The council must follow the law and its own rules when it buys or commissions goods, services or works.
The council will usually buy through a consortium or framework if a suitable one is available. If there is not a suitable framework, the council will choose from the procedures set out in the table below that are available for a particular contract.
| Type of contract | Definition | Available procedures |
|---|---|---|
| Exempt contract | A contract where the estimated value of goods and services to be supplied is £10,000 or more and other procedures cannot practicably be followed because: (i) the contract is an extension of an existing contract (ii) the contract is for spot purchasing fuel or utilities (iii) the goods, materials or works desired are of a proprietary or special character or for other reasons there would be no genuine competition; or (iv) in the opinion of the Chief Executive the need for the goods materials or works is urgent | Qualified informal procedure |
| Small contract | A contract where the estimated value of goods and services to be supplied is less than £10,000 | Informal procedure; Request for quotation Electronic auction Constructionline |
| Mid-range contract | A contract (other than an exempt contract) where the estimated value of goods and services to be supplied is £10,000 or more, but less than £100,000 | Request for quotation Open tendering Restricted tendering Electronic auction Constructionline |
| Large contract | A contract (other than an exempt contract) where the estimated value of goods and services to be supplied is £100,000 or more | Open tendering Restricted tendering Electronic auction Constructionline |
Detail of the procedures referred to in the table above
| Procedure | Description |
|---|---|
| Qualified informal procedure | The procedure is that the relevant director must be satisfied that the arrangements made secure the best available terms to the Council and must report the circumstances to the next available meeting of the Cabinet. |
| Informal procedure | The procedure is that the relevant director must be satisfied that the arrangements made secure the best available terms to the Council. |
| Request for quotation | The procedure is the relevant director must invite at least three quotations using an approved procurement portal or, if he is satisfied that the interests of the council and the public interest are best served by doing so, by inviting hard copy quotations. Hard copy quotations must be opened at the same time and in the presence of at least two officers who should include one officer from the directorate concerned who had no previous involvement in the bidding process and the Head of Governence or his nominee. |
| Open tendering | The procedure is that the relevant director must invite tenders using an approved procurement portal or, if he is satisfied that the interests of the council and the public are best served by doing so, by inviting hard copy tenders as set out in rule 4 of the council's Contract Procedure Rules. The time allowed for return of tenders must be at least 14 days. |
| Restricted tendering | The procedure is the same as or open tendering, save that tenders are only to be invited from at least three, but no more than six, prospective tenderers included on a list complied in accordance with rule 5, except that: (i) If the list contains less than three prospective tenderers, all must be invited to tender (ii) If the director, after consulting the Chief Financial Officer, considers a prospective tenderer unsuitable they need not be invited to tender and the director must record in writing the reasons why they were not so invited. |
| Electronic auction | The procedure is set out in rule 6 of the council's Contract Procedure Rules. |
| Constructionline | The procedure is the same as for open tendering, save that tenders are only to be invited from at least three, but no more than six, appropriately qualified persons included in the Constructionline register. The persons invited to tender must be selected at random from those appropriately qualified, save that for contracts where the estimated value of goods and services to be supplied is less than £75,000, selection of up to half of those persons invited to tender may be on the basis of their previous contracting history with the council. |