What you need to do

Evaluate procurement routes if EC Rules apply and select the most appropriate:

• Open procedure - all suppliers may tender;
• Restricted Procedure: a two-stage process - all suppliers may express an interest, but only those five (minimum)suppliers selected from those who meet the client's minimum requirements for economic and financial standing and technical capability may tender;
• Competetive Dialogue: also a two-stage process. The first stage "the dialogue" allows for discussion between the invited tenderers (no less than 3) and the Contracting Authority. At the end of the dialogue phase tenderers are invited to submit proposals which will not then be subject to further negotiation.
• Negotiated Procedure: again a two-stage process (only allowed in certain very limited circumstances) - only those three (minimum)suppliers selected from those who meet the client's minimum requirements for economic and financial standing and technical capability may tender: a client may negotiate the terms of the contract with these suppliers
• An existing supplier, e.g. under a strategic partnering arrangement.
• An existing contract e.g. a catalogue like GTC, an existing departmental contract or one let by another department as a collaborative opportunity

Points to consider

Seek your internal Procurement Unit's advice. For information about when the EC procurement rules apply see:

Introduction to the EC procurement rules

The decision on the route to take must be justified and documented on the basis of appropriateness, compliance with EC Rules, business benefit and risk.

In selecting a procurement route, consider the time and cost involved. Catalogues and existing contracts provide a faster, lower cost route provided:

• The requirement can be adequately met by this method
• The suppliers available have sufficient capacity and capability to meet the requirement and there are enough of them to allow appropriate testing of the market and competition
• The terms and conditions are appropriate.