Single tender procurement

Effective and proper procurement of goods and services is essential for an academy trust to function well and to ensure a high quality of education is achieved. The way academies procure good, services and works is just as important as what is procured.

Single tender procurement is the action of awarding a contract, without undertaking a competitive tendering exercise. However, it still needs to comply with the main stays of any spend of public funds:

1. The spend has been for the purpose intended by parliament
2. Spending decisions represent value for money

The need for a single tender procurement can occur for a variety of reasons, for example, a distressed purchase situation (emergency) or lack of suitable suppliers within field of expertise/specialist supply. In all single tender procurement purchases, we would recommend keeping evidence of the rationale and basis for decision, in any event.

There are other circumstances where a single tender purchase is permitted:

• The provider is within an agreed framework/approved list of suppliers
• Purchase complies with procurement regulation as without need for multiple tenders
• It is permitted within the trust’s procurement policy limit

Public Contracts Regulations (PCR)

Deals For Schools has a raft of frameworks, that allow schools to buy goods, works or services without the need for three tenders, because the criteria for procurement has already been vetted and undertaken for you.

But what do you do if your need isn’t covered within a framework or and you cannot gain three quotes? The guidance says depending on value (low – under £10,000, medium £10,000 to £40,000), three quotes are required. High Value things have other specific procurement rules to follow (not covered here).

The best option for low/medium value things is to ensure your trust includes provision within your procurement policy to allow a single tender procurement under defined conditions.

As above, lack of specialist suppliers with appropriate skills or expertise, suppliers capacity or time restrictions can mean that the usual three quotes cannot be achieved. Your procurement policy can be written to allow for rationale under these conditions, to satisfy the requirements.

It is for each trust to decide upon its procurement policy and therefore there is flexibility, as long as the evidence and rationale above (VFM and regularity) is applied.

If you would like help with reviewing your procurement policy, please contact your usual relationship manager and we will be able to help.