Route 1 - Identify Suppliers
You should seek quotations from a minimum of three suppliers who have the experience and expertise to meet your requirements for the goods or services. In order to receive three quotes back from suppliers you may wish to approach four or five suppliers in case not all respond.
Suppliers may be identified by searching the register of suppliers on Public Contracts Scotland (PCS). This website offers a 'Quick Quote' system to seek quotations from suppliers registered on the website.
If your Organisation does not use PCS, suppliers may be identified by other means. For example, using internet searches, trade publications or phone directories.
If you are unable to identify three suppliers, you should refer to the Route 2 process. If you need to request clarification, seek further guidance from your local procurement team or CoE.
You should endeavour not to restrict your selection to existing suppliers. This will help suppliers who have not previously bid for Scottish public sector work gain access to opportunities and gain experience working for the Public Sector. This will also facilitate competition, encourage innovation and ensure best value in future service delivery.
If only one supplier can undertake the work required you should seek approval for a Non-Competitive Action from your local procurement team or senior management in your organisation. You should then follow the remainder of this process. For commercial reasons you should not inform the supplier that they are the only suppliers involved in the process.
Note: Non-Competitive Action is an exceptional procedure and should be strictly limited to certain situations and should be documented for audit purposes.
Before carrying on, please check you've got everything you need.
- Please ensure you are registered on Public Contracts Scotland