In practice, occasions arise when it is either impracticable or in-expedient to obtain the required number of quotations or to invite tenders, whichever would otherwise be appropriate. Reasons for this include, but are not limited to:

• The required supplies or services are available only from one source;
• The item is a component of equipment in service and obtainable only from the manufacturer of the original equipment;
• The item must be compatible with existing equipment for reasons of: satisfactory operation, staff training already carried out, or prior investment in spares and maintenance facilities;
• Only one supplier has the necessary expertise or facilities for supply of the equipment with backup support and warranty;
• A limited increase in quantity is required to an item already being supplied or manufactured;
• Where such circumstances exist, and a proposed purchase is believed to exceed the monetary threshold, the approval of the Chief Financial Officer (if greater than $100,000) or the Head of Procurement (if greater than $1000 and less than $100,000) must be obtained.
  • Note: In some monopoly supplier situations (eg specialised equipment) , it may be necessary to conduct a Request for Quotation (RFQ) process to establish compliance to standard UC terms and conditions.

Available resources:

• UC Standard Consultancy Agreement - available from the Procurement Office
• Request for Quotation Documentation - available from the Procurement Office

Please contact one of the Procurement Team for further information or guidance.