Procurement Update

Single Supplier Waiver

Procurement have noticed that the Single Supplier Waiver process is not being used in the spirit in which it was intended. For clarity, you should always show that efforts have been made to find more than one supplier and if that is not possible that evidence exists to show there is only one route we can take.

It is the expectation, and understanding, that all Procurement activity follows the guidelines and regulations laid out on the Procurement page at : https://www.kent.ac.uk/finance-staff/procurement/index.html

You may apply for a Single Supplier Waiver in exceptional circumstances where you cannot obtain multiple quotes, or there are not multiple suppliers, or where a genuine emergency situation exists.  Urgency produced by poor procurement planning would not qualify for this waiver.

Lack of planning, and repeated use of the same suppliers without a contract, or without a market test, is insufficient. You may have worked with a supplier for a number of years and be happy with the prices they propose ; however, we should be checking every year or so, who else can provide the service and what their prices might be.

From 8th January 2018, Procurement will apply the following guidance to all Single Supplier Waivers and a waiver will be granted where it is proven :

 

  • That a genuine Emergency situation exists – where it could not have been predicted ; or

 

  • That there is clear evidence the goods, services or works are of a specialist technical, artistic or proprietary nature, and no other suppliers are available ; or

 

  • That there is only one supplier in the market capable of providing the service, goods or works(e.g. a specific artist with intellectual property rights in a work of art) such that there is no benefit to be gained from competition ; or

 

  • For reasons of systems or software licence support or compatibility ; or

 

  • The circumstances of the proposed contract cover land acquisition or disposal, or direct employment contracts with an employee ; or

 

  • There are other circumstances which are genuinely exceptional or unusual

Important Note : Waivers must not be used to avoid the administrative inconvenience of a tender or request for quote process.

Repeat waivers as a result of failure to operate compliantly may be subject to disciplinary action. Any queries please contact Mark Reed, Head Of Procurement.

Agency Staff Guidance

Advice and guidance around dealing with recruitment and temporary staff agencies.  Please visit https://www.kent.ac.uk/finance-staff/procurement/index.html?tab=news for further details.