Approval: This document is approved by the Executive Committee of the University, which is committed to the pursuit of excellence and recognises the importance of good purchasing practice in obtaining value for money and in ensuring that the funds of the University are best optimised.
Scope of the Procurement policy
- The procurement policy covers the management and control of all non-pay expenditure.
- This document has been designed to reflect the University's organisational structure whereby Management responsibility is devolved to Department Heads and Budget holders. In the interest of clarity the document refers throughout to departments and personnel who for the purposes of this document covers all areas and individuals who spend funds on behalf of the University.
- The document sets out the formal University of Limerick procurement policy. The aim is to benefit all departments in the expenditure of non pay budgets and ensure best practice.
Procurement objective: To ensure that all funds committed to purchase goods and services obtain optimum quality, service, and value for money including delivery, customer service, and overall supplier performance. The objective will be fulfilled by:
- Informing and guiding all personnel and departments of the University's policies and procedures for the purchase of goods and services.
- Developing and implementing a value for money consciousness throughout the purchasing process.
- Developing and implementing the means by which departments may measure and improve their purchasing performance.
- Pursuing and developing co-operative relationships between the Office of Procurement and Supply Chain Management, University departments and other Irish universities procurement organisations.
Detailed Procurement Policy
Authority to Purchase: The University's Executive Committee is responsible for all funds of the University irrespective of the source or however generated. The Executive Committee delegates authority to purchase from these funds to the Department Heads.
Adherence to Irish Law and EU Directives: The University places great emphasis on accountability, efficiency, transparency and value for money. This is in line with Government policy in the public service. In accordance with this policy the Government published guidelines, namely "Public Procurement Guidelines Competitive Process" outlines the national procedures to be followed by all persons involved in the award of contracts. It is University's procurement strategy that all procurement activity shall adhere to the contents of these guidelines
The following principles must be complied with:
- Competitive tendering must be used, unless exceptional circumstances apply.
- Tax clearance certificates are obligatory in all cases where orders or cumulative orders exceed 10,000 Euro annually.
- National guidelines apply, not only to formal, written contracts, but also to all procurement disposals.
- If the value of the contract exceeds the current financial threshold in the EU directive, the contract shall be open for competition across the EU and shall be advertised in the Official Journal of the European Union (OJEU). The threshold figure for the OJEU is based on total University expenditure on any one item, collective product grouping, (i.e. stationery, chemicals) or service. The EU threshold is exclusive of VAT and expenses, and does not only apply to individual departmental spending but includes the total collective purchases across the University.
- EU Public Procurement Directives shall be followed where a project is wholly or partly financed (50% or greater) by EU institutions.
- EU Public Procurement Directives have legal force and shall be followed.
If you are in any doubt about how to proceed in any matter relating to the purchase or disposal of goods or services contact the Procurement and Supply Chain Manager.
Please note Departments must be aware that the Auditors of the University and the staff of the Controller and Auditor General's branch have full, free and unrestricted access to all procurement records within the University. On receipt of any observations resulting from any such audit, the Head of the Department concerned shall be responsible for ensuring that replies are furnished to the relevant audit action.
Co-ordinate Procurement Activity: The University objective of obtaining value for money is best achieved by a co-ordinated approach to procurement activity both between Departments and between universities.
Procurement Policy Changes
All changes to the procurement policy shall be subject to the approval of the Procurement and Supply Chain Manager.