|
PROCUREMENT ACT 23 - CONTRACT STANDING ORDERS PROCEDURAL RULES |
||||||||
|
|
|
|
|
|
|
|
|
|
|
Whole Life Contract Value |
Level of Authority to Proceed required |
Support required from Procurement Team |
Advertising the Opportunity |
Approach to Market |
Testing Market Capability |
Evaluation by |
Approval to Award Contract |
Contract Required? |
|
Under £5,000 |
Budget Holder |
No |
Opportunity does not need to be advertised |
Local[1] suppliers must be sought. If no local suppliers can be found, then a regional suppliers should be sought. If the selected supplier is not Local or Regional[2] then approval to proceed must be sought from Group Heade and the variation must be added to the Exemption Report |
Selected suppliers confirm prices in writing /email in advance |
Budget Holder |
No further approval required |
No. Invoices and quotes to be retained in accordance with the retention policy. |
|
£5,000 - £30,000 (Inc VAT)
|
Procurement Business Case is approved by Group Head |
No, except where the opportunity is to be advertised on Contracts Finder |
Not required but if the value of contract is over £30,000 and is advertised, it must be advertised in Contracts Finder (Govt transparency requirements) |
Requirement communicated to suppliers and confirmed in writing. |
A minimum of 3 written quotes to be obtained and retained on file. |
Budget Holder |
Group Head |
Yes. Support from Legal Services required. |
|
£30,000 (Inc VAT) – (BELOW[3] THRESHOLD TENDER) |
Procurement Business Case and Procurement process must be approved by Group Head and MaT |
Yes, Project needs to be discussed at the Procurement Board and put on the Procurement Project Plan |
Opportunity advertised on Elcom portal and on Contracts Finder (if over £30K) |
Detailed Specification with required outcomes, outputs and KPIs. (Invitation to Tender, Request for Quotation or suitable Framework) |
A minimum of 3 suppliers to be invited to tender. (Select 1 “Local” supplier) |
Project Lead with Procurement |
Deputy Chief Exec or Service Committee (if the requirement is strategic/critical) |
Yes, support from Legal Services required unless a framework is used.
Contract made under seal if over £100,000.00
|
|
Over Procurement Act 2023 Threshold |
Procurement Business Case and Procurement process must be approved by Group Head and MaT and appropriate Service Committee . The project must be on the Council’s Forward Plan |
Yes, Project needs to be discussed at the Procurement Board and put on the Procurement Project Plan |
Opportunity must (unless a suitable Framework is sought) be advertised on Find A Tender (FTS) via the Elcom portal and on Contracts Finder |
Detailed Specification with required outcomes, outputs and KPIs. (Invitation to Tender or suitable Framework) |
ITT (inclusive of Suitability Assessment Questionnaire) in accordance with the Procurement Act |
Project Lead and /or subject matter experts and Procurement |
Service Committee |
Yes, support from Legal Services is required. Contract will be made under seal. |
|
CONTRACT STANDING ORDERS PROCEDURAL RULESWhole Life Contract Value |
Level of Authority to Proceed required |
Support required from Procurement Team |
Advertising the Opportunity |
Approach to Market |
Testing Market Capability |
Evaluation by |
Approval to Award Contract |
Contract Required? |
|
Procurements from an internal Spelthorne Framework Agreement (in accordance with the contract values above) |
Procurement Business Case and Procurement process must be approved by Group Head and MaT |
Yes, where the contract value exceeds £30,000.00. The project needs to be discussed at the Procurement Board and put on the Procurement Project Plan |
No |
Detailed Specification with required outcomes, outputs and KPIs. In accordance with the specific Framework, ie, Mini Comp or Direct Award |
In accordance with the framework conditions. |
Project Lead and Procurement |
In accordance with the expect contract value as above. |
No. Use the Framework Terms and Conditions. Contract made under seal if above £100,000.00 |
|
Procurements from an external Framework Agreement (in accordance with the contract values above) |
Procurement Business Case and Procurement process must be approved by Group Head and MaT |
Yes, where the contract value exceeds £30,000.00. The project needs to be discussed at the Procurement Board and put on the Procurement Project Plan |
No |
Detailed Specification with required outcomes, outputs and KPIs. In accordance with the specific Framework, ie, Mini Comp or Direct Award |
In accordance with the framework conditions. |
Project Lead and Procurement |
In accordance with the expect contract value as above. |
No. Use the Framework Terms and Conditions. Contract made under seal if above £100,000.00 |
|
CONTRACT STANDING ORDERS PROCEDURAL RULESWhole Life Contract Value |
Level of Authority to Proceed required |
Support required from Procurement Team |
Advertising the Opportunity |
Approach to Market |
Testing Market Capability |
Evaluation by |
Approval to Award Contract |
Contract Required? |
|
Variations to a Contract Over £100,000.00 NOTE: Not to exceed 50% of the original Contract value |
Service Committee |
Yes |
No, but needs to be put on the internal Contract Database |
Existing Supplier only |
N/A |
Project Lead |
Service Committee |
Variation to be included in the existing Contract – Legal |
|
Extending a contract’s duration
|
Service Committee |
Yes – only if the existing contract has extension periods. |
No, but needs to be put on the internal Contract Database |
Existing Supplier only |
N/A |
Project Lead |
Service Committee |
Extension to contract to be included in the existing Contract – Legal |