Agenda item

The Committee received a report introduced by Holly Wilson, Head of Procurement which provided details of all waivers and breaches to the Council’s Contract Procedure Rules for the two month period 1st July 2020 to 31st August 2020. 

The report covered a shorter period than usual, due to the report presented to the Audit Committee in July 2020 which was by exception and gave an overview in relation to contracting, procurement and governance activity over the COVID-19 situation.

The table at paragraph 3 of the report provided a summary of the number of new waivers and breaches recorded for each Directorate since the last audit report submitted to the Committee in July 2020. 

It was noted that there were 0 new breaches and 8 waivers to Contract Procedure Rules for this 2 month period, details of which were provided within Appendices 1 and 2 respectively. Details of the percentage of waivers granted against the amount of the contracts awarded for this period were set out at Appendix 3.

In presenting the report, the Head of Procurement drew Members attention to paragraph 24 of the report in relation to Covid-19 related activity and reported that no further information had been received from the Cabinet Office in respect of the supply and relief of PPE since the Procurement Policy Note 02 and 04/2020 released in June regarding dealing with supply chains up to 31st October 2020.

Following the presentation of the report, the Chair invited questions from the Committee.

In reference to the Covid-19 related activity, a Member asked whether the Council could be more proactive by using local contractors, thereby keeping money in the town, which would also help stop contractors from outside of Doncaster travelling in to the area. The Head of Procurement stated that at the current time it was appropriate to keep in place the incumbent contracts arrangements with suppliers outside of Doncaster. However, she assured Members that the Procurement team was working with local suppliers where possible.

In response to a question in relation to PPE Stock levels, the Head of Procurement advised that the Department for Health and Adult Social Care would now supply the Council with free PPE for sector organisations, including, domiciliary care, domestic violence and the educational sectors, which had taken away this pressures from the Council.

In relation to the waivers outlined at Appendix 2 of the report, Members were assured that the Procurement Team provided robust challenge to contractors before applying for a waiver.

With reference to the contract ceasing on YMCA Goodall House, it was reported that this service related to a hostel arrangement for young people, which was to be de-commissioned and alternatives were being considered which would engage Doncaster Children’s Services Trust in developing a strategic programme of works.  Members were assured that new arrangements would be put in place when the contract expired in March 2022.

Following further questions, the Committee welcomed the improvement in the reduction of breaches and waivers and would want this trend continue.  In respect of training on the application of the Contract Procedure Rules, Members expressed the view that this should be mandatory for all staff involved in the contract process.

During discussion Members were given assurances that the Annual Governance Statement report, which made reference to wider training was to be provided to all senior managers within the Council and that procurement was to be an element of this training. An update would also be made at senior management meetings, emphasising the need for officers to comply with the finance and contract procedure rules.

After the Head of Procurement responded to further questions, it was then

RESOLVED

(1)      to note the information and actions contained in the report regarding waivers and breaches in relation to the CPR’s; and

(2)      to note any new procurement and contracting activity matters linked to COVID-19.

(3)      to recommended that training on Contract Procedure Rules be made mandatory for those officers who have contract or budgetary responsibility and the Committee be kept informed of attendance at such training.