Step by step guide

Please follow the steps below to find the correct procurement pathway for your purchase.

Step 1 – Is there a Corporate Contract / Existing Framework?

First things first, you will need to check if your need can be met from one of the Council’s corporate contracts or frameworks. These arrangements have been put in place usually for goods or services that are used widely across the Council. They exist to enable us to purchase items efficiently and effectively and help ensure consistency of quality, certainty of supply and offer savings through economies of scale. You must utilise these arrangements if they meet your need.

If a corporate contract or framework is suitable you can place an order as per the contracted process via the dedicated Contract Manager. CPU must be advised of all contracts entered into, including those resulting from framework call-offs. A Contract Award Notice must be published following the award of a Call-Off contract from frameworks covered by the Procurement Act 2023. Contract Payment Notices must be published for any Call-Off contracts over £30,000 in value. 

Step 2 – Estimate the Value

The pathway that you will need to follow will depend on the value of the goods or service that you require, so you will need to come up with an accurate estimate.

The value must be based upon the higher of:

•    The amount or estimated amount to be paid to the supplier over the length of the contract, including any extension periods.

Or

•    The amount or estimated amount of gross income to be generated by the supplier through the goods or services provided.

Where the Lead Officer is unable to determine the value of a proposed services the Lead Officer is to be treated as having estimated the value of the contract as an amount of more than the threshold amount for the type of contract. If the Lead Officer is uncertain about how to estimate the value of a contract and/or is uncertain as to whether the contract is above the threshold for the relevant type of contract, the Lead Officer should seek advice from the CPU. 

In estimating relevant contract values, officers shall have regard to the principle of aggregation. Repeat purchases of similar goods/services/works over a sustained period may amount to an aggregate requirement which exceeds the Procurement Threshold or any lower threshold of the Authority set out in these CPR’s. The appropriate Procurement process must therefore be adhered to.

Step 3 – Procurement Pathway

Once you have estimated the value of your exercise and checked that there is no suitable contract or framework already set up, you need to decide which procurement pathway is appropriate for your exercise.

• Quotations - exercises up to £75,000 in value
• Tenders - exercises over £75,000 in value