Issue - meetings

Following scrutiny, members supported the recommendation outlined in the draft Cabinet report.

Members considered the report as circulated within the agenda pack.

Officers confirmed that the draft strategy is the first time that the Council have put in place an overarching procurement strategy which links all the various policies relating to procurement. The strategy aims to link all the various strategic objectives and the legislative requirements that sit around procurement.

The strategy aims to demonstrate the council’s compliance with the legal commitments required and also ensuring that the strategic priorities of the Council are met. The policy has been structured with socially responsible procurement objectives. Officers highlighted the objectives outlined in the report.

Members referred to page 19 of the report, paragraphs 22-23 and the valleys communities impact assessment. Members expressed their concern that the information only indicated statistics and did not clearly outline the impacts on valleys communities. Members were also keen to ensure that strategies relating to small business etc. were followed and sought assurance from officers in relation to this. Will there be sufficient time for various organisations to work together on a contract? Officers confirmed that when the new procurement rules are developed and reflected in standing orders, there will be more of an onus on officers to consider things, such as timescales, they will have to actively give consideration to certain factors to be in compliance with the rules. A procurement planning document will be developed that highlights how factors have been considered, why things are being done in a certain way, why certain timescales are being followed. This will allow for a very clear rationale with regards to the way items are procured.

Members referred to the phrase ‘securing value for money’ and were keen to ensure that members of the public who may read the document understood that this does not necessarily mean accepting the lowest bid. Officers confirmed that the Standing Orders of the Council will define what ‘value for money’ is. The current definition matches Welsh Government policy and outlines that value for money is rather than just being primarily focused on cost, value for money arrangements should be considered as the optimum combination of whole life costs, in terms of not only generating efficiency savings, but good quality outcome for the organisation, but also a benefit to the society, the economy and environment, both now and in the future. Whilst cost will undoubtedly be a factor, it will require consideration of a number of different issues.

Members noted that there was no mention of the Trading Standards approved traders list within the document. Officers confirmed that there is currently work ongoing in relation to the select list. This will be incorporated into the Standing Orders which can be used when looking to procure items.

Following scrutiny, members supported the recommendation outlined in the draft Cabinet report.