Executive Member for Finance & Performance	9 May 2022
Report of Chief Finance Officer

Regular update on routine procurements and approval of ICT procurement over £250k

Summary

1) The report will present a register of procurement exercises deemed routine for the period of April 2020 to April 2022. These have been defined as routine procurements as per the council’s contract procedure rules and expenditure will fall within existing capital and revenue budget provisions.

2) It is intended that these reports will be brought to this decision session every 6 months, with any non routine ICT or other procurements reported as they arise between £250k and £500k in value.

Recommendations

3) The Executive Member is asked to:

· Note the routine procurements that were approved during the period  April 2020 to April 2022 (Annex A).

Reason: To ensure that councillors receive reports on routine procurement decisions in line with the council’s contract procedure rules and the public have the opportunity to see transparent decision-making in operation relating to major ICT procurements.

Background

4) The council’s current contract procedure rules state:

5) Annex A contains all routine procurements approved by the Chief Finance Officer in consultation with the Monitoring Officer.  All the procurement exercises listed were agreed as routine due to their low risk nature and that they relate to the day to day operation of the ouncil.

6) This report in future will also cover known ICT routine procurements (£250k-£500k) coming up over the next 6 months or ICT procurements over £250k to £500k of a non routine nature for Executive member approval.  There are none to report on this occasion.

7) Whilst in some cases the procurement route will be indicated in the annex, as a general rule the most appropriate procurement route will be used in line with professional procurement advice, as determined at the time the council is ready to issue the related specification.

8) It is important to note that deeming a project routine does not mean that the work is not advertised or tendered in the normal way.  The only impact of deeming a contract as routine is that it is not considered a key decision and therefore is not required to be agreed by Executive. 

9) In many instances, contracts are reported to the relevant Executive Member.  By including all routine procurement in this report, it promotes transparency and allows public scrutiny of the determinations made by the Chief Finance Officer and the Monitoring Officer.

Consultations

10) The council’s officer ICT Board, Directorate Management Team and statutory officers have been consulted in the formation of the recommended decisions in this report.

Options/Analysis

11) Any options and analysis will be contained within the annexes where Executive Member approval is required for an ICT procurement.

Council Plan

12) Outcomes achieved by the activities covered in this report help to deliver all services across the council, but particularly support the Council Plan 2019 -23 priority of An Open and Effective Council in supporting the delivery of digital services.

Implications

13)

a. Financial:  There are no specific financial implications arising from this report.  All the procurements designated as routine have followed the Council’s contract procedure rules and have been evaluated using both price and quality to ensure value for money.

b. Human Resources (HR):  None

c. Equalities: None

d. Legal:  None

e. Crime and Disorder: None

f. Information Technology (ICT):  As covered in the Annexes

g. Property:  None

h. Other:  No known implications

Risk Management

14)  The controls and evidence in this report mitigate/minimise risks associated with high value procurement practice.

Contact Details Author: Debbie Mitchell Chief Finance Officer Pauline Stuchfield Director - Customer & Corporate Services	Chief Officers Responsible for the report: Debbie Mitchell Chief Finance Officer
Report Approved		√	Date	27 April 2022
Specialist Implications Officer(s) Legal: Janie Berry, Monitoring officer							All
Wards Affected:  List wards or tick box to indicate all					All	√

Annex:

Annex A – List of routine procurements April 2020 to April 2022

Background Papers:

None

List of abbreviations used in this report:

CYC           City of York Council

ICT             Information & Communications Technology