Issue - meetings

To introduce a new updated version of the Contract Procedure Rules (report of the Assistant Director – Governance (Monitoring Officer) enclosed).

The Leader introduced the proposed amendments to the Contract Procedure Rules (CPRs), which were brought forward for approval, including the delegation to officers as highlighted in Appendix 2.

Members had previously reviewed the revised set of CPRs, and any comments were considered prior to the final version being circulated to all Council for full approval.

By way of background, the Leader advised that the purpose of these amendments was twofold. Firstly, public procurement legislation had changed following the implementation of the Procurement Act 2023, which had been in place since February 2025. Whilst the current CPRs were compliant with this legislation, the proposed amendments included additions and revisions to further align the CPRs with the Procurement Act 2023.

Secondly, the CPRs had last been updated three years ago, and therefore were due for review. Appendix 3 highlighted the key changes.

The Leader noted that significant work had been undertaken to review and update the rules, and expressed appreciation to officers for their diligence in managing the extensive changes required. The amendments included provisions relating to frameworks and dynamic markets, in line with the Procurement Act 2023, to ensure officers complied with the new legislation.

In relation to thresholds, the Leader noted that the main change was the increase from the current range of £40,000–£85,000 to £50,000–£100,000. He added that importantly, the requirement for at least five written quotations was proposed to be amended, as sourcing five quotations could be challenging in certain industries. Feedback from suppliers indicated that the current requirement could discourage participation, as they perceived a low chance of success.

The Leader advised that further additions were made regarding contract management and monitoring, ensuring that operational contract managers regularly reviewed contract performance and met with suppliers as required under the terms of the contract. He also confirmed that a named contract manager would be recorded on the contracts register.

Concern was expressed regarding the inclusion of VAT in the figures presented, noting that this was not standard practice and could lead to inaccuracies if VAT rates changed in the future. The Member queried why VAT needed to be included and suggested that it should be removed.

Officers explained that the inclusion of VAT was a statutory requirement under the relevant legislation. They confirmed that thresholds would continue to be calculated exclusive of VAT, as outlined in the accompanying table, but acknowledged that minor adjustments might be necessary to ensure consistency throughout the document.

The Member highlighted that some figures within the text appeared to be exclusive of VAT, while others were inclusive, which caused confusion.

Officers advised that Section 1.5 of the Contract Procedure Rules explained that all figures were inclusive of VAT, except for the table at 13.3.

Members stated that they were extremely satisfied with the work undertaken by the Procurement Team, particularly in relation to improved contract management. They noted that the team had delivered strong outcomes for the Council and expressed full support for the proposed increase in procurement thresholds, citing the challenges of  ...  view the full minutes text for item 68

To introduce a new updated version of the Contract Procedure Rules (report of the Assistant Director – Governance (Monitoring Officer) enclosed).

Consideration was given to the report of the Assistant Director – Governance (Monitoring Officer) which introduced a new updated version of the Contract Procedure Rules (CPRs)

The Head of Procurement and Contracts introduced the report stating that the amendments were required to reflect changes in public procurement legislation and to align the Council’s rules with the Procurement Act 2023.

The following main points were summarised to members:

• The current rules remained compliant however the proposed changes would ensure consistency across the Partnership and improve flexibility for local supplier engagement;

• Appendix 1a contained the clean version of the proposed amendments, and Appendix 1b showed tracked changes;
• Minor amendments to Appendix 1a had been made following recent meetings, including clarification at point 1.5, that all values were inclusive of VAT (except where stated); and at point 1.6, a requirement for Responsible Officers to notify the Head of Procurement and Contracts immediately of any breach;
• Appendix 2 detailed officer delegations, with changes limited to aligning figures with revised thresholds;
• Key changes included:
  • Addition of an introductory section explaining the purpose of the Rules;
  • Clarification on grants versus procurement requirements and guidance on seeking advice;
  • New sections on conflict of interest and pre-market engagement;
  • Introduction of an additional exemption for short-term extensions (up to six months) where delays occur in re-procurement, subject to compliance with thresholds;
  • Updates on frameworks and dynamic markets in line with the Procurement Act 2023;
  • Increases to procurement thresholds, with flexibility introduced for contracts up to £100,000:
    • £0–£6,250 (previously £0–£5,000) – no change to procedure.
    • £6,250–£12,500 (previously £5,000–£10,000) – no change to procedure.
    • £12,500–£50,000 (previously £10,000–£40,000) – no change to procedure.
    • £50,000–£100,000 (previously £40,000–£85,000) – minimum quotations reduced from five to three, with greater flexibility in process to support local suppliers.
    • £100,000 up to Procurement Act thresholds – no change to procedure.
    • Above Procurement Act thresholds – no change.

The Head of Procurement and Contracts concluded that the changes aimed to ensure compliance, improve clarity, and support local supplier engagement.

Members considered the report and made the following comments:

• Members highlighted the importance of the proposed improvements, particularly the encouragement of local supplier provision and the revised thresholds, which were expected to make procurement processes more accessible. The changes would support compliance with legislation while maintaining flexibility and transparency.

• Members welcomed the inclusion of a tracked changes version and requested that this approach be used for future constitutional updates.

• Reference was made to Section 4.1.1(d) (page 292), and members emphasised the need to ensure that all declarations of interest from councillors and officers were received and recorded.

Agreed:

That the draft revised Contract Procedure Rules at Appendix 1a be noted.