Request 98/24

Public supply, works and services contracts awarded in 1997

Executive summary

Purpose

1. This document asks all institutions to show that they have complied with the European Community's Directives on Public Procurement, for contracts awarded in the calendar year 1997.

Key points

2. The EC directives are put into effect by the UK Regulations on Public Supply, Works and Services Contracts.

3. The information required is set out in the attached survey forms (the forms are not available in the electronic copy of this document). We collect this information on behalf of the Department for Education and Employment (DfEE).

4. Institutions should not include contracts that have been placed through one of the five universities purchasing consortia. Each consortium should make its own return.

Action required

5. Completed survey forms should be returned to the HEFCE by 3 July 1998. Where a nil return applies, institutions should still complete and return the forms.

Background

6. The UK Regulations on Public Supply, Works and Services Contracts put into effect the EC's Directives on Public Procurement. The DfEE is responsible for gathering statistical returns from the higher education institutions covered by the regulations. These returns are submitted to the Treasury and then to the European Commission.

7. Under the regulations, institutions must ensure that contracts in excess of the relevant financial thresholds are advertised throughout the European Community, in the Official Journal of the European Communities (OJEC). They must also provide information about expenditure on procurement.

8. The DfEE has asked us to provide information for HEFCE-funded institutions for the calendar year 1997. The information required is set out in the attached survey forms.

Enquiries

9. Any queries about the UK Regulations on Public Supply, Works and Services Contracts, or the EC Directives on Public Procurement, should be referred to one of the following: Tom Chadwick, National Director of Procurement Development based in the University of Glasgow on 0141 330 6799; Greg Wade, SCOP Administration Officer in London on 0171 419 5550; Ian Wragg or Lorraine Purcell at the DfEE in Sheffield on 0114 259 3166 or 0114 259 3151 respectively.

Returns

10. Annex A lists the Nomenclature for Industrial Products (NIPRO) codes, for completing Form B1. Annex B lists the General Industrial Classification of Economic Activities within the European Community (NACE) codes, for completing Form B2. Annex C lists the Central Products Classification (CPC) codes, for completing Form B3. Annex D lists the codes to be used when a negotiated procedure is adopted.

11. Institutions should not include contracts which have been placed through one of the five universities purchasing consortia. Each consortium should make its own return.

12. When naming the nationality of the person to whom the contract was awarded, the nationality of the contractor who actually fulfilled the contract should be recorded. For example, if a contract was with a German company via a UK subsidiary or agent, the nationality should be recorded as UK.

13. In Forms B1, B2 and B3 the total contract value should be recorded, not the annual cost. For example, if a three-year contract was awarded at £60,000 per annum, then £180,000 should be recorded.

14. If there is insufficient space to include all details on the survey forms, please photocopy them or attach a separate sheet. The completed survey forms should be returned by 3 July 1998 to:

Keith Harris
Analytical Services Group
HEFCE
Northavon House
Coldharbour Lane
Bristol BS16 1QD

15. Where a nil return applies, institutions must still complete and return the forms with the relevant sections ticked.

Annex A

NIPRO codes for supplies contracts

Annex B

NACE codes for works contracts

Class 50: Building and civil engineering

Annex C

CPC codes for priority services contracts

Annex D

Codes to be used for negotiated procedures

Supplies contracts

1. Irregular tenders
2. Absence of tenders
3. Research & development
4. Particular suppliers
5. Extreme urgency
6. Additional deliveries

Works contracts

1. Irregular tenders
2. Research & development
3. No prior overall pricing
4. Absence of tenders
5. Particular contractors
6. Extreme urgency
7. Additional works (unforeseen contracts)
8. Repetition of works under original contract

Services contracts

1. Irregular tenders
2. Prior overall pricing
3. Specification not able to be established in advance
4. Absence of tenders
5. Particular service providers
6. Following a design contest
7. Extreme urgency
8. Additional services (unforeseen circumstances)
9. Repetition of works under original contract