Tender process including approval levels

See our guide below detailing how to buy goods, services and equipment using our tender process including information about the different approval levels we have at the University.

  1. Firstly, if you are not the budget holder you must seek approval from the budget holder before beginning the tender process.
  2. If the requirement is for building works or a complex procurement please contact the Procurement Team for advice.
  3. Follow the appropriate process below depending on the value of the goods, service or equipment:
    1. Less than £5,000 (excluding VAT)
      Check our list of preferred suppliers in the "Preferred suppliers, contracts and agreements" section on the University Purchase Card page or search for Approved suppliers on our York E-purchase (YEP) system database and proceed with your purchase.
    2. Between £5,001 and £25,000 (excluding VAT)
      Check our list of preferred suppliers as detailed above, obtain prices and proceed with your purchase. Otherwise search on the YEP system for at least three catalogue products or obtain at least three quotations, preferably from approved suppliers on YEP.  The Low value request for quotation (RFQ) (MS Word , 35kb) form template is available if required.
    3. Between £25,001 and £100,000 (excluding VAT)
      Check our list of preferred suppliers as detailed above, obtain prices and proceed with your purchase. Otherwise obtain at least three competitive tenders using the Medium value Invitation to tender (ITT) (MS Word , 161kb) form template or by completing a Single action tender form (MS Word , 59kb).
    4. Over £100,001 (excluding VAT)
      Contact the Procurement Team who will lead the tender process.