How and what do we buy?

Procurement Strategy 2021 to 2025

In December 2020 the Executive and Full Council approved the Council’s Procurement Strategy for the period 2021 - 2025.

The strategy is a key document that outlines the Council’s procurement aims over the next four years and is a strategy to deliver the Council Plan within the priority area of an ‘Enabling Council’.

The vision for this strategy is to provide a procurement function that will:

  • Support local businesses and work to enable the third sector in its activities and enable the local market, both large and small organisations, to feel able and willing to work with the Council.
  • Deliver tangible social value and inclusive growth to the benefit of the residents of the District specifically addressing climate and environmental issues.
  • Be an influencer in shaping procurement with public sector organisations within the District.
  • Achieve value for money through procurement and contract management practice for the Council and the residents of the District.

We know that the procurement strategy document is not fully accessible. If you have problems accessing the document please contact [email protected].

What does the Council buy?

More information and data on what we buy can be found in the Open Data pages under 'our datasets'.

How does the Council buy?

We are committed to increasing business interest in working with us and aim to be a preferred client of suppliers who can deliver the best value to the Council and the District. Wherever possible within the rules and regulations that we have to follow we will support the economic regeneration of the District by buying directly and indirectly from local suppliers wherever this gives best value.

A summary of the rules that we must follow are described below:

Council rules (Contract Standing Orders) 2025/2026

There are set clear rules called Contract Standing Orders by which the Council spends money on works, goods and services. The rules apply to any Contract entered into by the Council and must be followed by all members of staff.

The procurement process covers the full life cycle of activities starting with the identification of need, through to evaluation, purchasing and contract management. Procurement can range from purchasing day to day commodities to purchasing key strategic items such as large capital assets, or commissioning a service or buying an entire service.

Public procurement must be undertaken in accordance with principles enshrined in Procurement Legislation. The Council must always act to promote competition and to ensure that each procurement is conducted as an open, transparent and fair competition. The Council must avoid practices which may restrict or distort competition.

Depending on how much is being spent (total contract value inclusive of VAT) there are different rules that we must follow:

Total contract value Procurement options Additional procedures
£0 - £30,000
CSO Section 11
  • Must demonstrate Best Value
  • Must use in-house or Corporate Contract where applicable unless otherwise agreed with the Head of Procurement
  • Use Local Supplier where possible (where compatible with the Procurement Act, Procurement Regulations (and associated legislation/regulations))
  • Consider using purchasing card for low value, low risk purchases
  • All quotes in writing
  • Contracts of £5,000 and above must be recorded on the Council’s e-sourcing portal
  • All Contracts of £5,000 and above to be entered in the Contracts & Grants Register
£30,000 – Threshold for Goods and Services
CSO Section 12
  • Must use in-house or Corporate Contract where applicable unless otherwise agreed with the Head of Procurement
  • Consider availability of an existing suitable Framework or DPS
  • seek minimum of four quotes inviting local Suppliers, if available (where compatible with the Procurement Act, Procurement Regulations (and associated legislation/regulations)) or
  • Open Tender process where advertising occurs for the purposes of inviting Tenders
  • Consider all pre-procurement requirements and Regulated Below Threshold Contract requirements (where applicable)
  • All quotes in writing
  • Use the Council’s e-sourcing portal for quotes or formal Tender
  • All Contracts to be entered in the Contract & Grants Register
Light Touch Contracts, Concession Contracts and Works Contracts £214,904 to relevant Threshold
CSO Section 13
  • Must use in-house or Corporate Contract where applicable unless otherwise agreed with the Head of Procurement
  • Consider availability of an existing suitable Framework or DPS
  • Open Tender process or process agreed by the Head of Procurement.
  • Consider all pre-procurement requirements and Regulated Below Threshold Contract requirements (where applicable)
  • Use the Council’s e-sourcing portal for quotes or formal Tender
  • All Contracts to be entered in the Contracts and Grants Register
Above relevant Threshold
CSO Section 14
  • Must use in-house or Corporate Contract where applicable unless otherwise agreed with the Head of Procurement
  • Consider availability of an existing suitable Framework or DPS (call-off)
  • Formal Tender process
  • Full Tender process with advert published in Central Digital Platform in accordance with Thresholds
  • All proposed Contracts must be referred to Procurement Services
  • Consider all pre-procurement requirements
  • Use the Council’s e-sourcing portal for formal Tender
  • Complete Tender Evaluation Report for Contract award
  • All Contracts to be entered in the Contracts & Grants Register

The Threshold values from 1 January 2024 are:

Supplies (Goods) and Services - £214,904 including VAT

Works - £5,372,609 including VAT

Light Touch Regime for Services - £663,540 (Unchanged from 2022)