Entering into Contracts

There is a distinction between contracts formed on a day to day basis, and those which are more formally let.

In the course of day to day business, where a legally binding agreement is already established, and terms and conditions are agreed, the issue of a purchase order, either verbally or in writing, confirms the type and quantity of supplies, services or works required and a contract is formed between the Council and the supplier or contractor at that time.

This particulaly applies to call off Contracts and to Framework Agreements issued by any of the organisations listed in Collaborative Contract Opportunities.

The above also applies to lower value supplies, services, or works sourced on an ad-hoc basis and ordered by those with delegated authority to do so.

The ability to formally enter into contracts on behalf of the Council is limited to those with the delegated authority to do so, and this mainly rests with the Legal and Procurement teams.

Prior to a contract being entered into by the Council, unsuccessful suppliers must be debriefed. This is conducted through a standstill period (Alcatel). Following receipt of a request for clarification, or an objection to the debrief notification, the contract award may be stayed until the matter has been resolved.

Following the award of any contract, departmental staff will be responsible for the management of the contract, however any changes and variations which may be necessary must be discussed with Corporate procurement prior to instruction being issued.

Contract Standing Order 20 deals with variations and advice can be obtained from the Procurement team or the Legal team when in doubt.

The Procurement team will carry out Contract Monitoring as part of Supplier/Contractor Development and Management, and will survey staff as well as Suppliers/Contractors in regard to Supplier/Contractor and Council performance as part of this process.