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Planning a procurement

When planning a procurement there are a number of issues that need to be considered. You can find guidance and template documents attached to be used at the beginning of the procurement process.

Procurement thresholds (as referenced in PCR2015)

To identify the most suitable procurement protocol for a project, calculate if the value of the estimated contract expenditure will be above the relevant threshold.

The current thresholds are:

  • goods and services - £189,330
  • light tough regime for services - £663,540
  • works - £4,773,252 for works, these tenders must be tendered through our e-Tendering system, ProContract

The contracted expenditure should reflect the value over the entire contract period (including any potential extension). Where there is an ongoing or recurring requirement and the specific contract period is not known the contract value should be calculated based on a 4-year period.

Procurement protocol decision tree

The decision tree has been produced to act as a visual tool to help in selecting the most appropriate protocol based on a number of criteria including:

  • whether a contract or framework is currently in place that could be used to address the requirement
  • the value of the requirement
  • the potential risks
  • if there's a specific requirement that can only be addressed by a single supplier in the market
  • if a permitted change could be made to an existing contract

Risk management toolkit

The risk management toolkit has been developed to help to identify the level of risk in a procurement or contract. Key areas that may be considered include:

  • finance
  • reputation
  • physical injury
  • environmental damage
  • service and operation disruption

Key decision template

This is the template to be used to report and publish any key decisions related to the procurement. These may include any decision that:

  • results in us spending money or making savings which are significant - a key decision is one that will either involve spending £500,000 or more, or making a similar saving
  • is significant in terms of its effects on communities living or working in an area comprising 2 or more electoral divisions in Derbyshire

Procurement timetables

The procurement timetable document provides a range of template timetables, these include:

  • quotes and tenders
  • above threshold and sub-threshold processes
  • single and multi-stage tending procedures
  • further competition processes

Officer declarations of interest and log

Under the Public Contract Regulations 2015 we are required to take measures to effectively prevent, identify and remedy conflicts of interest.

All relevant staff members who are involved in the procurement or who may influence the outcome of the procedure should complete a declaration of interest form which should be submitted and recorded on a log by the procurement lead.

Conflicts of interest would include direct or indirect financial, economic or other personal interests that might be perceived to compromise impartiality and independence.

Contract reports (regulation 84 and sub-threshold)

Under the Public Contract Regulations 2015 (regulation 84) public bodies are required to draw up, and hold for a minimum of 3 years, a written report on all the above threshold procurements. A template is attached to this page. It is suggested that the report is started at the planning stages and that the information is populated throughout the procurement process. To enable good practice a template contract report for use in below threshold tenders is attached to this page.

Source Derbyshire Form A

This form should be used to provide the information used to advertise the contract notice on Source Derbyshire.

Employee liability information template

Bidders will need to identify any potential liabilities that may be connected to the contract, therefore it's important in the early stages of the procurement to work with the incumbent supplier or suppliers to identify employees to whom TUPE may apply. To assist in this an employee liability (TUPE-like) data template is attached to this page. It can be completed, by the current providers, with anonymised data relating to relevant employees.

Preventing serious and organised crime in procurement

There's a requirement to assessing the risk from serious and organised crime and corruption allowing you to identify areas of concern potential vulnerabilities and to take action to strengthen processes and structures that safeguard public money. A guidance document has been provided detailing text to be used in the Find a Tender Service (FTS) notices and tender documentation, and outlining the services generally offered by local authorities in England and Wales and potential areas which may be at more risk than others.