SINGLE-SOURCING JUSTIFICATION / APPROVAL FORM
Single-sourcing is when goods, services or works are ordered from a supplier or contractor without
quotations from other suppliers. This form records the reason for each planned single-source purchase.
Policy background

Competition enhances value, service and innovation, and minimises the perception and
likelihood of partiality, bribery and fraud.

The University requires suppliers to be selected through competition (which comprises 3
quotations at its simplest) for all procurement of £1000 or over. (Financial Regulations)

EU Treaty Principles require fair and open procurement. (Single-sourcing is not open.)

Goods and services to be purchased with EU funds (e.g. ERDF) must be selected by fair and
open competition. Do not consider single-sourcing for any procurement funded (even partially)
by EU grants. Speak to Procurement Services for advice.

Although single-sourcing is rarely justifiable, competitive purchasing may sometimes not be
possible, for reasons including an external-imposed lack of time, specifications from a funding
body and genuine compatibility with existing eqpt.
Exceptions. You do not need to raise this form for the following items or services:




Attendance at conferences.
Subscriptions for individual journals.
Relocation expenses for new members of staff. (They choose how to spend their allowance.)
Internal orders (within the University of Exeter).
You must:

discuss single-sourcing with the Head of Procurement before committing to a purchase over
£25,000, because approval is not guaranteed.

consult1 Procurement Services before starting the procurement process if you plan to spend
more than £25,000 (including VAT) on goods or services for a project funded by one of the UK
research councils.
Authorisation. The form must be authorised as follows:
Value
£1000 to £5000
Between £5000
and £25,000
Over £25,000
Who can authorise
Single-sourcing?
College Manager or
Head of Service or delegated manager
Dean of College, Head of Service or
delegated manager
Head of Procurement
What to do with an authorised
form
Keep form with purchase order
Keep form with purchase order &
send copy of form to Head of
Procurement
Keep form with purchase order or
contract
1. What goods or services are you planning to buy and why are they needed?
2. Which supplier do you want to use?
3. Total Cost: £ (excluding VAT)
1
http://www.rcuk.ac.uk/documents/publications/Equipment_Guidance.pdf
612929957
4a. Who is funding the purchase? (Include all elements) [e.g. College or service funds, capital, a
research body]
4b. How much of the purchase will be funded from EU sources?
5. Why is single-sourcing necessary for this purchase?
6. I attach the following documents: [Quotation or offer, business case, etc]
7. To be completed by the applicant (after discussion with approver):
Name: ……………………………….
Date: …………………..
Position: …………………………………… School or Service: ………………………………
Tel: ………………………………………… Email: …………………………………………
Research/Project Name: ……………………………………………
Now arrange for approvers to review.
8. College or Service Approval (for all authorisations)
I am confident that this planned purchase cannot be achieved through competition, and I waive the
obligation to seek competitive quotations.
Name: …………………………………………..
Position: ……………………………………………
Signed: ……………………………………………
Date: ……………….
9. Head of Procurement (Procurement over £25,000 only)
Head of Procurement, Room 260, Northcote House, The Queen’s Drive, Exeter, EX4 4QJ.
(j.c.malloch@exeter.ac.uk)
Single-sourcing is approved:
Name ………………………………..
Signed: ……………………………………………
Notes:
612929957
Date: ………………