Response A1345944

Response to request for information

Response date

14 April 2021

Request

1. How do you access Contracts Finder?
2. When did you last update your Contract Procedure Rules in your constitution?
3. How regularly do you update you CPRs?
4. Who updated the CPRs last time and why were they chosen? would you consider buying in expertise to do the update/
5. What initiated the update/ re-write? and what things trigger you updating them?
6. Was it a minor or major re-write?
7. How do you get approval to amend the CPRs and how long does approval take?
8. What guidance did you consider/ use to inform the re-write eg Public Procurement Notice 07/16 issued by Central Government considered?
9. Did you look at any other authorities' CPRs to inform your update - if so, which
10. Were members consulted on how PPNs or general policies should be applied
11. What proportion of your procurement spend is construction based.

Response

1. How do you access Contracts Finder?
   • Via this link Contracts Finder
2. When did you last update your Contract Procedure Rules in your constitution?
   • We are currently in the process of updating the Contract Procedure Rules. We will be reviewing and updating them again should any further legislative amendments be made following the Government green paper last year on Public procurement.
3. How regularly do you update you CPRs?
   • They are amended in line with legislation changes as soon as reasonably practicable.
4. Who updated the CPRs last time and why were they chosen? would you consider buying in expertise to do the update/
   • The current amendments have been the result of consultation with officers with responsibility for letting contracts, legal services, our procurement advisors, and the executive management team at RBC. It is proposed to place the amendments before Council in July for approval.
5. What initiated the update/ re-write? and what things trigger you updating them?
   • Updates in this instance were required following the UK leaving the EU, we also considered it an opportunity to look at our internal processes and whether they were fit for purpose as well as looking for ways to ensure the document was easy to use and information was as accessible as possible. Further updates are anticipated in light of wider changes to procurement legislation - we do not have a timeline for this as yet.
6. Was it a minor or major re-write?
   • As above in this instance the main changes were to make the document more user friendly and to remove outdated references following the UK’s departure from the EU.
7. How do you get approval to amend the CPRs and how long does approval take?
   • The Monitoring Officer is responsible for updating the Council’s constitution. Approval will be sought from the Governance Scrutiny Group to recommend the amendments to Council for approval. As above approval anticipated is anticipated by Council in July.
8. What guidance did you consider/ use to inform the re-write e.g. Public Procurement Notice 07/16 issued by Central Government considered?
   • We are aware of our obligations to publish on contracts finder for £25,000 and above. This has not been amended in the last round of rewrites however we have proposed wording to allow officers to advertise opportunities below £25k in certain situations that may warrant this. Our primary focus is on the legislation as it currently stands and making the form of the document legally compliant, accessible to users and easy to follow.
9. Did you look at any other authorities' CPRs to inform your update - if so, which
   • No
10. Were members consulted on how PPNs or general policies should be applied
    • Members will be consulted at Governance Scrutiny Group / Council. When PPN’s are issued internal advice notes are circulated and where warranted consultation and approval sought for any amendments that may be required.
11. What proportion of your procurement spend is construction based.
    • Approximately 43% arose from commissioning new construction and conversion works in 20/21.   The total and percentage of construction related works will vary significantly year on year as the content of the Capital Programme changes.