Issue - meetings

Report number:     CAB/WS/22/028

Portfolio holder: Councillor Sarah Broughton

Lead officers: Rachael Mann and Gregory Stevenson

Resolved:

That:

1.           The new West Suffolk Council Procurement Policy, attached at Appendix A to Report number CAB/WS/22/028, be approved.

Recommended to Council (27 September 2022):

That:

2.           The constitutional changes, as set out in the revised West Suffolk Council Contract Procedure Rules, at Appendix B to Report number CAB/WS/22/028, be approved.

(Report number CAB/WS/22/028)

The Cabinet received this report which explained that the current Procurement Policy had not been changed since the establishment of West Suffolk Council on 1 April 2019. Since that time, there had been changes in the wider economic environment and strategic priorities of the Council that would now be reflected appropriately in the Procurement Policy and Contract Procedure Rules.  Procurement was a key role in ensuring that the Council achieved its strategic priorities and adhered to wider regulation on transactions and transparency.  The key aims for these revised documents were to:

-      Deliver value for money for West Suffolk Council.

-      Ensure sustainable procurement.

-      Adhere to the Council’s Modern Slavery Statement.

-      Deliver social value.

Councillor Sarah Broughton, Portfolio Holder for Resources and Property, also drew relevant issues to the attention of the Cabinet and explained that the Policy and Contract Procedure Rules had been fully reviewed and updated in conjunction with key internal stakeholders.  The key changes made could be grouped into the following significant areas:

-      The proposed revised thresholds for internal process and supplier engagement had been increased upwards to recognise inflation, increase access for local business and reduce onerous proves at lower procurement levels (as set out in Section 4 of Report number CAB/WS/22/028).

-      Commitment from suppliers and target setting for reduction of environmental impact had been introduced into the Contract Procedure Rules and revised thresholds.

-      Driving down CO2 production in the areas that currently produced the highest volumes (ie construction projects, fleet, facilities and utilities).

-      The Procurement Policy referenced the West Suffolk Council Modern Slavery and Human Trafficking Statement and asked for consideration by staff and self certification from suppliers in all quotations.  For businesses larger than £36m turnover, evidence of their own Modern Slavery and Human Trafficking Policy must be supplied.

In order to support the implementation and adherence to the new Policy and Rules, there would be internal workshops for all officers responsible for procurement, which would focus on the main changes and the new areas for consideration and responsibilities.  There would also be a new Learning and Development Programme for all officers responsible for procurement with the focus on negotiation and contract management.  Work would also be undertaken with the Suffolk procurement partners to define options for improving the user experience on the online ICT system (Suffolk Sourcing) that supported the Council’s procurement process.

Resolved:

That:

1.           The new West Suffolk Council Procurement Policy, attached at Appendix A to Report number CAB/WS/22/028, be approved.

Recommended to Council (27 September 2022):

That:

2.           The constitutional changes, as set out in the revised West Suffolk Council Contract Procedure Rules, at Appendix B to Report number CAB/WS/22/028, be approved.