Procurement Code and Gate Review Process Detailed Deck

Procurement Code and Gate Review Process Detailed Deck

PROCUREMENT ACTIVITY AND SUPPORT Group 1 procurement activity Under 50k & catalogue spend Delivered by P&SRM Support Unit through Vertex (Enterprise) Procurement Team Group 2 Procurement activity Group 3 Procurement activity 50k EU threshold Above EU threshold Delivered in the wider City Council. Supported by the P&SRM Support Unit Delivered by the P&SRM Support Unit 1st Tier support general procurement advice, toolkit, help desk, CompeteFor, tender admin, P-Cards, Ariba, sustainability specialist, administration of Gate Reviews 2nd Tier support specialist procurement advice

Group 1 Whole contract Value Brand Governance Authority Tender/Quote Requirements 1 200 P&SRM Procurement Manager (on advice of Nominated Authorised Officer) 201 10,000 P&SRM Procurement Manager (on advice of Nominated Authorised Officer) 2 10,000-50,000 P&SRM Procurement Manager (on advice of Nominated Authorised Officer) 3 50,000 EU threshold for Supplies and Services EU threshold for Supplies and Services - 1.5M (up to 300,000 for consultancy agreements) 1.5M and Over (or over 300,000 for consultancy agreement) Key Decisions Senior Leadership Team Member on the advice of P&SRM Procurement Manager and/or NAO Senior Leadership Team Member on the advice of Group Procurement Manager, Group Supplier Relationship Manager and NAO Service Cabinet Member on advice Strategic Director, Commissioner, Head of P&SRM Service Cabinet Member on advice Strategic Director, Commissioner, Head of P&SRM in accordance with the definition in the Constitution. At least One Written Quote At least one written Quote At least three written Quotes At least 3 tenders of EU regulations if appropriate At least 4 tenders EU requirements. (The number of tenders may change depending on what procurement route is selected). At least 4 tenders EU requirements. (The number of tenders may change depending on what route is selected Procurement route appropriate to value Select Contractor from The City Council s supplier database. Select Contractor from The City Council s supplier database. Advertise on City Council Website and Supply2Gov. Website. Select Contractor from The City Council s supplier database Advertise on City Council Website, Advertise in OJEU (if appropriate). Supply2Gov Website and one industry related publication. Select Contractors from The City Council s supplier database Advertise on City Advertise in OJEU Council Website, Supply2Gov Website and two industry related publication. Select Contractors from The City Council s supplier database. Advertise on City Council and Supply2Gov website and at least two industry related publications. Advertise in OJEU Select Contractors from The City Council s supplier database

THE 4 GATES AND THEIR KEY PRODUCTS GATE ONE PLAN Procurement Planning GATE TWO THINK Procurement knowledge GATE THREE DO Purchasing, tendering, contarct award GATE FOUR REVIEW Supplier Relationship Management Identify Need Procurement Strategy Award Decision Performance Report

REQUIREMENT ARISES Confirm your authority to spend with your the Budget Holder. IF NO, STOP Can your requirement be met by suppliers on the City Council's e- procurement system (ARIBA)? If YES, Obtain the item from these suppliers and place your order via the Ariba system All suppliers must be vetted via the PQQ (Pre-Qualification Questionnaire) Process on CompeteFor If NO assess the aggregate value of the procurement and proceed Group 1 Between 1.00 and 10,000 Group 1 Between 10,001 to 50,000 Group 2 Between 50,001 to EU Threshold Group 3 Above EU Threshold If NO, STOP Complete Gate Review 1 prepare components for presentation to Peer Group For procurements values above 50,000 complete the Procurement Strategy Report. At EU threshold and greater also complete the Procurement Business Case and an Equalities Impact Assessment. Have you secured approval to procure from Peer Group at Gate 1? If NO, STOP Complete Gate Review 2 - prepare components listed below for presentation to Peer Group Develop objective options Agreed evaluation and award criteria Consider provision by SME Develop objective options and scenarios Agree evaluation criteria & weighting Programme and time schedule (& resource needs) ITT, specification and contract Form fully developed Rsk & Contingency Planning Consider OJEU & Legal position / draft PIN notice Consider contract strategy & exit plans, investment needs etc. If NO, STOP Have you secured approval to go to market from Peer Group at Gate 2? If NO, STOP Get 1 written quote from a supplier on CompeteFor Get 3 written quotes from suppliers on CompeteFor FORMAL TENDERING Develop specification, evaluation criteria & Terms and Conditions of Contract 1.5m & Greater: Enter details onto Forward Plan. Consult with Cabinet Member??? 50k and up to EU threshold: Formal tendering procedures Procurement value above EU threshold: Tendering under EU Directives Advertise as required by Procurement Code Above EU threshold and advert must be placed in OJEU Shortlist from CompeteFor to ensure all suppliers are pre-qualified;

50k and up to EU threshold: Formal tendering procedures 50k and up to EU threshold: Formal tendering procedures Procurement value at above EU Threshold Formal tendering under EU Directives Carry out internal and/or external consultation and assemble tender panel, if required. Assemble tender documents and send out TENDERING PERIOD Tenders valued above 50k MUST be returned and opened in compliance with the City Council's tendering requirements TENDER EVALUATION Select a supplier based upon agreed evaluation criteria Complete Gate Review 3 - prepare components listed below for presentation to Peer Group Implementation plan if required Implementation Plan Business Case / benefit realisation plan Supplier selection and award proposal Contracts, SLAs / KPIs Change Management OJEU Award Notice (draft) Handover to SRM Team Cabinet report if necessary Contract / SLA development Innovation Performance Reviews / Monitoring Bench-Marking Service development Key learnings & Data Capture Identify Market Trends Have you secured approval to award from Peer Group at Gate 3? If NO, STOP 1 to 50,000 Approval required from Procurement Manager 50k to EU Threshold Approval required from Chief Officer EU Threshold to 1.5m Approval required from Strategic Director Over 1.5m Approval required from Cabinet Member Notify all tender's of Tendering results. Send award letter to the successful supplier 10 Day Standstill Period For contracts over 30,000 the original signed or sealed contract must be palced with the Deeds Registry Debrief suppliers All contracts of a value of over 100,000 must either be signed by at least 2 nominated authorized officers of the Council or made under seal attested by at least one officer. Contract details entered onto the Contract Register. Set up supplier on the WIMS system. Raise a purchase order Above EU threshold: Post contract award notice in OJEU. Implementation and hand-over to SRM (where appropriate) following approval at Gate 4 CYCLICAL GATE 4 REVIEWS DURING TERM OF CONTRACT Validated Benefits and Lessons learned Exception reporting Risk Register Review External Market Changes Technology / Economic / Political impacts Regulatory Changes (incl. Pending) Local /Community / SME objectives delivered

Contract Values Revised Thresholds 1 200 201 10k Procurement Manager on advice of NAO 10k 50k Senior Leadership Team Member on the advice of Procurement Manager and/or NAO 50k EU Strategic Director on the advice of Group Procurement Manager, Group Supplier Relationship Manager and NAO EU 1.5m Service Cabinet Member on advice Strategic Director, Commissioner, Head of P&SRM 1.5m Higher