UCL Procurement Regulations

Public Procurement Policy
  • All contracts for procurement by a Public Sector body above certain thresholds have to be tendered as directed by the Public Contracts Regulations 2015. Such regulations have been incorporated into UK Law. Universities fall within the designation ‘Other public sector contracting authorities’.
  • The EU Threshold from 1st January 2014 for these public sector bodies is as shown below
Sterling £
164,176 164,176 4, 104,394
Euros € 209, 000 209, 000 5, 225, 000
  • Please ensure that you are acquainted with the outline of these regulations to ensure that you understand the implications of these. 
UCL Internal Procurement Regulations

When obtaining goods, services or equipment, the following limits apply in respect of
quotations or tenders. The formal tendering procedures, as laid down by the UCL Financial Regulations should be followed, where appropriate. Distinct procedures apply in relation to capital projects and related services and supplies.

Under £ 5,000*  Competitive quotations should be sought, where it appears that the benefits of competition are commensurate with the administrative and other costs involved
£5,001 – £50,000* At least three competitive tender bids or written quotations***
£50,001 – £164,176** A minimum of three competitive tender bids, and where practical more than three, in order to obtain the most competitive price. Exceptions may be appropriate where the product is a standard catalogue item, in which case at least three written quotations may be appropriate rather than competitive tender bids.
Over £164,176* Public Contracts Regulations apply except for Works contracts
Over £4,104,394* Works Contracts Only Public Contracts Regulations apply

*These values include VAT; however the Public Contracts Regulations thresholds are exclusive of VAT. 

** These Public Contracts Regulations thresholds are applicable from January 2014 and are generally reviewed every two years. 

*** To contain the cost to all parties of the tendering process, the tender list should be the minimum number consistent with effective competition.

These figures refer to the total order value. Like items should be aggregated together in order to obtain best value from the supplier. The European Commission’s Supplies and Services Directives have strict rules about aggregation. It is not acceptable for orders to be subdivided into smaller amounts in order to avoid the appropriate procedures.