FOI Request - Council Spend

Request 101000332561

1. Do you have a procurement compliance function (department or responsible person)?

2. How do you undertake analysis of the Council’s spend – using your financial management system or third party spend analytical tool?

3. How often do you use that
a. Monthly
b. Quarterly
c. Annually
d. Other, please specify

4. How many suppliers did you make a payment to within the periods;
a. 2012/13
b. 2013/14
c. 2014/15

5. What % of suppliers accounts for 80% of your spend (period covering 1 Apr 13 to 31 Mar 14)

6. Does this spend analysis form part of Management Information presented / considered by a formal management group / procurement board?

7. What’s the approval mechanism for spend;
a. above £500
i. budget holder
ii. specific board
b. £10,000
i. budget holder
ii. specific board
c. £25,000
i. budget holder
ii. specific board
d. £100,000
i. budget holder
ii. specific board
e. £1,000,000
i. budget holder
ii. specific board

8. What is the level of early market engagement undertaken by your organisation. Is it carried out based on;
a. Value threshold, if so what
b. Risk
c. Value and Risk
d. Other, please specify

9. Approximately, as a % of all procurements undertaken, what % involve early market engagement?
a. less than 25%,
b. 25%
c. 50%
d. 75%
e. don’t know

10. On what basis are you engaging with the market, as part of your early market engagement activitiy; tick all that apply
a. Pricing models
b. length of contracts
c. service specification
d. outcomes
e. new technology / products
f. contract packaging / lots
g. other, please specify

11. Do you have a formal process for the consideration of the following procurement processes and can you evidence this i.e. sample reports, documents, minutes etc.?
a. Use of in-house service
b. Use of existing contract
c. Use of wider frameworks / collaborative arrangements
d. Shared services with another body
e. other delivery model
i. Joint Ventures
ii. Local Authority owned Company
iii. Teckel arrangement
iv. Social Enterprise
f. Decommissioning
g. Demand management
h. Facilitating sub-contract / consortium / partnerships

Response 24-03-2015

1. No although we report non compliance from time to time.

2. Using the Council's Accounts Payable information reconciled to the General Ledger we calculate our procurement spend but at this stage we don’t carry out specific detailed analysis.

3. Annually

4. This information is exempt under Section 17 of the Freedom of Information (Scotland) Act 2002; information not held.  We do not gather information in this format.

5. This information is exempt under Section 17 of the Freedom of Information (Scotland) Act 2002; information not held.  We do not gather information in this format.

6. No

7. Procurement trained budget manager has authority for their own budget Under £5,000 - best price
5,001 to £50,000 - 3 quotes using PCS Quick Quote
£50,001 + - tender process via PCS-T

8. Dependant on the procurement strategy - Pins are used frequently - see PCS.

9. Don't know

10. Depends on the strategy and the commodity in question.

11. Our process includes the development of a procurement strategy which considers all aspects of the requirement included in the procurement process itself - guidance can be found here.

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