This section provides information on how to go about obtaining various standard items. If you have any more questions or require more information about any of the services, please email: procurement@abdn.ac.uk

Before you buy - ask yourself the following:

  • Do I really need it?
  • Can I get it from someone else within the University?
  • Where is the money coming from?

Find out if an existing framework agreement or contract is in place.  The University has agreements with a number of suppliers for commonly purchased goods and services.  The use of Framework Agreements or University Contracts which will deliver best value is mandatory.

Get in touch with the Procurement Team at procurement@abdn.ac.uk

Taxis

Collaborative Framework Agreement for Taxi Services

The University of Aberdeen, in conjunction with NHS Grampian and Aberdeen City Council, has put in place a new ranked collaborative Framework Agreement for Taxi Services. Three suppliers (Aberdeen Taxis, Comcab and Central) have been awarded the Framework Agreement and they are ranked as indicated in the table below:

Contractors

Ranked

Phone Number

Aberdeen Taxis Ltd                

First

01224 200200

ComCab       Ltd                        

Second

01224353535

Central Taxis

Third

01224 898989

 

               

 

 

 

 

 

Procedure for booking a Taxi using the Framework Agreement

The procedure for booking a taxi under the framework agreement is to approach the top ranked contractor first, however, if the first ranked supplier is unable to fulfil the requirements, you can obtain the service from the contractor ranked second and so on.

 

The Framework Agreement can be used from 1st October 2019. Please note that users accounts numbers for taxi bookings will remain the same.  

 

Information required for booking a Taxi using the Framework Agreement

Please find below Information required for booking a taxi under the framework agreement.

·         Accounts number.

·         Contact details of passenger travelling.

·         Pickup Time / location.

·         Drop off location.

Travel

Business Travel should be obtained for the appointed Travel provider to the University.  No other firm has qualified by tender and been selected to supply these services.  As the University spends overs £1.5m per year on business travel, it is essential these services are subjected to a procedure which complies with EU Public Procurement Directives and Procurement (Scotland) Regulations 2016.    

If you wish to book travel please visit here

Stationery/Computer Consumables/Paper

All orders should be placed directly through the Office Depot marketplace (a punch-out site) via the Finance system.  Paper is also now ordered by the individual rather than "bulk ordering", however this is done slightly differently and is detailed below.

Deliveries are made on a Wednesday and your order must be approved and sent to Office Depot by 5pm on a Tuesday.  If your delivery has not arrived or if you are unable to find an item that you require, please contact customer services at Office Depot on ukcustomerservice@officedepot.eu or 0844 391 3950.

Office Depot provide desktop delivery for all stocked items, meaning all goods should be delivered to your room/desk on Wednesday.  If you have any problems with the service provided by this Supplier, please email Procurement at procurement@abdn.ac.uk.

It is very easy to launch into the Office Depot market place through the Finance system without the need for user names and passwords. In the past there have be issues with pulling back to our previous system of Pecos, we detail this here in case a similar issue appears with the current system:

Occasionally a pop up box asking for login details might appear. When you come across such a request you should configure your internet explorer to accept cookies, as detailed below:

  1. In the Menu bar, select:
  2. Tools > Internet Options > Privacy tab > Advanced
  3. The Advanced Privacy Settings box appears
  4. In the Cookies section, choose Override automatic cookie handling
  5. Under First Party Cookies, select Accept
  6. Under Third Party Cookies, select Accept
  7. Select Always allow session cookies
  8. Click OK to close the Advanced Privacy Settings box
  9. Click OK to close Internet Options
  10. Close all web browsers
  11. Open a new browser.
Paper Ordering

Paper Ordering

Paper is ordered directly from Office Depot via the Finance system using subproject CF10287-15 and account 4205.  Note that the standard paper to order for the MFDs is :

5226498   -   FSC4 Recycled Bright White A4

5226489   -   Recycled Bright White A3

No other paper should be ordered for the MFDs – the spend against CF10287-15 and account 4205 will be monitored by IT Services and any other paper ordered will be charged back to Schools / Depts.

If you have any queries, please contact:

  • Procurement on extension 4467

Pcs

Equipment order and supply

  • IT Services can provide advice on choosing and buying an approved UoA desktop, laptop or item of peripheral IT equipment, for example a printer. Further details on the standard desktop, laptop or peripheral IT equipment. Orders should be placed through IT Services. However, individuals using this service should ensure that they have the necessary authorisation at departmental/school level prior to beginning.

