Agenda item

This report, as requested by Members at their meeting on 20 December 2016, sets out an overview of the procurement function.

Members considered a report which provided an overview of the procurement function.  The report had been requested by the Committee at its meeting on 20 December 2016. 

The Corporate Finance and Commercial Procurement Manager went through the key information in the report.  Members’ attention was drawn to paragraph 13 of the report, which outlined the steps that should be taken for various levels of expenditure.  The officer stated that whilst there was always room for improvement, particularly in respect of document retention, significant progress had been made by the procurement team and she believed that robust arrangements were in place.

Members questioned the officer about the current staffing arrangements that were in place within the procurement team and the responsibilities of the proposed additional member of staff.   In response to questions from Members, the officer also confirmed that, once the new appointment had been made, she was reasonably confident that there sufficient staff within the team.  Members were informed that the responsibilities in respect of procurement rested with managers although the procurement team supported them in this process. 

Members asked about the staff training that was available.  They were informed that sessions were held on a monthly basis.  The staff bulletin and the intranet were also used to raise awareness of procurement issues, and an iComply exercise was due to take place. Consideration was also being given to the development of e-learning on this issue.

Members asked about the ways in which non-compliance was identified and the action that was taken.  They were informed that breaches were usually identified by the procurement team or by the internal auditors.  The reasons for non-compliance were generally because the officer concerned had not been aware of the procedures. The procurement team offered support and guidance but if non-compliance was persistent this would be dealt with as a disciplinary issue.  Members were informed that work was ongoing to improve the way in which the procurement team was able to identify cumulative spend more effectively. 

The officer was asked about the issue that had been raised regarding procurement documentation not being available.  She stated that there had been a significant progress in addressing this issue and that this improvement was continuing. 

Members asked if consideration had been given to developing computerised systems to address some of the issues that had been raised.  The officer confirmed that consideration had been given to different contract systems but these were quite expensive to purchase and maintain and hence would require a significant investment.

Members requested that they receive the following additional information¹:

·        A more detailed breakdown of the identified breaches, as outlined in paragraph 15 of the report.

·        Clarification as to whether waivers were identified on the Council’s Contract Register.

·        Details of the membership and terms of reference of the Internal Governance, Risk and Assurance Group.

It was agreed that it would be useful for a training session on procurement to be arranged for Members of the committee². 

Resolved:  That the report be noted.

Reason:     To update the committee on procurement issues.