Exemption from multiple quotes or the competitive bid process

In exceptional circumstances it may not be feasible or practical to collect multiple quotes or follow the competitive bid process. This may be because there is only one vendor in the market capable of providing the good or service needed (sole source) or there are a number of capable vendors but only one is available to provide the good or service (single source).

To procure goods and services under these circumstances follow these steps:

1. Confirm the preferred vendor
2. Complete the required forms – Purchasing Requisition and Limited Tendering Exemption form in Sm@rtBuy

Strategic Procurement Services will review the documents and respond within five (5) business days. The review will ensure that the request is supported by an appropriate rationale, evidence of fair market value and all forms are appropriately approved.

All complete and valid non-competitive procurement requests are approved by the Director, Strategic Procurement Services. A Purchase Order is then issued and faxed to the recommended vendor. A copy of Purchase Order and approved Briefing Notes and Approval Form is forwarded to the requestor for record-keeping purposes.

Once approved, the requestor will receive a copy of the Approval Form (with notes) and Purchase Order from Strategic Procurement Services including confirmation that the Purchase Order has been issued to the Vendor. Refer to the appropriate purchasing channel for instructions for “after receipt of goods or services”.

In situations where the documentation provided is insufficient to warrant approval, Strategic Procurement Services will contact the requestor within 3 to 5 business days to discuss alternatives.