    IT Services will setup your UoA PC with the standard software library which includes email, calendaring and printing to relevant printers including Multi Functional Devices. The software provided will depend upon your College or Admin Unit, please contact IT Services for further Information.

    Antivirus software is included as part of the standard software and regular updates are provided automatically. Critical operating system and Microsoft Windows updates are also made available automatically.
  • IT Services will come to your UoA office and unpack, connect and test your new computer for you. IT Services can also install items of approved UoA peripheral IT equipment and licensed software not on the standard list

    Where a new UoA PC is being supplied, IT Services will remove your old UoA PC, remove files and arrange disposal. Further information on disposal.
Vehicles

As a general rule vehicles should not be bought by the University as they are not considered cost effective capital investment.  From year 4/5 of ownership, vehicles tend to become unreliable and a financial liability: it is an established Institutional practice to lease them.    

If you are considering leasing a new or replacement vehicle (car or light commercial vehicle) please contact Procurement at procurement@abdn.ac.uk. 

 

Vehicle Lease

 

Longer terms vehicle lease requirements must be acquired through the University’s Framework Agreement with contract hire suppliers.   Prices will be provided including Service Maintenance and Road Licence Fund costs and other information which enables quick and easy comparison between make/models.  Details required in order to seek quotes include:

 

         •  Make and model of vehicle

         •  Annual Mileage

         •  Fuel type

         •  Transmission

         •  Lease period (usually 3 or 5 years)

         •  Accessories

 

Vehicle Hire – Short-term

 

Short-term hire (one year or less) vehicles should be obtained from the appointed Vehicle Hire Framework Agreement supplier. 

When placing the order on Finance System for Arnold Clark car hire, please provide the following information:

 

Click in the Requisition Details tab and amend the default delivery date to when the vehicle is required, then click on the arrows next to “Detailed Product Information”  which will take you to the “Additional Product Text” box where the following information should be included:  

  • University Account Number : 9916126
  • The exact time and date for both the start and end of the hire 
  • Both the delivery and collection addresses (If there is anything out of the ordinary please include it, e.g. entry barrier codes etc) Please make this the Security office on Dunbar Street as there are security CCTV cameras.
  • The driver’s telephone number and mobile, if possible, along with the full number of the booker, including extension details  (It is important for the supplier to have these contact details especially for early Monday morning hires when they  may have tried to deliver the vehicle on the weekend and there has been a problem)
  • If the driver has any preference of vehicle then this should be included here and the supplier will try to be as accommodating as they can whilst not being able to guarantee specific makes or models of vehicle or features. 
  • Any other relevant information

As before, once the supplier has received your purchase order, a confirmation will be sent back to you within 24 hours so please ensure you receive it.  If you do not receive it within 24 hours then I would suggest you contact Central Reservations at Arnold Clark.

 

Please also make note of the following points:

  • All cars with 9 seats or under to be parked at the Security office on Dunbar Street, all vehicles with more than 9 seats or a large wheel base to be parked at Zoology.  Both these car parks have security cameras covering the whole of the area.
  • Drivers should inspect their hire vehicle, inside and out, including alloys, prior to driving away. If possible take photographs of condition and email them with the subject line Photos along with vehicle registration to insurance@abdn.ac.uk.
  • At end of hire, the same process should be followed, this affords us a much better chance of not being incorrectly billed for damage to a vehicle.
  • If you believe there is damage to vehicle at start of hire or any issues such as lights not working, please document and report to both Arnold Clark and insurance@abdn.ac.uk.
  • In the event of damage occurring to a vehicle, the excess for each incident is £250 plus an admin fee of £30 and this is paid by the drivers department.
  • If a driver has damaged a vehicle they should immediately email insurance@abdn.ac.uk so that a claim can be raised with our insurers Zurich.
  • Drivers should also complete the driver declaration form annually online at the following link: http://www.abdn.ac.uk/staffnet/forms/driver-declaration/ if you are unsure whether your declaration is still valid please email insurance@abdn.ac.uk.
Furniture

All furniture purchases should be co-ordinated with the University Furnishings Officer, Mrs Marilyn McIntosh in Estates. Mrs McIntosh can advise on your requirements, keeps up-to-date with current HE contract deals for furniture and can access other major public sector agreements.

She can be contacted on: m.mcintosh@abdn.ac.uk