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Procurement Connection - Protocol 10

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

Protocol 10 should be used to procure where we do not have an established purchasing arrangement (such as a contract or framework) for the goods, services of works required.


Any extension of a contract above the advertised threshold expenditure or beyond the original contract award period exposes us to the risk of challenge and advice should be sought from the chief financial officer and the director of legal services.

Protocol 10 specification

Spend type

The extension of a contract beyond the original award period or indicated spend.

Details of the current thresholds can be found on the planning a procurement page.

Approval process

Due to the risk of a challenge it is necessary to submit a business case including a risk assessment to the director of finance and the director of legal services for approval.

The approval process for procurement business cases is managed by the county procurement team using an automated workflow process.

Prior to the submission of  a business case for approval it should be reviewed by our risk and insurance team, email jane.morgan@derbyshire.gov.uk  or tony.kearsey@derbyshire.gov.uk and the departmental finance business partner should be made aware of the cost implications.

One of the 2 business case templates attached to this page should be used to write your business case. When completed the business case is ready to be sent for approval using the business case submission form.

The business case owner completes the details in business case submission form which carries the business case to the correct approvers. Detailed guidance is attached to this page.

Minimum advertising required

None.

Contracting requirements

Formal best value process and contract terms and conditions approved by the chief financial officer and the director of legal services.

Award of contract

Up to threshold: strategic director

Above threshold to £500,000: Cabinet member

Above £500,000: Cabinet

Our approval procedures for all contracts (including works and light touch regime projects) are based on the threshold for goods and services.

Notification of bidders

Formal notification in writing.

Publication of award

The award of contract must be published as follows:

  • Source Derbyshire
  • Find a Tender Service (FTS) if above the relevant threshold
  • Contract Finder (via the Due North portal) for contracts above £25,000
  • departmental contract database

Inclusion on SAP

Update of the contract database.