Issue - meetings

(i)       to note that the Chief Officer – Commercial and Procurement Services would submit a report to this Committee within 2 committee cycles providing an update on the improvements that have been implemented; and

(ii)      to otherwise not e the report and the attached internal audit report.

The Committee had before it a report by the Chief Internal Auditor which presented an audit on Procurement Compliance which was undertaken to provide assurance that the Council had appropriate arrangements in place, that were being complied with, to ensure compliance with procurement legislation and internal regulations. 

The report recommended:-

that the Committee the review, discuss and comment on the issues raised within this report and the attached appendix.

In response to a question relating to why contractors were awarded jobs with no competition, the Strategic Commercial Manager advised that some contracts were awarded as direct awards using framework agreements which were below the financial threshold.  She further advised that the reasons for awarding a direct award were recorded.

In response to a question relating to the procurement documents still required, the Strategic Commercial Manager advised that the documentation required to be simplified as much as possible to include flowcharts and visual aids.  She further advised that the sharepoint site would be redesigned to take users through each stage of the process.

In response to a question relating to the Contracts Register and whether it was checked before it was published, the Strategic Commercial Manager advised that the contract register was published monthly with a new internal process implemented which highlighted any gaps in the documents provided.

In response to a question relating to the contracts award report and what it was used for, the Strategic Commercial Manager advised that it was the key stages involved with the approval process and contained details of the business case/workplan and outlined what had been completed.

In response to a question relating to the whether one system for approvals  would bring efficiencies, the Strategic Commercial Manager advised that there were several systems currently used and that additional resource would be allocated in the coming year to identify and implement improvements.

The Committee resolved:-

(i)       to note that the Chief Officer – Commercial and Procurement Services would submit a report to this Committee within 2 committee cycles providing an update on the improvements that have been implemented; and

(ii)      to otherwise note the report and the attached internal audit report.