Exceptions to procurement procedures
In exceptional circumstances, a single source of supply may be appropriate to meet a particular specification. For example, when goods/services are only offered by one supplier (so more than one quote cannot be obtained); or for continuity reasons (such as the duplication of scientific tests using specific equipment) the department may wish to use a single supplier.
If staff responsible for procurement wish to use a single supplier where the value is over £20k, they must complete in full the “Waiver Request Form” document, and submit it to the CPU for consideration.
Requests for single source supply, which in the opinion of the Head of Procurement do not meet all relevant criteria for such a requirement, will be rejected.
Where the value is less than £20k but above the threshold limit for multiple quotes, a “Waiver Request Form” should be completed and approved by the relevant Head of Department. The Head of Procurement does not need to approve these requests. The “Waiver Request Form” must be kept by the relevant department and may be subject to a future audit inspection.
| Value | Approach |
| £0 - £7,500 | Prices should be obtained by referring to the Supplier’s Price list, by hardcopy or online catalogue, or by telephone. |
| £7,501- £20,000 | Three written quotations. In the event that quotes cannot be obtained by more than one supplier – the head of Department is required to approve the order. |
| £20,001 - £100,000 | Guidance must be sought from CPU. A request for quotation process performed by CPU in conjunction with the key stakeholder. A minimum of three suppliers must be asked to provide a response. |
| £100,001 - UK Procurement threshold | Guidance must be sought from CPU. A competitive tendering process performed by CPU in conjunction with the key stakeholder will be the default route to market. This will be a single stage tender process. |
| Over UK Procurement threshold | Guidance must be sought from CPU. A competitive tendering process performed by CPU in conjunction with the key stakeholder will be the default route to market. The process will usually involve a two stage process which will include a pre-qualification stage and a subsequent tender stage. The opportunity will be advertised to the whole market. |
UK Procurement thresholds
The UK Procurement thresholds for sub-central bodies are:
- Supplies: £214,904 (£179,086 + VAT)
- Services: £214,904 (£179,086 + VAT)
- Works: £5,372,609 (£4,477,174 + VAT)
