PROCUREMENT EVENT APPROVAL DOCUMENT

Transcription

1 BARNSLEY METROPOLITAN BOROUGH COUNCIL PROCUREMENT EVENT APPROVAL DOCUMENT Street Sweepings and Gulley Emptyings Category Manager: Yvette Everitt Procurement Officer: Lydia Hillman

2 Contents Stage 1 Business Case Template Stage 2 Approval To Spend Stage 3 Procurement Strategy Stage 4 Authorisation of Procurement Documents Stage 5 Recommendation for Contract Award

3 STAGE ONE BUSINESS CASE TEMPLATE Project Street Sweepings and Gulley Emptyings... Directorate Place Environment and Transport. Please note where the procurement is been undertaken as part of a project being performed under the council scorporate project management approach then the completed business case used under that approach should inserted in the approval document replacing the template below. Stage 1 Approval to Procure Template Description of goods and services Proposal and justification for goods and services Date that goods / services required to be delivered Lot 1 Street Sweepings- disposal of street sweepings from the Council s mechanical street sweeping operations. Approximately or p.a. Lot 2 Gulley Emptyings disposal of gulley emptyings from the Council s gulley cleaning operations. Approximately or p.a. Legal duty of care to dispose of all waste from Council operations through licenced disposal means. ASAP We are out of contract on street sweepings as this was previously co-mingled with gulley emptyings and we needed 6 months data to be able to efficiently procure the contracts separately. Budget Up to 200k p.a. held within the Waste Disposal Budget Benefits of proposal The best prices will be obtained for the legal disposal of the Council s waste from mechanical street cleansing and gulley emptying operations. In house provision / Other contracts This service cannot be provided in house Recommendation Procurement takes place for two lots Lot 1 Street Sweepings, Lot 2 Gulley emptyings Authorised Approval Signed (Position) Contracts Manager Date 28 th November

4 STAGE TWO APPROVAL TO SPEND The procuring officer shall insert the minute number against the appropriate approval which the business unit responsible for the procurement will receive from Governance and Member support when they receive the completed and signed Officer Decision Form The following details whom needs to give the approval for the procurement to commence.. Up to 250,000 Delegated Officer decision, 250,000 to 500,000 Delegated Member decision, 500,000 and over Cabinet decision, Where any expenditure over 250,000 is inevitable expenditure, then it would be a delegated decision and would not need to go to a cabinet spokesperson or cabinet. The Officers Decisions Recording Process is attached to the procurement processes of the procurement share point pages, should the Business Unit require a copy for completion. Stage 2 Approval to Spend Approval Level Insert the minute number against the relevant approval for the procurement. Delegated Officer Approval Paul Castle Delegated Member Approval Cabinet Approval

5 STAGE THREE- PROCUREMENT STRATEGY Stage 3 Procurement Strategy Procurement Event Procurement Category Category Manager Client Department Street Sweepings and Gullies Environment and Transport Yvette Everitt BU6 Environment and Transport Insert brief scope of the project and any parameters, where applicable state what it outside scope Scope of Project Specific Aims and objectives of the project Please insert expected outcomes / outputs expected to be achieved, include any social value outcomes Corporate Priorities and Objectives Please state the corporate priorities and objectives the procurement aligns to Contract Specifics Contract Start Date Budget and approval State the budget and the approvals for the budget in relation to the project (refer to business case ) Proposed Contract Period Financial Savings / Added Value to be achieved Equality Impact Assessment? Please state if initial assessment of EIA completed to assess if EIA is applicable to this contract, If yes,i has one has been completed or planned TUPE If TUPE applicable to this contract YES NO Market Development Market Consultations Details of market consultation to be performed with suppliers should be inserted here.

6 Market Research Detail of any research into the supplier market should be inserted here Procurement Procedure Procurement Procedure Please state the procurement procedure to be used and the reasons for this decision. Please insert a copy of the procurement plan (Refer to Project Plan Template) Project Plan The project plan should state the activity / person responsible for the delivery of the activity and the deadline to deliver the activity. Sufficient time should be built into the project to enable successful delivery and meet the target dates set. Procurement Project Team The Project team should list all the project members, their responsibilities and cover all the activities and resources required to complete the procurement process from initiation to contract award. The list should include members of Procurement Legal, Finance, the client and any other project members required including external resources Procurement Document Development Team Procurement Tender Evaluation Panel It is the responsibility of the Strategic Procurement Section / Client Business Unit to contact all the relevant Business Units (e.g. Finance, HR, Health & Safety, IT, Legal, etc.) to ensure that sufficient resource is allocated and recorded on the procurement strategy to complete the procurement process. Name Section Responsibilities Yvette Everitt Procurement Procurement strategy and compliance Lydia Hillman Procurement Procurement administration Debra Bushby Environment and Transport BU Stakeholder Technical and commercial Martin Wong Legal Services Legal compliance and contract documents The Evaluation panel should consist between a minimum of three to a maximum of five people List the members of the tender evaluation panel and the expertise they will bring to the evaluation specific to the tendered service. Category Manager Yvette Everitt Commercial Client lead Debra Bushby Technical and Commercial TBC Evaluation Criteria Evaluation Criteria Main Split Detail the split of Price/Quality in percentage terms to be used on the procurement and the reason for the split Authorised Approval Approved By Head of Strategic Procurement

7 Date STAGE FOUR AUTHORISATION OF PROCURMENT DOCUMENTS Note Stage 4 Authorisation of Procurement Documents The purpose of this document is to evidence the agreement of all parties to the tender documentation that will be used for the procurement before the document is uploaded onto YORtender and issued to the market. The parties by signing are stating they have checked all the documentation with regards its content and that there are no errors. OJEU Contract Notices /Contracts Finder Advert Approved Date Final ITT and ITT Evaluation Model Date Comments Signed off by Category Manager Date Head of Strategic Procurement Date Business Unit Representative Date Final Terms and Conditions Note Confirmation from Legal Services for the sign off for the contract terms and conditions to be used on the project Date

8 Comments Signed off by Legal Officer Date Date of Tender Documentation Issued to the Market Date

9 STAGE FIVE RECOMMENDATION FOR CONTRACT AWARD Stage 5 Recommendation for Contract Award Yortender Tender Reference Date of Tender Return Submission Market Response Evaluation Panel Dates Evaluation Scoring Matrix Attached Self Certification Checks (e.g. Financial) Recommended bidder(s) With Supporting Rationale Final Bid Value of Recommended Supplier Savings /Added Value Achieved Insert Yortender reference Insert date of tender return State number of bidders who Returned a tender submission. Opted out Did not return a tender Insert the dates the evaluation panel Were forwarded the tender documentation Date Consensus panel met Dates of any presentations and evaluations Please Insert copy of the completed and signed evaluation matrix by all evaluators. Confirmation approvals to all self- certification checks have been performed and what areas were checked and evidence attached. State if any potential successful bidder failed in any of the areas of the selfcertification and the process for appointing an alternative successful provider Name the recommended bidder and the reason for their selection Insert the bidders tender sum List the savings / added value achieved Evidence of Approval By signing this document, you agree with the recommendation and are in agreement with decision of the award to the proposed supplier(s). Business Unit Representative Title Name Signature Date Comments Category Manager Head of Strategic Procurement Strategic Finance Manager Legal Officer