3.1 These CPRs apply to all Councillors, Officers of the Council and any persons or organisations that are responsible for the conduct of procurement or contract management activity on behalf of the Council. Officers must therefore ensure that any agents, consultants and contractual partners acting as procurement agents on behalf of the Council also comply with these CPRs.
3.2 Councillors are not permitted to participate in any procurement exercise once the procurement exercise has commenced and must ensure that their actions do not compromise or impact on the implementation or completion of the exercise.
3.3 It is a disciplinary offence for Officers not to comply with these CPRs.
3.4 Directors must ensure that their staff comply with these CPRs.
3.5 Directors must ensure that appropriate Officers (“Authorised Officers”) have received delegated authority under the Council’s Scheme of Delegation which authorises them to:
a) make orders on behalf of the Council for the supply of goods, services health care services and works;
b) award contracts (including concession contracts) on behalf of the Council for the supply of goods, services and works;
c) pay invoices received from suppliers in respect of goods, services health care services and works provided to or on behalf of the Council;
d) approve tender and quotation procedures and all related documentation;
e) approve contract terms and conditions;
f) receive, retain and open tender submissions (CPR 12.4); and
g) manage contracts in accordance with the Council’s Contract Management Framework from time to time.
3.6 An Authorised Officer must not seek or accept technical advice regarding the preparation of a request for quotation or an invitation to tender from any party which may have a commercial interest in the procurement if this could prejudice the equal treatment of all potential suppliers or distort competition.
3.7 Authorised Officers may award contracts (including concession contracts) and place orders and requisitions that comply with these CPRs provided that:
a) the financial values and commitments are within approved budgetary estimates and within their delegated responsibility;
b) they are within the Council’s legal powers;
c) where the contract involves the transfer of Council staff, or former Council staff who have previously been the subject of an outsourcing of service, the Authorised Officer is acting in accordance with the Direction made by the Secretary of State under section 102 of the Local Government Act 2003 (pension provision) or any replacement.
3.8 Directors must ensure that Authorised Officers have the necessary skills, competencies, and knowledge to undertake procurement and/or contract management related duties of the scope, risk and complexity assigned to them. This should include attendance at appropriate relevant training courses, both internal and external, on areas such as procurement, finance, risk, business continuity and GDPR.
