UCD Procurement and Contract Office - image courtesy of IT Services

ARE YOU ACHIEVING VALUE FOR MONEY WHEN YOU SPEND UCD FUNDS?

Dear Colleague,

In the current economic climate, achieving value for money is more important than ever. UCD staff have a responsibility to spend University funds effectively.

 ‘Procurement’ is the term used by the University to describe the centralised function which provides support to Purchasers in each unit. Purchasing however remains the direct responsibility of each College, School or unit. 

The Procurement and Contracts Office can assist you to achieve value for money through the provision of the following services:

  • Answering your queries relating to the purchasing of supplies or services for your unit
  • Providing you with details of central contracts
  • Advising you on UCD policies and procedures
  • Providing you with any training you may require to help you purchase more effectively
  • Managing your tenders for high value expenditure items.

Procurement & Contracts Office
Tel. 01-7161590
E-mail: procurement@ucd.ie
Web site: www.ucd.ie/procure

All staff responsible for purchasing should be aware of the following requirements relating to tender/quotation thresholds and authorisation levels for purchase orders.

  1. Copies of all written quotations and details of verbal quotations must be held on file for a minimum of 7 years and for procurement related to the structural funds programme (ERDF/ESF) for 3 years after closure of programme.
  2. Where UCD has established approved suppliers for particular categories of goods and services, the goods and services must be sourced from those approved suppliers.  Details of all current contracts are available from the Procurement Office (http://www.ucd.ie/procure).
  3. Where staff utilise contracts put in place by the Procurement and Contracts Office, there is no requirement for competitive quotations to be obtained. 
  4. Any engagement of consultants/contractors over €10,000 (ex VAT) in value requires the prior approval of the Budget Review Committee.
  5. Any engagement of temporary agency staff requires the prior approval of the Budget Review Committee.
  6. Please note that the thresholds overleaf are subject to change.  See http://www.ucd.ie/bursar/orders_invoices_payments.html#thresholds for up-to-date thresholds

  7. Please contact the Procurement & Contracts Office for guidance on any expenditure in excess of €60,000. 
  8. Further details on procurement policies, procedures and contracts are available at:  www.ucd.ie/procure

Yours Sincerely,

Gerry O’Brien

Vice-President for Finance/Bursar

Purchase Order Value
(Figures exclusive of VAT)		 Procurement Requirement Purchase Order Authorisation Requirement
Up to €1,000 As for all expenditure, there is an obligation to obtain value for money so consideration should always be given to getting best value even for lower-value purchases Budget-holder
€1,000 - €3,000 2 Verbal Quotations Required Budget-holder
€3,000 - €10,000 3 Written Quotations Required Budget-holder
€10,000 - €60,000 3 Written Quotations Required
+
Supplier must be able to provide a current Tax Clearance Certificate		 Head of School / Support Unit
€60,000 - €206,000 National Tender Required (Contact Procurement & Contracts Office) College Principal / Vice-President
(or College Finance Manager as delegated)
> €206,000
 EU Tender Required
(Contact Procurement & Contracts Office)		 College Principal / Vice-President
(or College Finance Manager as delegated)
> €5,150,000 (Works only) EU Tender (Works)
(Contact Procurement & Contracts Office)		 Buildings Officer
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