The ability to customise the means of acquiring a particular product and reacting to market conditions is valuable. Buying certain commodities on the spot market, e.g. fuel oil, would not be possible where the bidding policy is formal and inflexible. However, using a framework advertised in the Find a Tender Service provides a list of pre-qualified suppliers, which will enable a spot buying approach. Where higher value requirements are above the Supplies/Services, Light Touch, or Works thresholds, the competition method will be determined by the nature of the requirement, i.e. if they are deemed to be supplies, services or works. In such cases the procurement process must adhere to the rules laid down in the legislation.
Additionally, an ability to conduct post-bid-opening negotiations is a valuable component of the competitive process. Again, there are legal considerations where the procurement has been completed in accordance with the Procurement Act and guidance should be sought from the institution's Head of Procurement before embarking on any tender negotiation exercise.
Guidelines should also exist to help the buyer when there is a sole/single source and/or emergency acquisition situation. The guidelines need to the flexible yet protect the institution, the buyer and comply with the law.
School / MAT members - the information on this page aligns with the following ISBL Professional Standards: 3.17, 3.18, 3.19, 3.20