REQUIREMENT ARISES

The Lambeth Purchasing Cycle

Confirm your authority to spend with your Line Manager. If YES, proceed. If NO...

If you require a consultant, you must check with Lambeth Human Resources first at: namoa-buahin@lambeth.gov.uk

STOP

Can your requirement be met by suppliers on the Contract Register, the OGC or LCSG website? All suppliers must be pre-qualified. If suppliers are not on the Contract Register or Exor, OGC or LCSG, they must complete a BQ. See section 3.0.1 of The Procurement Guide

YES

Obtain the item from these suppliers and place your order via the Oracle system

If NO, assess the aggregate value of the procurement and proceed

VERY LOW VALUE PROCUREMENT 0.00 up to 5,000

LOW VALUE PROCUREMENT 5,000 & up to 25k

MID VALUE PROCUREMENT 25k & up to 500k

HIGH VALUE PROCUREMENT 500k and greater

Get 1 written quote from a supplier on the Contract Register, Exor, OGC, LCSG or a supplier used in the past

Get 3 written quotes from a supplier on the Contract Register, Exor, OGC, LCSG or the Supply Lambeth Portal At least 1 quote must be from a local Lambeth supplier, wherever possible Select the supplier based on lowest price or best value If required, agree Service Level Agreement with supplier & keep all documentation

For procurements at 25,000 - 100,000 complete the Procurement Strategy Report Lite; 100,000 & greater, complete a Procurement Strategy Report. At 500,000 and greater, complete the Procurement Business Case & the Procurement Strategy Report For contracts valued at 100k+, you must complete an Equalities Impact Assessment. Contact your department Equalities lead for advice

The quote must represent Value for Money

Over 25,000 & up to 500k: Submit report(s) to PB

500,000 & Greater: Submit reports to SPB

Retain quotation information

Obtain purchase approval from Business Unit Manager

Is approval to procure given by The Procurement Board? If yes, proceed:

If NO, STOP

FORMAL TENDERING Develop specification, evaluation criteria & Terms and Conditions of Contract Set up supplier on the Oracle system. Raise a P.O. or pay by P-Card. Process order and retain all documentation

100,000 & Greater: Consult with Executive Member 500,000 & Greater: Enter details onto Forward Plan

25,000 and up to 100,000: Formal tendering procedures

100,000 and up to 173,934: Formal tendering procedures

Procurement value at 173,934 (goods & services) or 4,348,350 (works) and greater: Tendering under EU Directives

STOP

Seek advice from departmental procurement team on correct EU Tendering procedure. Advertise to EU as required Shortlist from current Lambeth suppliers, Exor, Buying Solutions or ESPO suppliers & advertise externally. Be sure all suppliers are pre-qualified; see Procurement Guide section 3 for information

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25,000 and up to 100,000: Formal tendering procedures

100,000 and up to 173,934 : Formal tendering procedures

Procurement value at 173,934 (goods & services) or 4,348,350 (works) and greater: Formal tendering under EU Directives

Carry out internal and / or external consultation and assemble tender panel, if required. Assemble tender documents and send out THE TENDERING PERIOD

Secure receipt of Tenders. Tenders valued from 25k-100k MUST be returned to Lambeth offices ONLY

Secure receipt of Tenders. Tenders valued at 100k and greater MUST be returned to the Town Hall 1 Working Day Standstill: Town Hall Tenders opened 1 day after receipt

TENDER EVALUATION Select a supplier based upon best value or lowest price Write Officer Delegated Decision Report(s) and Contract Register Form. Send to Finance & Legal for comments Submit report(s) for signature

Over 25,000 & up to 500k: Submit Officer Delegated Decision Report(s) and Contract Register Form to PB

500,000 & greater: Submit Officer Delegated Decision Report(s) and Contract Register Form to SPB

If NO, STOP

Is recommendation to award given by the Procurement Board? If YES, proceed

25,000 and up to 100,000: Submit Officer Delegated Decision Report(s) to PB

100,000 and Greater: The Delegated Decision Report(s) are sent to the departmental Committee Continuity Officer (CCO) for Pre-decision publication

The Director of Governance & Democracy will respond to any questions about the democratic process; the project officer will respond to procurement issues raised

If NO, STOP

Is Delegated Decision Report(s) signed off as per the Scheme of Delegation? If YES, proceed

The CCO will forward the report to: the two opposition leaders, the Chair and Vice-Chair of Overview and Scrutiny Committee, the Chair and Vice-Chair of the relevant scrutiny committee, the The Director of Governance & Democracy and Democratic Services (Committee Services) Secretary to Cabinet. The Secretary will retain a copy of the Part 1 report only as it is available for public inspection.

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25,000 and up to 100,000: Post tender procedures

Once five clear days have elapsed, the CCO will send the report for decision as per the Scheme of Delegation: Up to and including 50,000: Business Unit Manager or other Manager; More than 50,000 up to and including 100,000: Head of Service or Assistant Director; More than 100,000 up to and including 1 million: Divisional Director & Divisional Director of Resources; More than 1 million up to and including 10 million: Executive Director and Divisional Director of Resources; Over 10 million: Executive Director of Finance and Resources Is Delegated Decision Report(s) signed off as per the Scheme of Delegation? If YES, the CCO returns the signed copy to the relevant Procurement Board

If NO, STOP

The 10 Day Standstill Period is only observed for procurements valued at EU threshold and greater, excluding Part B Services

10 Day Standstill Period 100,000 and Greater: The CCO enters the ODDR onto Officer Decisions 2 days after the executive(s) have signed. Councillors then have 5 days to call it in

Notify all tenderers of Tendering results. Send award letter to the successful supplier and formally debrief unsuccessful tenderers

25,000 and up to 100,000: Sign two copies of the contract. Send a copy to the supplier and maintain a copy in your department

100,000 and Greater: Submit sealing request memo to Legal, with a copy of the signed award report and 2 copies of the Tender documents - 1 for Lambeth and 1 for the supplier Legal signs the contract and affixes the Council seal. Send a copy to the supplier

Contract details entered onto the Contract Register. Set up supplier on the Oracle system. Raise a purchase order Contact CPT to update the 3 year Procurement Plan

Contracts valued at 25,000 and up to 173,934: Prepare for contract implementation

Procurement value at 173,934 (goods & services) or 4,348,350 (works) and greater: Post contract award notice in OJEU. CPT can assist you with this

Contract Implementation At the first 3 months: For contracts at 100,000 - 500,000, complete a Gateway 4 Report Lite. At 500,000 & greater complete a Gateway 4 Report. Arrange to appear and present at the relevant Procurement Board For contracts at 100,000 and greater, monitor the contract with the Contract Performance Review Form and arrange to appear and present at the relevant Procurement Board
3

Ongoing contract monitoring & management

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