Ayrshire Leader » Procurement

Procurement

The following procurement requirements must be adhered to, without exception, when seeking the supply of goods or materials, for the provision of services or for the execution of works procuring any goods and services using LEADER funds.

A proportion of LEADER funding comes from the European Union which values open-ness and fair-ness in relation to who gets the chance to supply goods, works or services (including recruitment) to LEADER funded projects.

All purchases within LEADER funded projects should have three quotes, or if this is not possible, you need to show why and have evidence that the price paid is value for money. There are more specific requirements listed below which are linked to the value of the purchase.

Under £1,000: Three quotes or three estimates must be obtained.

£1,000-£29,999: Three quotes must be obtained, and the chance to quote must be advertised openly. As a minimum it should be advertised on this website. We often recommend advertising on the Public Contracts Scotland website (www.publiccontractsscotland.gov.uk), particularly for projects involving Works, and sometimes this is made a condition of the grant. There is also the Scotland: National Rural Network site (www.ruralgateway.org.uk), which sometimes accept adverts. All this advertising is free of charge.

£30,000 to £59,999: All contracts must be advertised on the Public Contracts Scotland website.

£60,000 and over: Contracts must be advertised on the Public Contracts Scotland website and sealed bids requested. Ayrshire LEADER staff can advise on this.

All consultancy fees and sub-contractors costs must be tendered. At least 3 quotes will be required for audit purposes and in all circumstances. Where consultancy fees and contractors charges have been subject to an approved tender process, the market rate resulting from that exercise may be included for support, provided the original tender is no more than 3 years old.

Advertising does not need to have taken place at the time of applying. However, evidence that you have followed this guidance will be needed at the claiming stage. When applying, you need to be happy that you have costed your project accurately. VAT should be included if relevant or if your organisation is not registered for VAT.

Procurement Checklist

Please note that the above is applicable to ALL LEADER funded projects and supersedes the procurement requirements stated in issued grant offer letters and supporting correspondence.