Agenda item

This is the annual report of the Head of Procurement and Commercial Services to the Committee, concerning the Council’s procurement function, and provides assurances that the Council’s arrangements are up to date, fit for purpose, effectively communicated and routinely complied with. The Committee is asked to consider the ongoing work to review and refine the Council’s “procure to payment” processes as part of the Core Business Transformation Programme (the P2P Review) in order maintain effective procurement support and practices, including appropriate training and guidance, and efficient systems and processes.

The report was presented by the Head of Procurement and Commercial Services.

The Committee were informed of the following points:

·  It was noted that the report for 2022/23 was the same as last year with high inflation and increased demand for services. Members were advised that compliance was still strong and there were no issues to report.

·  Members noted that the arrangements for procurement were still robust, and advice was provided to services.

·  Council’s Contract Procedure Rules (CPR’s) which are reviewed each year were currently undergoing a comprehensive refresh as part of a broader review of the Council’s Constitution with a view to simplifying and making them more user friendly.

·  The Committee were advised that spend for local suppliers and SME’s was slightly down on the previous year. Members were informed that new recruits had been appointed to assist with all aspects of Social Value activity.

·  It was noted that the P2P Review was still ongoing.

Responding to questions from Members the following information was provided:

·  The Committee were advised that any spend over £10,000 is published to the register on YORtender. It was noted that at present 6 contracts were not currently on YORtender. Progress was monitored, and this information could be sent to the Committee.

·  Members noted that Equality, Diversity and Inclusivity (EDI) were taken into account in relation to Social Value contracts. Members were advised that waivers were only used in exceptional circumstances. The Committee were informed that the operational service was responsible for contract management, budget, and service provision, however, advice and assistance was provided by The Procurement and Commercial Service if required.

·  The Procurement and Commercial Service provided training and awareness courses.

·  The Committee were informed that the Council can hold providers and suppliers to account for poor performance and service.

·  Information in relation to Go4Growth was not available at the meeting but would be provided to the Committee.

·  In relation to local suppliers, it was acknowledged that work was required to liaise with the local market, so they were aware that they can contract with the Council. The Committee requested a briefing paper on how the service plans to communicate with the local market so that the Council has assurance that it is comfortable with the process for communication. It was recognised that communication was used effectively and that there was a need to cast the net wider.

·  The Committee noted that local suppliers come from Leeds and the West Yorkshire region.

·  The Committee noted that a report in relation to Social Value was due to go to the relevant Scrutiny Board in the New Year.

·  Confirmation was given that the P2P Review was still ongoing as per recommendations of the LGA Peer Review. This would form part of the overall Core Business Transformation Programme.

·  It was recognised that as part of the Internal Control different questions had been used from the previous year. It was noted that Contract Management had improved across the Council, Information on the questions used this year and in previous years would be checked and provided to the Committee.

·  Members were advised that the CPR’s would be ready by the end of the financial year and would be user friendly. It was noted that officers had capabilities to manage contracts and were updated through the newsletter, training, and awareness courses and any through appraisal system.

·  When contracts are in place they are monitored and reviewed some on a quarterly basis or annually with the service.

RESOLVED – To:

a)  Consider and note the assurances provided in the report from the review, assessment, and on-going monitoring.

b)  Note that the Head of Procurement and Commercial Services has reached the opinion that procurement policies and practices are up to date, fit for purpose, and effectively communicated.

c)  Note the ongoing P2P Review.