders against a formal RFQ/Tender Process. Express written contract required. Consult Procurement.
Above £181,302 exc. VAT / Competitive tender process in compliance with Public Contract Regulations 2015. Consult Procurement. Please note; the EU Works Threshold is £4,551,413 exc. VAT
  • Single Source Approval. Information on the Single Source Approvals process is available at:

Up to £5,000 exc. VAT / Single Source Approval not required.
£5,001 to £10,000 exc. VAT / Single Source Approval can be granted by the college finance team/Procurement Hub.
£10,001 to £25,000 exc. VAT / Single Source Approval required from Procurement.
£25,001 to £181,302 exc. VAT / Single Source Approval required from Procurement. Express written contract required. Consult Procurement.
Above £181,302 exc. VAT / Single Source Approval cannot be granted. Consult Procurement.

Supplier Setup.

New Supplier Setup Forms (Parts 1 and 2) – Located:

Process:

  1. The requesting department would liaise with the supplier with the New Supplier Form “Part 2”, which the supplier will complete and attach their bank details and return to them.
  2. At the same time, the requesting department would complete the “Part 1” form which includes:
  3. Element 1/Item Codes.
  4. Value of order(s).
  5. Reasons for ordering.
    and, if applicable, along with both parts of the form, and bank details:
  6. A completed SSA form (see Competitive Thresholds).
  7. When the three (at most, four) pieces of information have been gathered, they need to be sent all together directly to (Don’t CC other individuals, otherwise this will create a duplication of effort).

Raising a Purchase Order.

When raising a purchase order, a PORD (Purchase Order Request Document) must be completed and sent to the Procurement Hub for processing.

Prior to completing a PORD, the supplier should already be set up on Proactis and active, and all aspects, as listed above in regards to Competitive Thresholds should be taken into consideration.

The PORD can be obtained from the Procurement Hub:

Guidance notes on completing a PORD:

  • Please note that all sections MUST be completed. If any sections are not filled in, the form will be returned.
  • The forms should be sent in Word format, typewritten not handwritten.
  • The full name and address of the supplier is required plus telephone, fax and email contacts.
  • A full delivery address and contact name is required.
  • Quotation numbers should be stated where applicable and a copy of the quotation sent with the purchase order request.
  • Any orders above £5,000 must be accompanied by three competitive written quotations or a Single Source Approval.
  • Any comments that you wish to be quoted on the order should be noted in the section ‘Comments to be quoted on official order’.
  • The boxes Yes or No should be completed for every order. For any items of equipment valued at £1000 or over which are to be included on a departmental inventory or the Planon system and similarly for Hardware or Software renewal contracts, a copy of the order and invoice payment details will be sent to the requestor.
  • Please enter a full description and catalogue number (where available) for each item requested.
  • The unit price should not include VAT.
  • The Location Code and Project Code (i.e. Elements 2 and 3 e.g., LNA*GBM****) MUST be entered.
  • The requestor must include their name, the date and a telephone contact number.
  • If an invoice has been received for which no purchase order has been raised, e.g. a subscription or annual contract renewal, a purchase order request form should be competed and sent with the invoice via email to the Procurement Hub Orders email address.
  • The completed form MUST be signed by the budget holder.
  • PLEASE NOTE – IF ANY SECTIONS ARE NOT COMPLETED, THE FORM WILL BE RETURNED.

Purchase order requests, delivery notes and invoices should be emailed to: