Splitting a purchase order
You are a contract agent in the finance unit of a fictional EU agency. A project manager asks you to process a €14,500 purchase for specialist software by splitting it into two orders of €7,250 each. He says the supplier can deliver immediately, the annual budget line expires in five working days, and the agency's procurement threshold for a single competitive procedure is €7,500. He adds that 'everyone does this at year-end' and that the software is needed for a report due next month. You notice the two orders would be for the same supplier, same product and same delivery date. Your head of unit is on leave; the deputy is new and asks you to 'handle it quickly'. The supplier has offered to hold the price for 48 hours.
1. How should you respond to the project manager's request?
Read the worked answer
Decline to split the purchase. The two orders are for the same supplier, same product and same delivery date, so they are in substance one purchase of €14,500. That exceeds the €7,500 threshold and requires a competitive procedure. Splitting it artificially would circumvent the threshold and create audit, legal and reputational risk. Explain this clearly to the project manager and offer a compliant route: start the competitive procedure immediately, check whether an existing framework agreement or licence can be used, or examine whether a genuine urgency exception applies. Put the refusal and the proposed alternative in writing so the advice is recorded.
2. The deputy says 'handle it quickly' and is new. What do you do?
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Acknowledge the pressure but do not process the split. Escalate politely and in writing to the deputy, setting out the facts: same supplier, same product, same delivery date, total €14,500, threshold €7,500. Explain that 'everyone does this' is not a legal basis and that year-end budget pressure is not an urgency justification. Ask for a written decision if the deputy wants to override the advice, but make clear that you cannot execute an artificial split. Offer to prepare the procurement documents or a short note for the head of unit's return so the deputy is supported rather than bypassed.
3. What are compliant ways to meet the report deadline?
Read the worked answer
Check first whether the agency already has a framework contract or enterprise licence covering the software. If not, launch the required competitive procedure and ask whether shortened deadlines are permitted for a properly justified urgency. Budget expiry is not a valid urgency ground, so do not rely on it. Ask the supplier to hold the price while the procedure runs. Consider a temporary alternative, such as an existing tool or a free trial, only if it meets security and data-protection rules. If no compliant route fits the deadline, document the constraint and agree a realistic date with the project manager rather than splitting the order.