Video Gaming Support
Procurement Self-Service · Staff Portal

Buy the right way — and buy faster.

Raise a purchase request, onboard a supplier, renew a contract or ask for advice. Tell the portal what you need and roughly what it costs, and it routes you down the correct path — with the right approvals, automatically.

Open requests
18
across all teams
Avg. approval time
2.8 days
vs 5-day target · Jul 2026
Spend approved YTD
£4.9m
72% of annual budget committed
VGS Procurement Policy
Under £5,000
Budget holder · no quotes needed
›
£5k – £25k
Three written quotes
›
£25k – £100k
Mini-competition · SMT approval
›
Above £100k
Full tender · Board approval
What do you need?

Pick the option that fits. Not sure which route applies? Start a purchase request and the portal works it out from the value you enter.

Approved frameworks — check here before going to open market

Buying through an approved framework skips the full tender and cuts lead time. Check these before starting any quotation exercise above £25k.

How a request moves through the portal

1
Submit
Pick a category, tell us what you need and the estimated value. Under three minutes.
2
Budget-holder approval
Your budget holder is notified to approve within their delegation. Auto-escalates after 48 hours.
3
Procurement review
Procurement confirms the route — quotes, framework or tender — and flags anything to check.
4
Award & PO
A purchase order is raised to the supplier. Never commit spend before a PO number exists.
5
Contract & close
Contract signed, delivery received, invoice matched to PO, contract added to the register.

Turnaround by route

RouteApplies toTarget
Budget holder onlyUnder £5k2 days
Three written quotes£5k – £25k10 working days
Framework call-offAny value5 working days
Mini-competition£25k – £100k4 – 6 weeks
Full tenderAbove £100k12 – 20 weeks
New supplier onboardingAny new supplier10 working days
Single-source waiverDirector sign-off5 working days
Contract renewalSubmit 90 days prior5 working days
Remember: don't instruct a supplier before a PO number is issued. A verbal or email commitment without a PO is unauthorised spend.

Common questions

How does the portal know which route I need?
It uses the estimated value you enter against the VGS Procurement Policy thresholds, then shows the required steps, the approver and the expected turnaround before you submit.
Can I use a supplier we've used before?
Yes, if they're on the approved supplier list. If not, choose "New supplier onboarding" first — checks take up to 10 working days, so plan ahead.
When do I need three quotes?
For anything between £5k and £25k. Below that, your budget holder can approve directly. Above it, Procurement runs a mini-competition or tender.
What if it's genuinely urgent?
Mark the request urgent and Procurement will triage it the same day. Genuine emergencies can use a single-source waiver with Director sign-off — but it's the exception, not the shortcut.

Need to talk to a person?

For anything the portal can't answer, or a request that's stuck, contact the procurement team directly. We'd always rather answer a question early than unpick a problem later.

Procurement Lead
Procurement Team
procurement@vgs.org.uk
Escalation
Head of Finance
finance@vgs.org.uk
🛒
Purchase requisition
Request approval to buy goods or services
Route & approval — worked out from the value
Enter an estimated value to see the route
Approver: —
Expected turnaround: —
What happens: —
Standard
Normal SLA applies
Urgent
Same-day triage
✓

Request submitted

Your request has been logged and routed for approval. You'll get email updates at each stage.

VGS-REQ-2026-0000
🔎
Track my request
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