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Procurement Connection

Our financial regulations relating to procurement matters have been designed to allow increased flexibility for officers while maintaining the delivery of value for money and accountability.


How to use Procurement Connection

Procurement Connection is a source of information and templates to assist in your procurement activities, from low value quotations to high value tenders.

There are various procurement processes and the toolkit includes useful documents, templates and timetables associated for each process.

The information has been organised into 3 specific sections:

1 - Planning a procurement

This provides information for use at the beginning of the procurement including:

  • a decision tree that can be used to select the most appropriate protocol
  • a risk management tool kit that can be used to help identify the level of risk in a procurement
  • the key decision template
  • the procurement timetable template
  • the officer declaration of interest forms and log
  • the template contract reports (Regulation 84 and sub-OJEU)
  • an employee liability information template that can be used to request TUPE-like date from current providers
  • Source Derbyshire Form A (Contract Notice Advertisement)

2 - Protocols 1 to 10

These provide a brief description of the relevant process and provide the template documents to be used.

3 - Award and bidder notification letters

This provides templates to be used at the award stages of the procurement process including:

  • Cabinet report template
  • Source Derbyshire Form C (Contract Award)
  • bidder notification letters to be used following a tendering process (Sub-OJEU, OJEU and Light Touch Regime)
  • feedback letters
  • award letters
  • contract extension and non-extension letters

Schools

Schools are subject to alternative financial threshold limits under the Local Management of Schools Scheme, June 2011. For more information about schools financial regulations, contact Andy Walker, head of school support finance, email: andy.walker@derbyshire.gov.uk or tel: 01629 532914.

In all other considerations the principles of tendering remain the same.

Please note: Protocols 1, 2(a), 5, 7(a), 7(b), 8, 9 and 10 should be used to procure where we do not have an established purchasing arrangement (such as contract or framework) for the goods, services of works required.

Protocol 1

Protocol 1 should be used in all procurements for contracts that are above the relevant OJEU threshold (including establishing frameworks and dynamic purchasing systems).

Protocol 2A

Protocol 2 (A) should be used where the procurement relates to the use of non-Derbyshire County Council frameworks.

Protocol 2B

Protocol 2 (B) should be used to call-off from a non-Derbyshire County Council Framework (where permission to use the framework has been approved under Protocol 2 (A)).

Protocol 3

Protocol 3 should be used to call-off from a framework that has been established under Protocol 1 or 5.

Protocol 4 is no longer in use.

Protocol 5

Protocol 5 should be used for all expenditure between £50,000 and the Official Journal of the European Union (OJEU) threshold which is considered to be of a high risk.

Protocol 6 is no longer in use.

Protocol 7A

Protocol 7 (A) should be used for one-off expenditure up to £1,000.

Protocol 7B

Protocol 7 (B) should be used for expenditure between £1,000 and £50,000

Protocol 8

Protocol 8 should be used where there is a sole supplier in the market who can fulfil the requirement.

Protocol 9

Protocol 9 should be used where there is a material changes to an existing contract.

Protocol 10

Protocol 10 should be used to extend a contract beyond the original award period or indicated spend.