SUPPLIES AND SERVICES REALIZATION PROCEDURE
THE PROCUREMENT PLAN
Every year at the university the Procurement Plan is created on the basis of values of purchases planned by particular faculties and organizational units of the University of Silesia.
The aim of planning is mainly to help the ordering party judge what legal procedure shall be applied in a given case in terms of selection of the contractor. The Procurement Plan helps the ordering party to estimate the scope of the needs of a given supply/service within the university as a whole and their consistency with the financial capabilities in the context of the ban on dividing the order into parts to avoid the regulations. It also helps to define the right mode of conduct in a given case, and to organize the work of the persons processing the orders.
If you need to place an order, please contact the people responsible for deliveries and services in a given unit.
THE SUPPLY AND SERVICE DELIVERY CHEDULE
Every year, on the basis of the Procurement Plan the Supply and Service Delivery Schedule is created. It is made available to all employees on the university website.
The Schedule helps the persons filling in the application/order by providing the group of materials to which a given item/service belongs, defining what is the scope of realization of the item/service and stating till what date the order forms from different organizational units will be aggregated. The Schedule also provides the information which employee is responsible for the particular group of materials, in what mode the order will be proceeded (EU tender or country tender) and what is the estimated time of realization of the order.
LONG-TERM CONTRACTS
Apart from the one-off orders at the university we have also the long-term contracts. Thanks to concluding such contracts for particular supplies or services it is possible to fulfil the needs reported from time to time by the university units periodically, without the necessity to conduct the long-lasting public procurement procedures. If the university concluded a long-term contract for providing the type of items you need, the item will be provided on the basis of your order, after it is collected together with similar orders from other units, and periodically sent to the contractor with whom the contract had been concluded.
Presently the University of Silesia has such contracts, among others, for the supply of computer equipment, office furniture and chairs, laptops, laboratory glassware, chemical reagents of Sigma Aldrich and Avantor, and projectors.
ANALYSIS OF NEEDS AND REQUIREMENTS
Resolution included in art. 83 of the act on Public Procurement Law of the 11th of September 2019 (Journal of Laws 2019 item 2019 as amended) imposes a new obligation on the ordering party to analyse the needs and requirements before initiation of the procedure for granting of public procurement, taking into account the type and value of the order.
Analysis needs and requirements includes in particular:
- checking the possibilities to fulfil the identified needs by using the entity’s own resources;
- market research:
- in the aspect of the alternative means to fulfil the identified needs,
- in the aspect of the possible versions of realization of the order, or stating that there is only one possible way of realization of the order.
The Analysis of needs and requirements shall be performed by representatives of the ordering party and realizing party, according to their scope of duties, and in the case of risk analysis – representatives of the Public Procurement Department. The ordering party shall only fill in part “A” of the analysis.
STAGES OF DELIVERY AND SERVICES
Graphic diagram
LIST OF PERSONS RESPONSIBLE FOR IMPLEMENTATION