Issue - decisions

Contract Procedure Rules

17/11/2009 - Draft Revised Contract Procedure Rules

RECOMMENDED:(i) That Council approve the revised draft Contract Procedure Rules at Annex A to the report, subject to the inclusion of the following table setting out delegation and recording arrangements for the award of contracts:

Delegation Thresholds

Decision	Approval	Delegated Powers	Thresholds	Record
To award a contract based on VFM	Officer	To approve contracts £ £5k or delegated limit in scheme of financial delegation whichever is the lower.	> £0 and £ £5K	CR
To award a contract based upon written quotation > £5K and £ £139K or EU threshold whichever is the lower based upon lowest cost or MEAT.	Officer	To approve contracts £ £139k or EU Threshold up to delegated limit in scheme of financial delegation whichever is the lower.	> £5K and £ £139K or EU Threshold	CR
To award a contract based upon tender ³139K or EU threshold and < £500K based on lowest cost or MEAT.	Officer	To approve contracts ³ £139k or EU Threshold and < £500K up to delegated limit in scheme of financial delegation whichever is the lower.	³ £139k or EU Threshold and < £500K	CR
To award a contract based upon tender ³ £500K and classed as ‘Routine’	CFO/MO	Contract Procedure Rules	³ £500K and classed as ‘Routine’	CR/DL
To award a contract based upon tender ³ £500K and not classed as ‘Routine’	Executive	Constitution Key Decision limit	³ £500K and not classed as ‘Routine’	CP
To award a contract > £5K and £ £139K or EU threshold not on lowest cost or MEAT	Local Chief Officer	Contract Procedure Rules		WR
To award a contract > £139K or EU threshold not on lowest cost or MEAT	CFO	Contract Procedure Rules		DL
Exceptional circumstances above Key Decision limit non-routine	CFO/MO	Contract Procedure Rules		DL

Key

CR	-	Contract Register
DL	-	Officer Decision Log
CP	-	Committee Paper
WR	-	Waiver Register
Officer	-	Officers with delegated powers to approve expenditure
CRO	-	Chief Finance Officer (Section 151 Officer) Director of Resources
MO	-	Monitoring Officer

REASON: To ensure that the revised CPRs are appropriate in maintaining the integrity of the Council’s procurement arrangement and to provide clarify and transparency to the process for the awarding of contracts.

(ii) That Council approve the delegation of routine procurements (defined in Annex B to the report) to the Chief Finance Officer in consultation with the Monitoring Officer, as set out in paragraphs 6-8 of the report.

REASON: To ensure that the Council can continue to deliver business as usual and that only non-routine procurements are referred to the Executive for approval.