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Procurement Connection - Protocol 9

Procurement Connection information and templates - Protocol 8 should be used where there is a sole supplier in the market who can fulfil the requirement. Protocol 9 should be used where there is a material changes to an existing contract.

Protocol 9 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.


Material changes to contracts occur when the initial drafting of the requirement was imprecise, the long-term need was not fully explored, or 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

Spend type

Material changes to contracts.

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

Contact the chief financial officer and the director of legal services for advice.

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 supplier

Formal notification in writing.

Publication of award

The award of contract must be published as follows:

  • Find a Tender Service (FTS) if above the relevant threshold
  • Source Derbyshire (over £25,000)
  • Contracts Finder (via the ProContract/Due North portal over £25,000)
  • departmental contract database

Inclusion on SAP

Update of the catalogue and the contract database.