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Step-By-Step Procurement Guide

Step 1 – Identify Your Need

Assess whether there is there a clear business need for the product or service.  

Any procurement requirement in TUS should be essential for the conduct of normal business or neccessary to improve performance.
Look at the market.

It is recommended that buyers undertake market analysis prior to tendering in order to better understand the range of goods and services on offer, market developments and innovation, the various commercial models that may be available, the competitive landscape and the specific capabilities of SMEs etc.

Initial consultation with the market should not have the effect of precluding or distorting competition and suppliers should NOT be give an expectation of winning the contract. To ensure transparency, any information provided by potential buyers during this process should be circulated to any potential tenderers. As always the Procurement Office is happy to provide advice or guidance in this regard. 

Step 2 – Obtain Approval For Value Of Spend

If you are intending to purchase a product or service on behalf of TUS please consider the following: 
If you are not a budget holder, please refer your requirement to the relevant budget holder for your Department or Project. It is the responsibility of each TUS budget holder to ensure that all purchasing within their area/department complies with TUS policies and procedures.  
While purchase orders may be requested by any employee of the Institute, the purchase must be authorised by the relevant budget holder before a purchase order is placed.  
All approved spending limits are subject to annual budgets approved by the TUS Governing Body and to the annual allocated budget made to the University by the HEA. Each budget holder is ultimately responsible for purchase orders made from his/her budget on Agresso (TUS Finance System).

Step 3 – Ascertain if TUS already have a contract in place for the Supply/Service you require by checking the current list of contracts here.

Is there a contract already in place?