Template for a letter requesting authorization to use a less competitive method

Logo of the requesting Institution

Date………

The Director General

Rwanda Public Procurement Authority (RPPA)

Dear Sir,

Subject: Request for authorization to use a less competitive method to award a tender for ………. (Title
of the tender

In accordance with article 23 bis of the Law N◦12/2007 of 27/03/2007 on Public Procurement as modified
and completed to date, we would like to request you for authorization to use a less competitive method
to award a tender for ……….. (Title of the tender).

The less competitive method we would like to use is ……….. (Name of the method). The reason for this
request is that prevailing circumstance make it impossible to meet the condition for use of ………. method
as provided by the law. This is because ……. (Reason(s) in brief).

Attached to this letter is a detailed justification note and a letter from the supervising minister/another
competent authority (choose one accordingly) that the tender is in public interest.

Yours Faithfully/Sincerely (Choose one accordingly)

…………………………………. (Signature)

Names

Title of Chief Budget Manager

Template for a justification note for requesting authorization to use a less competitive method

Logo of the requesting Institution

Justification note for requesting authorization to use a less competitive method to award a tender for
………. (Title of the tender)

Background (one or two paragraphs)

………………………………………………………………………………………………………………..

…………………………………………………………………………………………………………………

…………………………………………………………………………………………………………………

…………………………………………………………………………………………………………………

This is therefore why we would like to request for authorization to use a less competitive method
(suggested sentence to conclude the background which may be modified).

Below are the reasons for the request to use the less competitive method (reasons could be one or more
of the following: urgency1, complexity of activity, specialized knowledge required, sensitive nature of
activity etc.):

1 ……………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………

2 …………………………………………………………………………………………………………………..

………………………………………………………………………………………………………………………

3 ……………………………………………………………………………………………………………………..

Etc

In addition, below are reasons why this activity, ………………., (Title of the tender) should be done as soon
as possible.

1 ………………………………………………………………………………………………………………………….

……………………………………………………………………………………………………………………………

1
If the reason is urgency, explain the reasons why the tender was not awarded before through normal public
procurement procedures.
2 ……………………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………........

3 …………………………………………………………………………………………………………………………..

……………………………………………………………………………………………………………………………

Etc

NB: each reason should be stated concisely and explained in detail with supporting documents attached
as appropriate

……………………………. (signature)

Names

Title of Chief Budget Manager

Template for the Supervising Minister’s confirmation of public interest accompanying a request
for authorization to use a less competitive method

Logo of the Ministry/Other Institution

Date………

The Director General

Rwanda Public Procurement Authority (RPPA)

Dear Sir,

Subject: Confirmation that ………. (Title of the tender) is in public interest

In accordance with article 23 bis of the Law N◦12/2007 of 27/03/2007 on public procurement as modified
and completed to date, I would like to confirm that the tender for ……….. (Title of the tender) is in public
interest. This is because ……. (reason(s), in brief, why it is in public interest which may include benefits to
the public and/or negative consequences if the tender is not awarded).

I therefore support the request of …….. (name of the requesting institution or title of the chief budget
manager if it is the same institution) for authorization to use a less competitive method to award the
tender.

Yours Faithfully/Sincerely (Choose one accordingly)

…………………………………. (Signature)

Names

Minister/Title of competent authority (choose one)