How to buy through award without competition

What is award without competition?

Award without competition is when you place an order directly with a supplier without entering into a competitive tender process.

It is mostly used in situations where a competitive process is not possible, such as when a specific supplier is the only appropriate option or for urgent or low-value needs.

Under Public Contract Regulation 2015, award without competition was referred to as direct award.

Who can buy through award without competition?

You can only buy through award without competition if:

• your organisation’s internal policy allows award without competition as a way to buy
• the agreement you are buying from accepts award without competition as a way to buy (check the agreement’s buyer guide)
• you are buying from an agreement that uses the Procurement Act 2023

What is the buying process for award without competition?

The buying process for award without competition can be completed in the following 6 steps:

1. Find a suitable framework and check compliance

Confirm that your organisation allows award without competition.You will then need to find a commercial agreement that meets your needs. 

Make sure that the agreement you choose:

• follows the Procurement Act 2023 regulations 
• allows award without competition (check the agreement’s buyer guide)

2. Assess relevant suppliers

Use the framework terms and criteria to assess the suppliers on an agreement and find one that is capable of meeting your needs and providing the best value.

Once you have objectively determined who this supplier is, you can place an order for goods or services directly with them.

3. Publish contract award notice

This is the announcement of a public procurement outcome. You must publish a contract award notice to say that you intend to award a contract to a specific supplier.

If you decide to include a standstill period you must publish this notice before the standstill takes place.

4. Observe standstill period (optional)

The standstill period should last at least 8 working days. During this time the contract award process is suspended. This gives unsuccessful suppliers an opportunity to call for a review of the decision.

Once the standstill period has passed you can begin your contract with your chosen supplier.

Speak to your commercial team or legal advisors if you need advice to decide if a standstill is appropriate for your procurement or not.

5. Enter into contract

Once the standstill period has ended you can enter into a contract with your chosen supplier.

If you decide to not have a standstill period, you can enter into the contract once you have published your contract award notice.

6. Publish contract details notice and contract (if applicable)

You must publish a contract details notice setting out that you have entered into a public contract within 30 days of having entered it.

When a contract is above £5 million, you must also publish a copy of the contract, including 3 Key Performance Indicators (KPIs).

When is award without competition not suitable?

Award without competition may not be suitable for:

1. Frameworks that use the Procurement Contract Regulations 2015

If you are buying from an agreement that uses the Procurement Contract Regulations 2015 (PCR2015) use either direct award or further competition.

2. Dynamic markets

If you are buying from a dynamic market you will need to buy through award with competition.

3. Large or complex needs

If you have a large or complex requirement or if you are unable to distinguish a most suitable supplier for your needs, you should consider running award with competition.

4. Bundled commodity items

If you are planning to bundle commodity items together and may expect a discount from the retail price, consider buying through aggregation or one of our catalogues.

5. Organisations who do not allow award without competition

If your internal policy does not allow you to buy through award without competition, you can use award with competition.

How long does award without competition take?

How long award without competition will take depends on the types of goods or services you need and if you include a standstill period. Common goods that are held in stock usually have short lead times.

Some agreements allow you to complete pre-engagement with the supplier to clarify specifications. If required, this would usually take 2 to 3 days to complete.

What can you buy through award without competition?

You can buy a variety of common, non complex goods and services. Some examples of what you can buy include:

• general supplies such as office supplies, furniture or equipment
• technology such as laptops or hardware or software licenses
• construction materials and building supplies
• professional services such as legal advice or project management and consultancy
• IT support
• travel management solutions
• workforce solutions such as staffing 
• translation and print services
• food and facilities management

Find a commercial agreement that can meet your needs.

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