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Ensuring consistency in our procurement approach

26 April 2021

As part of the transformation work being undertaken in county procurement, we are looking to standardise processes for procurement across the council including developing a central contracts register.

The work has highlighted a lack of visibility and some inconsistency of approach for undertaking procurements in line with the protocol for sourcing goods and services between £1,000 and £50,000 (Protocol 7(B)). If you are involved in the procurement of goods and services then please make sure you are familiar with the relevant protocols and the following guidance.

The council’s financial regulations, state that Protocol 7(B) can be used by departments to source goods and services between £1,000 and £50,000 by obtaining 3 quotes from any suitability qualified sources, subject to executive director approval.

The intention of this regulation was to ensure departments can react swiftly to day to day departmental need. However, this protocol should only be undertaken by departmental staff where procurement requirements are for a one-off or low value items which are not considered to be a high risk.

The Protocol 7(B) should not be used for situations of repeat procurement for the same goods or services (including any support and maintenance) where spend could exceed £50,000 over a 3-year period. If your requirement is below £50,000 but is complex or high risk then support from county procurement should be sought. For any ICT procurements advice must be sought from your departmental ICT service relationship manager (SRM) prior to commencement.

Templates and documentation to support Protocol 7(B) are available.

For any spend or contract award of £25,000 or above, the council is required to publish a contract award notice in line with the Public Contracts Regulations (PCR) 2015.

The council’s ProContract system is used for the publication of contract award notices. If you do not have access to this system you will need to complete an award request form which goes to the procurement support team who will publish an award notice on your behalf.

The procurement support team will also ensure that the council's contracts register is kept up to date.

Finally completion of the Protocol 7(B) Award Request Form will also mean county procurement will place the required Source Derbyshire Award notice.

If you have any further queries please email: