Executive Member for Finance & Performance

 

14 November 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 2022 to October 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 2022 to October 2022 (Annex A).

·               Note the significant future routine procurement of the council’s revenues and benefits system (Annex B).

     

      Reason:  To ensure the thatcouncillors 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 over the period 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 council.   

6.           Annex A contains all routine procurements approved by the Chief Finance Officer in consultation with the Monitoring Officer.

 

7.           Annex B separately contains known significant ICT routine procurements coming up over the next few months – in this case the council’s revenues and benefits system.

 

8.           There are no ICT procurements over £250k to £500k of a non routine nature for Executive member approval on this occasion

 

9.           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.

 

10.       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. 

 

11.       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

 

12.       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

 

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

 

Council Plan

 

14.    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 services.

 

Implications

 

15.

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

 

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

 

 

 

 

Contact Details Author:

Debbie Mitchell

Chief Finance Officer

01904 554161

 

Pauline Stuchfield

Director - Customer & Corporate Services

 

 

Chief Officers Responsible for the report:

Debbie Mitchell

Chief Finance Officer

 

 

 

 

 

Report Approved

 

√

Date

3rd November 2022

 

 

Specialist Implications Officer(s)

 

Legal: Bryn Roberts, Director of Governance

 

 

All

Wards Affected:  List wards or tick box to indicate all

All

√

 

 

 

Annex:

Annex A – List of routine procurements April 2022 to date.

Annex B  - Revenues & Benefits System Reprocurement

 

Background Papers:

None

 

 

 

 

List of abbreviations used in this report:

 

CYC           City of York Council

ICT             Information & Communications Technology

K                 Thousand

M                Million