SINGLE TENDER ACTION (STA) JUSTIFICATIONFORM
This form must be completed withrespect to all orders exceeding £5,000(excluding VAT) where:
1) The proposed purchase is not being made under a recommended contract AND:
2) Competitive offers are not being obtained.
A copy should be attached to the requisition/PO within e5 for audit purposes to justify non-compliance with the University’s procedures relating to obtaining Quotations and Tenders.If the proposed purchase exceeds £30,000.00 excluding VAT, then the form should also be submitted to the Head of Procurement for countersigning and approval. Note: STAs are not required for subscriptions to professional journals, trade events or attending training courses and conferences.
This form must be completed and signed by the end user and not administration staff.
Department / Requestor
Telephone/Email / Supplier
Estimated total cost of procurement (ex VAT) (Please provide price breakdown including ongoing maintenance etc.)
Description of goods/services required
If funded by a research grant or special initiative, please provide name of granting body/special initiative.
Note: It is not necessary to complete the form for payments to Legal Partners Collaborators such as Named Participants on a Research Project or named participants on funded projects e.g. Invest NI etc. However the letter of offer or appointment should be attached to the e5 order.
Type of Purchase / One-off Repeat Order Repair Other ………………
Detailed Justification for not tendering (please be precise in explanation e.g. compatibility, technological, extreme urgency, other please specify)
Supporting statement on how value for money will be achieved. Include any savings achieved against original quotation.
Note: The Procurement Team are able to offer assistance in achieving Value for Money by negotiating directly with the supplier.
Does any conflict of interest exist between University staff and supplier? / No Yes (if yes, please provide further details below)
Single Tender Action Recommended by: (Requestor)
Name: / Signature
Position: / Date
Supported and approved by: (Head of Department/budget holder)*
Name: / Signature
Position: / Date
*The STA Justification Form must be approved by the Requestor’s Line Manager.
By signing this Declaration, I confirm that I have no related interest in this procurement (as outlined in the University’s /regulations, Guidelines and Procedures for the Procurement of Goods and Services), that the procurement is wholly and appropriately for the business of the University and that the projects) has sufficient funds to cover the costs.
IMPORTANT: For all purchases exceeding £30,000 the undernoted section must be completed before any commitment is made to the Supplier
Date received by Procurement / Justification approved / Yes No Date returned to department / Head of Procurement signature
Additional comments
Document number: 2015_050 v_3