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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-threshold)
  • 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-threshold, above threshold 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.

Procurement guidance

The Department for Education (DfE) have a comprehensive and easy to navigate section relating to buying procedures and procurement law for schools.

The DfE also has guidance on buying for schools provides lots of resources for buying goods and services and finding DfE recommended suppliers ranging from books and educational resources to construction projects.

The find a framework tool is particularly useful for school buying professionals and will help you to:

  • find ways to buy goods or services, recommended by the Department for Education (DfE)
  • get value for money
  • comply with buying procedures and procurement law (OJEU)

Find a DfE approved framework for your school.

The DfE have a section on procurement training for schoolsaimed at school staff including senior leadership teams, school business managers and governors or trustees.

As set out in your school's financial regulations with regards procurement and tendering requirements, where it is above your school’s financial limit you should follow our standing orders in relation to contract awards.

Knowing how other school business professionals work and sharing contacts, can help you get the best deals, so save you money and time. For example, networking with other buyers for schools can help you:

  • find suppliers
  • benchmark costs and budgets
  • get support with making purchases
  • learn from others’ documents
  • check best practice and understand the market
  • get discounts by buying in bulk together

If you require any further help, please email countyprocurementcompliance.team@derbyshire.gov.uk

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 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 threshold (as referenced in PCR2015) 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.