Issue - meetings

The revised Procurement and Contract Standing Orders agreed by the Council in May 2019 require the preparation of an Annual Procurement Forward Plan during the business planning cycle. This new approach will be implemented in full for 2020/21, with a plan being considered by Cabinet in December. However, currently we are in a transitionary phase and there is no such plan in place for the projects underway or due to start in the financial year 2019/20.  To ensure transparency and oversight Cabinet are therefore asked to approve an Interim Procurement Forward Plan to cover this activity.

NB: A Part 2 annex is at Item 18

[The decisions on this item can be called in by the Resources & Performance Select Committee]

RESOLVED:

1.    That Procurement for the projects listed in Annex 1 of the submitted Part 2 report – “Interim Procurement Forward Plan for Q3 and Q4 of FY 2019/20” in accordance with the Council’s Procurement and Contract Standing Orders, were approved.

2.    That where the first ranked tender for any projects listed in Annex 1 of the submitted Part 2 report is within the +/-5% budgetary tolerance level was agreed, the relevant Executive Director, Director or Head of Service (as appropriate) be authorised to award such contracts.

3.    That authority be delegated to the relevant Executive Director, Director or Head of Service (as appropriate) to make contract award decisions for the projects which started prior to 24 September 2019 and are listed in Annex 2 of the submitted Part 2 report – “Projects over £500k that started prior to 24 September 2019”, and

4.    That the procurement activity highlighted in Annex 1 of the submitted Part 2 report that will be come to Cabinet for review of the commissioning and procurement strategy prior to going out to market be agreed.

Reason for decision:

To comply with the Procurement and Contract Standing Orders agreed by Council in May 2019.

To provide Cabinet with strategic oversight of planned procurement projects for the remainder of Financial Year 2019/20.

To ensure Cabinet oversight is focussed on the most significant procurements.

To avoid the need to submit multiple individual requests for Approval to Procure as well as individual contract award approvals for work taking place in FY 2019/20.

[The decisions on this item can be called in by the Resources & Performance Select Committee]

The Cabinet Member for Finance introduced the interim procurement forward plan revised to cover projects underway or due to start in Q3 and Q4 of financial year (FY) 2019/20. 

The Procurement and Contract Standing Orders agreed by the Council in May 2019 required the preparation of an Annual Procurement Forward Plan during the business planning cycle. This new approach will be implemented in full for 2020/21, with a plan being considered by Cabinet in December.

RESOLVED:

1.    That Procurement for the projects listed in Annex 1 of the submitted Part 2 report – “Interim Procurement Forward Plan for Q3 and Q4 of FY 2019/20” in accordance with the Council’s Procurement and Contract Standing Orders, were approved.

2.    That where the first ranked tender for any projects listed in Annex 1 of the submitted Part 2 report is within the +/-5% budgetary tolerance level was agreed, the relevant Executive Director, Director or Head of Service (as appropriate) be authorised to award such contracts.

3.    That authority be delegated to the relevant Executive Director, Director or Head of Service (as appropriate) to make contract award decisions for the projects which started prior to 24 September 2019 and are listed in Annex 2 of the submitted Part 2 report – “Projects over £500k that started prior to 24 September 2019”, and

4.    That the procurement activity highlighted in Annex 1 of the submitted Part 2 report that will be come to Cabinet for review of the commissioning and procurement strategy prior to going out to market be agreed.

Reason for decision:

To comply with the Procurement and Contract Standing Orders agreed by Council in May 2019.

To provide Cabinet with strategic oversight of planned procurement projects for the remainder of Financial Year 2019/20.

To ensure Cabinet oversight is focussed on the most significant procurements.

To avoid the need to submit multiple individual requests for Approval to Procure as well as individual contract award approvals for work taking place in FY 2019/20.

The decision was unanimous.