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Procurement Connection - Protocol 8

Protocol 8 should be used where there is a sole supplier in the market who can fulfil the requirement.

Protocol 8 should be used to procure where we do not have an established purchasing arrangement (such as a contract or framework) for the goods, services of works required.

There are times when for compatibility or market reasons a supplier is the only source of a service, component or software, or is in a unique supply position.

Protocol 8 specification

Spend type

Sole supplier.

Approval process

Due to the risk of a challenge it is necessary to submit a business case including a risk assessment to the director of finance and the director of legal services for approval.

The approval process for procurement business cases is managed by the county procurement team using an automated workflow process.

Prior to the submission of  a business case for approval it should be reviewed by our risk and insurance team, email  or and the departmental finance business partner should be made aware of the cost implications.

One of the 2 business case templates attached to this page should be used to write your business case. When completed the business case is ready to be sent for approval using the business case submission form.

The business case owner completes the details in business case submission form which carries the business case to the correct approvers. Detailed guidance is attached to this page.

Minimum advertising required

None. However, where the requirement is above the threshold, the award should be published on Find a Tender Service (FTS) (via ProContract/Due North).

Details of the current thresholds can be found on the  planning a procurement page.

Contracting requirements

The formal best value process and contract terms and conditions must be approved by the chief financial officer and the director of legal services.

Award of contract

Up to threshold: strategic director.

Above threshold to £500,000: Cabinet member.

Above £500,000: Cabinet

Our approval procedures for all contracts (including works and light touch regime projects) are based on the Threshold for goods and services.

Notification of bidders

Formal notification in writing.

Publication of award

The award must be published on:

  • Find a Tender Service (FTS) if above the relevant threshold
  • Source Derbyshire (over £25,000)
  • Contracts Finder (via the ProContract/Due North portal over £25,000)
  • departmental contract database

Inclusion on SAP

MD4 form plus published catalogue (where possible) and contract detail.