The Procurement Journey

The Procurement Journey is a structured process which illustrates each step taken from the identification of a need or requirement to the management of the contract and supplier. Its purpose is to provide stakeholders, customers and suppliers with a chronological guide of all levels of procurement activity. Following this journey will allow you to develop a procurement strategy, manage the process and reduce potential risks.

It is consistent with the Scottish Sustainable Procurement Action Plan (SSPAP) and the use of electronic procurement systems.

STEP 1 – Engage your local Procurement Team in first instance for support.

Procurement Journey Route 1

Applicable for low value, low risk and non-repetitive contracts. An existing contract or framework agreement will be in place to meet the need or requirement. It is not necessary for staff using these processes to have extensive purchasing training; however it is assumed that individuals who are authorised to procure for their organisation have an awareness of EU Regulations and any applicable local procurement policies, guidelines and governance arrangements. 

Toolkit for Route 1 can be found here.

Procurement Journey Route 2 and 3 

Provides guidance for the procurement of goods, services or works of moderate value and risk while Route 3 guides high value and risk purchases. Contracts of this type are often unique and will not have a standardised framework or existing contract in place. Staff will need to be well trained and experienced in order to deal with these high end contracts and ensure each step of the journey is completed effectively.

Toolkits for Route 2 can be found here and 3 here.

Procurement Scorings

The objective of any procurement exercise should be to achieve best Value for Money for the taxpayer. Public bodies can award contracts on the basis of the most economically advantageous tender or the lowest price. In determining the criteria for the award of contracts, purchasers should rarely rely on price alone.

Lowest price is based on the lowest priced tender which meets the users requirements.

Some examples of award criteria can be found in the table below:

Criteria Description
Quality/technical merit Is the product or service proposed fit for purpose? How well does it perform?
Design, functionality and aesthetics How should the product look and feel? How easy is it to use?
Sustainability e.g. social, economic and environmental considerations and workforce matters, see Scottish Procurement Policy Note SPPN 1/20?
Innovation - where appropriate   e.g. new or novel concept?
Maintenance, ongoing technical support or after sales service What support is required and available?
Delivery or period of completion the guaranteed turnaround time from order to delivery or provision of service
Price The whole life cost including the initial purchase price, operating costs, consumables and disposal costs. How cost effective will the goods/service prove to be?


Last Reviewed: 14/01/2016