Decision

Decision:

1. Approve commencement of the procurement process for the projects listed in Appendix 1 to this report;
2. Delegate authority to the Joint Strategic Director for Finance and Resources, after consultation with the Lead Councillor for Finance and upon selection of a successful contractor, to award the contracts listed in Appendix 1; and
3. Note that Item 143 Finance and HR Software System (estimated value: £500,000), approved within the Procurement Pipeline report to Executive on 28 May 2026, is to be removed from the Procurement Pipeline. In light of Local Government Reorganisation (LGR), the Council has decided to exercise the final permissible extension under the existing contract rather than commence a new procurement exercise.

Reason(s):

1. The Executive is required to approve, prior to their commencement, all procurement activity which may require a Key Decision for the contract award. It is good governance to seek approval by providing Executive with a summary of all proposed procurements that may result in a Key Decision prior to procurement procedures formally commencing.
2. Planning procurement activity ensures:

·        effective stakeholder management? 

·        effective procurement and sourcing? 

·        compliance with relevant Procurement Legislation and the Council’s own Contract Procedure Rules?? 

·        there is consideration on how contract price is to be managed in contract and what contract price model will be used? 

·        our procurement is ethical by considering factors such as environmental and climate change impact, social value and modern-day slavery risk.?? 

·        how best value is to be achieved is clearly defined including how contract management will ensure that the Council attains best value during the life of the contract.

1. This report will avoid the need to submit multiple individual requests for approval to procure and award contracts, therefore being more agile in the approval process in relation to procurement activity.
2. When a procurement activity is concluded Executive approval for any consequent contract award which would be a Key Decision will be sought by a separate report, unless authority is specifically delegated to an officer.

Other options considered and rejected by the Executive:

Bring each individual item to the Executive, which will incur more time and cost writing individual reports, so is not recommended.

Details of any conflict of interest declared by the Leader or lead councillors and any dispensation granted:

None.