GovWire

Route 3: get at least 3 quotes from suppliers for low or medium value purchases

Department For Education

September 14
13:32 2023

Your schools procurement policy should set the low and medium levels. We generally say:

  • low is under 10,000
  • medium is 10,000 to 40,000

To buy in this way you should:

  • decide how you will assess the bids
  • get quotes from at least 3 suppliers
  • assess all the quotes you get fairly
  • choose the supplier that offers best value for money

If you need advice during your procurement, get free and impartial help and support from procurement specialists.

Getting quotes

Once youve written your specification you should look for suppliers. Consider both price and their reputation.

Get quotes from at least 3 suppliers.

Send everyone the same information, including:

  • your specification
  • when you need the quote
  • when you will decide
  • how they can ask questions about what youre buying or your process
  • if needed, a link to your schools terms and conditions

Decide how youll assess the quotes

Before you contact anyone, work out how youll decide the best quote by setting award criteria such as:

  • price
  • quality
  • how suppliers meet your specification
  • how quickly they can supply

Give each criteria:

  • a range of scores such as 1 to 5, with 5 the highest
  • a weighting a figure you multiply the score by depending on how important the criteria is

Example If price is most important, you might give it a weighting of 5 so a score of 4 would be worth 20.

How to decide the winning quote

Assess the quotes using the award criteria you sent to the suppliers.

To avoid legal challenges:

  • do not open any quotes before the deadline
  • do not open any late quotes
  • treat all quotes fairly and equally
  • keep confidential, secure, auditable records
  • buy from the highest scoring supplier

Who should assess the quotes

Its best to have at least 2 people assess each quote. When theyre finished they should compare scores and:

  • discuss where theyve scored differently
  • reach an agreed score

Be aware, the more people involved, the harder it can be to reach an agreed score.

Keeping records

Keep a record of all scores, comments and decisions. Theres software you can buy or you can use a spreadsheet.

Place your order

Send a contract such as a purchase order to the supplier youve chosen, including:

  • what youve bought
  • price
  • delivery address
  • delivery date and any other important dates
  • when youll pay

See writing and managing a contract.

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