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Approval for the Use of an Alternative Procurement Procedure

The University requires all Departments / Centres / Activity Heads, irrespective of the source of funds, to obtain supplies, equipment and services at the lowest possible costs consistent with quality, delivery requirements, environmental and sustainability considerations and in accordance with sound business practice and achievement of value for money.

An application for use of an alternative procurement procedure should be submitted to the Purchasing and Insurance Office in the event that, for exceptional reasons, the correct procurement route as laid down in FP15 cannot be followed. Please note that time restraints are not a valid justification for use of an alternative procurement route.

In applying for approval for the use of an alternative procurement procedure, Departments should be aware that the Purchasing Office reserves the right to recommend advertisement of the requirement on www.contractsfinder.businesslink.gov.uk, the Government’s electronic portal for advertising public sector contracts, and / or publication of a Contract Award Notice on the Official Journal of the EU.

Under no circumstances should the purchase be made prior to the Application being fully approved to the required level and the authorised application returned to the Originator.

In addition to the consequences for non compliance with Financial Regulations and Procedures, failure to correctly follow the University policy for approval of alternative procurement procedures could result in withdrawal of funding in the event of an audit by the associated funding body.

In applying for approval for the use of an alternative procurement procedure, Departments should satisfy themselves that the terms and conditions of the funding would not be compromised in any way, should the application be approved.

Departments are advised to allow sufficient time for application approval. A minimum of two weeks should be allowed for sign off however this may be longer should queries on the application be raised or further information required. Should advertisement https://www.gov.uk/contracts-finder and or publication of a Contract Award Notice in OJEU be recommended, appropriate time will need to be allocated for this.

More information about this process:

Once completed with the relevant departmental signatures and IT/RIS approval, please send these forms to procurement@warwick.ac.uk for processing, either by email or internal mail (AC 0.5, Argent Court).

APPs may be looked at by the relevant Procurement Manager, before signature from Pauline Mealing. These may then need to be further authorised by Andrew Smith and the Group Finance Director.

The completed forms will then be returned to you once authorised by the appropriate people.

Approval for the Use of an Alternative Procurement Procedure Form

Approval for the Use of an Alternative Procurement Procedure Guidelines