In an urgent situation that necessitates deviating from the standard one-month tender process, the procurement manager's priority is to ensure governance and procedural integrity are maintained. The first step is to create a full business justification (E), detailing the urgency, the operational impact of delays, and why the standard process is unsuitable. This document serves as the basis for seeking high-level authority approval (D) to use an expedited or non-competitive procurement method. These two actions are critical prerequisites before any sourcing or supplier engagement can begin, ensuring the decision is transparent, defensible, and properly authorized.

A. Design new specification: The user department (Manufacturing) is typically responsible for providing the technical specification for the part they require; this is not the procurement manager's primary immediate action.

B. Develop relationships with potential suppliers: This is a long-term, strategic activity. In an urgent situation, the focus is on rapid sourcing and acquisition, not foundational relationship-building.

C. Review contract performance: This action is relevant for managing existing contracts and suppliers. As this is a "new special part," there is likely no existing contract to review.

1. CIPS (2018) Procurement and Supply in Practice

L4M3 Commercial Contracting

CIPS Study Guide. Profex Publishing Limited. The guide emphasizes that while speed is essential in urgent situations

procurement professionals must adhere to organisational governance. This involves documenting the reasons for bypassing standard competitive procedures and obtaining the necessary authorisations from senior management before proceeding. This directly supports the need for justification (E) and approval (D). (Specific reference: Chapter on Sourcing Processes and Tendering).

2. Lysons

K.

& Farrington

B. (2020). Procurement and Supply Chain Management (10th ed.). Pearson. This foundational text discusses exceptions to competitive tendering

such as emergencies or single-source situations. It highlights that such deviations must be supported by a robust

documented justification and require formal approval at an appropriate level of authority to ensure transparency and mitigate risks of impropriety. (Specific reference: Chapter 10

'Sourcing Strategies').

3. University of Oxford. (2023). Financial Regulations and Procedures

Part 6: Procurement. Section 2.3 'Quotations and Tenders'. As an example of official best practice documentation

these procedures state that departures from the normal tendering process (e.g.

for urgency) require a "waiver of regulations" which must be fully justified in writing and approved by the Head of Department or other designated high-level authority. This aligns with options E and D. (Available on the University of Oxford's Finance Division website).