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F15/158

Procurement compliance and spending

Request Description

1. Do you have a procurement compliance function (department or responsible person)?

2. How do you undertake analysis of the Council's spend - using your financial management system or third party spend analytical tool?

3. How often do you use that

a. Monthly

b. Quarterly

c. Annually

d. Other, please specify

4. How many suppliers did you make a payment to within the periods;

a. 2012/13

b. 2013/14

c. 2014/15

5. What % of suppliers accounts for 80% of your spend (period covering 1 Apr 13 to 31 Mar 14)

6. Does this spend analysis form part of Management Information presented / considered by a formal management group / procurement board?

7. What's the approval mechanism for spend;

a. above £500

i. budget holder

ii. specific board

b. £10,000

i. budget holder

ii. specific board

c. £25,000

i. budget holder

ii. specific board

d. £100,000

i. budget holder

ii. specific board

e. £1,000,000

i. budget holder

ii. specific board

8. What is the level of early market engagement undertaken by your organisation. Is it carried out based on;

a. Value threshold, if so what

b. Risk

c. Value and Risk

d. Other, please specify

9. Approximately, as a % of all procurements undertaken, what % involve early market engagement?

a. less than 25%,

b. 25%

c. 50%

d. 75%

e. don't know

10. On what basis are you engaging with the market, as part of your early market engagement activitiy; tick all that apply

a. Pricing models

b. length of contracts

c. service specification

d. outcomes

e. new technology / products

f. contract packaging / lots

g. other, please specify

11. Do you have a formal process for the consideration of the following procurement processes and can you evidence this i.e. sample reports, documents, minutes etc.?

a. Use of in-house service

b. Use of existing contract

c. Use of wider frameworks / collaborative arrangements

d. Shared services with another body

e. other delivery model

i. Joint Ventures

ii. Local Authority owned Company

iii. Teckel arrangement

iv. Social Enterprise

f. Decommissioning

g. Demand management

h. Facilitating sub-contract / consortium / partnerships

Request Date19 March 2015
Requested byIndividual
Released Date  

21 April 2015         

Response

In accordance with the Freedom of Information Act 2000 this acts as a notification of the Information that can be released and also under Section 17 of the Act a Refusal Notice to that Information that cannot be released.

1. Do you have a procurement compliance function (department or responsible person)? Yes - Procurement Officer and Procurement Assistant

2. How do you undertake analysis of the Council's spend - using your financial management system or third party spend analytical tool? Limited tools available, although use weekly spend report to get some idea

3. How often do you use that -  Will be monthly once tool in place

a. Monthly

b. Quarterly

c. Annually

d. Other, please specify

4. How many suppliers did you make a payment to within the periods

a. 2012/13         10,086

b. 2013/14         10,013

c. 2014/15         8,965

5. What % of suppliers accounts for 80% of your spend (period covering 1 Apr 13 to 31 Mar 14) - we do not hold this information.

6. Does this spend analysis form part of Management Information presented - Yes / considered by a formal management group / procurement board?

7. What's the approval mechanism for spend;

a. above £500

i. budget holder - Yes

ii. specific board

b. £10,000

i. budget holder - Yes

ii. specific board

c. £25,000

i. budget holder - Yes

ii. specific board

d. £100,000

i. budget holder

ii. specific board - Yes

e. £1,000,000

i. budget holder

ii. specific board - Yes

8. What is the level of early market engagement undertaken by your organisation. Is it carried out based on;

a. Value threshold, if so what

b. Risk

c. Value and Risk

d. Other, please specify - Dependent on project

9. Approximately, as a % of all procurements undertaken, what % involve early market engagement?

a. less than 25%,

b. 25%

c. 50% - Yes, at least

d. 75%

e. don't know

10. On what basis are you engaging with the market, as part of your early market engagement activitiy; tick all that apply

a. Pricing models - Yes

b. length of contracts

c. service specification  - Yes

d. outcomes  - Yes

e. new technology / products - Yes

f. contract packaging / lots - Yes

g. other, please specify

11. Do you have a formal process for the consideration of the following procurement processes and can you evidence this i.e. sample reports, documents, minutes etc.? -

a. use of in-house service

b. Use of existing contract

c. Use of wider frameworks / collaborative arrangements

d. Shared services with another body

e. other delivery model

i. Joint Ventures

ii. Local Authority owned Company

iii. Teckel arrangement

iv. Social Enterprise

f. Decommissioning

g. Demand management

h. Facilitating sub-contract / consortium / partnerships

The Council has decided that the cost to locate, retrieve and extract the information you requested exceeds the appropriate limit as laid down in the Freedom of Information and Data Protection (Appropriate Limit and Fees) Regulations 2004. 

Refused

                                                             

Refusal