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Meeting: |
Executive |
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Meeting date: |
27 January 2026 |
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Report of: |
Debbie Mitchell, Director of Finance |
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Portfolio of: |
Councillor Katie Lomas, Executive Member for Finance, Performance, Major Projects, Human Rights and Equality and Inclusion |
Decision Report:
Procurement Strategy
Subject of
Report
1. As public sector procurement continues to evolve and transform since the Procurement Act 2023 came into force February 2025, all internal policies and procedures at the council have been updated to reflect the additional transparency and compliance requirements. The Procurement Act 2023 represents the most significant reform of UK public procurement legislation and as such, the council must adapt and respond to these changes. Whilst maintaining the ‘basic’ principles of procurement, the council should move into a modernised, open procurement space to allow for innovation, and accessible procurements.
2. As such, this report’s intention is to present an updated Procurement Strategy (Annex B), which has been re-designed to capture changes in legislation, and priorities across the council. The Procurement Strategy has been streamlined and modernised to reflect the council’s Commercial Procurement Teams aims, priorities and objectives as a team as well as wider council commitments.
3. This report is seeking the Executive to approve implementation of this strategy to allow the councils procurement priorities to continue to be provided and improved on.
Benefits and Challenges
4. By approving the new Procurement Strategy, it strengthens the councils’ commitments to:
i. Continuous transparency and integrity in all procurement activity
ii. Support local businesses and SME’s and ensure they have fair access and opportunities
iii. Further inclusion of Social Value, Sustainability and the Council Plan commitments into all procurement activity
iv. Strong governance and accountability by all involved
v. Compliance with internal policies and;
vi. Compliance with all relevant Public Procurement Regulations
vii. Improved value for money
Policy Basis for Decision
5. Since Procurement Act 2023 has come into force (February 2025), it has provided the council a welcomed opportunity to review internal policies and align these with not only legislation, but the wider council objectives. Stakeholders across the council have had input into this Procurement Strategy to ensure consistency in the council’s message. Carbon Reduction have been included in the new Procurement Strategy, with the York Climate Change Strategy forming part of the framework. The council’s Employment and Skills department have also been included and incorporated into the Strategy. Lastly, the Council’s, Council Plan, and four core commitments have been reflected and included within the new, proposed Strategy, such as Affordability; Environment; Equalities and Human Rights; and Health Inequalities.
Financial Strategy Implications
High quality, efficient and effective procurement supports the delivery of best value in all spending decisions. This therefore will promote the most cost-effective use of council resources
Recommendation and Reasons
6. The recommendation is for the Executive to approve the proposed Procurement Strategy, and for this to be implemented and acted upon.
Background
7. As referenced in section 1 of this report, the Procurement Act 2023 represents the most significant reform of UK public procurement legislation and as such, the council must adapt and respond to these changes. Whilst the Procurement Act 2023 introduces significant changes in the way the council conducts its procurement function, it also emphasises on factors such as compliance, transparency, openness, and fairness. Beyond compliance, public procurement also acts as a strategic tool for achieving broader social, economic, and environmental goals. Modern procurement practice within local government often integrates priorities such as supporting local businesses, encouraging innovation, promoting sustainability, and delivering social value, ensuring that public spending has a positive and lasting impact on the community and residents of the city.
8. The council will benefit from an updated Procurement Strategy to allow adherence to legislation, but also to continuously improve on internal working practises. By creating objectives, visions, and strategies within the Procurement Strategy, it will allow and generate positive influences and outcomes through procurement activities for the residents and businesses in York.
Consultation Analysis
9. No external consultation has taken place. Light touch internal consultation and engagement has taken place with Carbon Reduction, and Employment and Skills to incorporate those elements into the Strategy.
Organisational
Impact and Implications
10.
· Financial - There are no direct financial implications to the agreement of the update however the implementation of the strategy will support the best use of council resources.
· Human Resources (HR) – No HR implications.
· Legal - The Local Government Act 2000 provides that where authorities operate executive arrangements, then all functions are to be exercised by the executive unless specified otherwise by the Act or enactments or regulations made under it.
The Local Authorities (Functions and Responsibilities) (England) Regulations 2000 delineate the scope of the functions that are primarily the responsibility of the full Council from those which are the responsibility of the Executive. The Regulations define non-executive functions, which include setting the budget and strategic policy framework, are reserved for the full Council, rather than the executive. Conversely, executive functions, as defined by the Regulations, can be managed by executive, or delegated further to individual officers.
In line with the above legislation, paragraph 10 of the council’s the Scheme of Delegation set out in Appendix 1 of the council’s constitution requires that any strategies and policies falling within the Policy Framework shall be considered by the Executive who shall make recommendations thereon to Full Council. The council’s Policy Framework is set out in paragraph 1 of the council’s the Scheme of Delegation and does not include any reference to a procurement policy/strategy.
Paragraph 9(a) of the Scheme of Delegation states that the policy formulation within and across services is delegated to the Executive. Therefore, as the revised Procurement Strategy falls outside of the Policy Framework, authority with regards to approval and implementation of the revised Procurement Strategy rests with the Executive.
Legal Services should be consulted on the formulation, implementation and/or amendment of the proposed strategy and any questions pertaining to the interpretation of the relevant law should be directed to Legal Services.
.
· Health and Wellbeing – There are no implications arising from this report. Health & Wellbeing support the strategy and report.
Environment and Climate action - The proposed Procurement Strategy strengthens climate change considerations and carbon reduction within the council procurement process. Procured goods and services are categorised as Scope 3 emissions and are included within the annual reporting requirements and net zero carbon council ambition.
The Procurement Policy will improve the data availability for
reporting, measuring and monitoring Scope 3 emissions and includes
mechanisms to support emissions reductions associated with
procurement.
· Affordability - There are no direct affordability implications of the report but will result in supporting local businesses and SME’s and ensure they have fair access and opportunities relating to our available procurements.
· Equalities and Human Rights - All implications will be dealt with through the mitigations outlined in the EIA and continuously monitored. The completed EIA can be found in Annex B.
· Communications – No communication or engagement implications.
· Economy - The City Council acquires a significant scale of goods, works and services from external suppliers, supporting the economy and driving productivity and employment. The procurement strategy’s approaches of supporting local businesses and SME’s to ensure they have fair access and opportunities, and providing strong governance and accountability are particularly welcomed in an economic context
Risks and
Mitigations
11. No known risks
Wards Impacted
12. All
Contact details
For further information please contact the authors of this Decision Report.
Author
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Name: |
Chloe Wilcox |
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Job Title: |
Head of Commercial Procurement |
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Service Area: |
Commercial Procurement |
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Report approved: |
Yes |
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Date: |
4 December 2025 |
Co-author
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Name: |
Debbie Mitchell |
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Job Title: |
Director of Finance |
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Service Area: |
Finance |
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Report approved: |
Yes |
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Date: |
5 December 2025 |
Background
papers
None
Annexes
Annex A: Procurement Strategy
Annex B: Equalities Impact Assessment (EIA)