Single Tender Justification

Any single-tender action for purchases over £2,000 must be justified. You will need to complete a single tender justification (STJ) form to apply for an exception to CGST's minimum tendering requirements.

To apply, please fill in all applicable sections of this online STJ formthen save and email it, together with written approval from the budget holder all required documentation, to the Corporate Procurement Unit. If the STJ is in support of a new supplier set up request, attach the form and all required documentation to your request in FRIS.

Please note that the STJ is NOT SENT TO PROCUREMENT AUTOMATICALLY. You will need to save / download your response and send it to procurement@sgul.ac.uk or attach it to your request in FRIS together with all applicable supporting documents such as budget holder approval, financial approval for threshold, a copy of the supplier's quote and a signed Whole Life Costs - Equipment Purchase form if applicable. 

To save the form, click the three dots that appear in the top right after you click the 'submit' button, select 'Print response', 'Microsoft Print to PDF' then save it to your chosen location.

PLEASE NOTE

A Single Tender Justification Form should be completed where the stipulated number of quotes cannot be obtained on the basis of at least one of the following grounds:

1. SINGLE SUPPLIER - Where it has been confirmed that the goods / services / works can only be supplied by a particular supplier e.g. there are not other competitors or there is no reasonable alternative for technical or artistic reasons, due to the protection of exclusive rights such as intellectual property (IP),  supplier owns IP and is the only supplier able to provide security updates patches & bug fixes, supplier owns exclusive distribution rights, only a particular has the specific know-how or tools for the task. Appropriate evidence should be provided to support the lac of providers. Lack of knowledge about suppliers is not a sufficient reason to use this exception nor is appointing a supplier simply on the basis that they have worked for the University before.

2.  COMPATIBILITY - Where the goods / services / works are required due to thier compatibility with existing services or products, or the task is essential to complete the project and arises as a consequence of a recently completed assignment and engaging different consultants / suppliers for the new task or procuring new goods, services or works would result in unacceptable time consumption, complex redesign and modification or would result in significant cost and/or delay to an important service e.g. the purchase of additional, or to partly replace exising, goods, services or works which are the same or compatible with existing provisions and change of supplier would result in the University receiving goods, services or works that are incompatible and that incompatibility would result in disproportionate technical difficulties in operation or maintenance.

3. EXTREME URGENCY - The goods / services / works are necessary for reasons of extreme and unavoidable urgency. The urgency is due to unforseeable events not of the University's making and therefore cannot be procured via a competitive tendering procedure e.g. flooding. The situation is so urgent that the University is unable to comply with the timescales, even permitted shortened timescales, required for a competitive tendering procedure. The goods, services or works are those necessary to cope with the urgency of the situation and not for the longer term. Staff delays or poor planning should not trigger this exception.

4. ADDITIONAL OR REPEAT GOODS OR SERVICES - Where additional or similar goods / services / works are required from the same supplier and the original contract was competitively tendered within 5 years prior and the intention to direcly award subsequent procurements was set out in the tender notice and tender documents. 

5. ADVANTAGEOUS TERMS ON INSOLVENCY - Where awarding a contract to a particular supplier will ensure particularly advantageous terms due to the supplier undergoing insolvency proceedings.

6. PROTOTYPES AND DEVELOPMENT - Where the contract involves, at the request of CGST, the production of a prototype or other novel goods or services for testing their suitability or researching their viability or producing / supplying such for research, experiment, study or development.

7. USER CHOICE - Where the goods or services are fro the benefit of a particular individual / end user and the supplier has been nominated by them or their carer and the University is legally required to consider the views of the end user or their carer and the University considers that it would not be in the best interests of the end user to carry out a competitive tendering process. A Transparency Notice is not required in this instance.