Agenda item

Section 5.4. of BCP’s Procurement & Contract Management Strategy 2024 – 2028 describes a Delivery Plan approved by the Procurement and Contracts Board with progress reported to Audit and Governance at 6-month intervals.

This report provides Audit & Governance Committee with an update on progress made in delivering the 57 commitments described within BCP’s Procurement and Contract Management Strategy 2024 - 2028.

Additionally, this report provides Audit & Governance Committee with performance monitoring indicators for the nine measures described within Section 5.5 of BCP’s Procurement & Contract Management Strategy 2024 – 2028.

The Head of Procurement and Contract Management presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'C' to these Minutes in the Minute Book.

The report provided an update on the Procurement and Contract Management Strategy Delivery Plan which had been approved by the Procurement and Contracts Board. Updates were provided to the Audit and Governance Committee at six-month intervals. The report outlined the good progress made in delivering the 57 commitments described within the Strategy. The report also provided performance monitoring indicators for the nine measures described within Section 5.5 of the Strategy. It was noted that the report included the level of detail previously requested by the Committee. Members were assured on the levels of governance in monitoring progress which included monthly meetings with the Portfolio Holder for Transformation, Resources and Governance and regular presentations to the Board. It was noted that a report on social value was due to be considered by Cabinet in May 2026.

The Portfolio Holder thanked the Head of Procurement and Contract Management and his team for the report and advised that it was a matter for the Committee to provide officers with a steer on the level of detail required.

The Head of Procurement and Contract Management responded to questions and comments on the report. He referred in more detail to the procurement and contract procedure rules which formed part of the Council’s Financial Regulations. He explained that items with an estimated value greater than £30,000 required consultation with the Procurement team from the outset. For items between £5,000 and £30,000, officers were required to follow the standard procurement procedure published on the intranet. He was asked how feedback from suppliers informed the process. He confirmed that engagement work was included in the delivery plan and di take place but would be subject to further development once the current work on social value was completed. It was noted that certain activities did not fall within the scope of procurement and were matters for individual service areas to deal with.

The Chair indicated that it may be useful to undertake a deep dive into the experience of SMEs (small/medium sized enterprises) in navigating their way through the procurement process and suggested this be further considered when discussing the Forward Plan. It was noted that SMEs, micro businesses and sole traders had distinct definitions. Members were reminded of the need to focus on governance when considering further work for the committee.

A Member referred to the link between procurement and the Transformation Programme and felt that the Committee should review the information it asked for in the report, particularly around the measurement of savings attributable through effective procurement.

RESOLVED that:

(a)  the Audit & Governance Committee notes the update provided with respect to delivery of BCP’s Procurement and Contract Management Strategy 2024 – 2028;

(b)  the Audit & Governance Committee notes performance against the nine measures described within Section 5.5 of BCP’s Procurement & Contract Management Strategy 2024 – 2028.

Voting: Agreed with no dissent