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Protocol 9

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


Material changes to contracts occur when the initial drafting of the requirement was imprecise, the long-term need was not fully explored, or alternatively where new unforeseeable circumstances occur.

In these instances you should take advice from legal and financial services via a business case with a risk assessment to seek approval from the chief financial officer and the director of legal services.

Protocol 9 specification
  Details
Spend type Spend type: Material changes to contracts.

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

Process required Submission of a business case including a risk assessment to the chief financial officer and the director of legal services for approval.
Minimum advertising required None.
Contracting requirements Contact the chief financial officer and the director of legal services for advice.
Award of contract

Below £100,000 - strategic director in conjunction with the chief financial officer and director of legal services
£100,000 - OJEU threshold for goods and services - cabinet member
Above the OJEU threshold for goods and services - cabinet

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

Report templates are available on the  award and bidder notification page.

Notification of supplier Formal notification in writing.

Template letters are available on the award and bidder notification page.

Publication of award The award of contract must be published as follows:
  • Source Derbyshire
  • OJEU if the value of the contract is above the OJEU threshold
  • Contract Finder (via the Due North portal for contracts above £25,000)
  • departmental contract database
Inclusion on SAP Update of the catalogue and the contract database.