SINGLE-SOURCING JUSTIFICATION / APPROVAL FORM
This form formally records the justification and authority to waive the University’s competitive quotation
or tender process to supply the following goods/services. The form may be approved 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
Dean of College or
Head of Service
Head of Procurement
What to do with an authorised
form
Keep form with purchase order &
send copy of form to Head of
Procurement
Keep form with purchase order or
contract
Notes:
1.
The University’s Financial Regulations require suppliers to be selected through competition.
Competition enhances value, service and innovation, and minimises the perception and
likelihood of partiality, bribery and fraud.
2.
EU Treaty principles require procurement to be fair and open. (Single-sourcing is not open.)
3.
Do not consider single-sourcing for projects funded (even partially) by EU grants.
4.
If a UK research council is funding your equipment and it is likely to cost more than £25,000
(including VAT), you must1 consult Procurement Services before starting the procurement
process.
5.
Single-sourcing is rarely justifiable: reasons why competition is not possible may include an
external-imposed lack of time, specifications from a funding body and genuine compatibility with
existing eqpt.
6.
Please discuss single-sourcing with the Head of Procurement, or send this form to him
before committing to a purchase over £25,000, because approval is not guaranteed.
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)
4. Funded by: [e.g. College or service funds, capital, a research body]
5. Why is single-sourcing necessary for this purchase?
6. I attach the following documents: [Quotation or offer, business case, etc]
1
http://www.rcuk.ac.uk/documents/publications/Equipment_Guidance.pdf
401280472
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 (Below £25,000 only)
I am confident that this purchase can not be achieved through competition, and I waive the obligation
to seek competitive quotations.
Name: …………………………………………..
Position: ……………………………………………
Signed: ……………………………………………
Date: ……………….
9. Head of Procurement (Over £25,000)
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: ……………………………………………
401280472
Date: ………………