Constitution Part 4 - Contract procedure rules

4. Scope of part C

• i) The requirements detailed in this Part C do not apply to contracts which have been determined should be let under the Select Lists of Contractors or Corporate framework provisions (see Part B) or which relate to the following matters:
  • (a) Purchase by auction;
  • (b) Work to be executed, or goods materials or services to be purchased, which are a matter of urgency;
  • (c) The work to be executed or the goods, materials or services to be supplied consist of repairs to or parts for existing machinery or plant;
  • (d) The goods, materials or services to be purchased are such that a substantial proportion of the price is likely to be attributable to haulage;
  • (e) The purchase of goods, materials or services which are obtainable only from a limited number of contractors, but in such case a reasonable number of contractors shall be invited to submit quotations;
  • (f) Purchase or repair of patented or proprietary article or articles sold only at fixed price;
  • (g) The goods, materials or services to be purchased are such that effective competition is prevented by government control;
  • (h) The prices of the goods, materials or services to be purchased are controlled by a trade organisation or for other reasons there would be no genuine competition.
  • (i) The purchase of goods, materials or services which are acquired for re-sale to the public by a trading arm of the Council.
  • (j) The works to be executed could invalidate an existing warranty.

• ii) Purchase of second-hand goods.
  • a) NOTE: All quotations / tenders referred to in sections 4, 5 and 6 below are to be sought from Central Purchasing Contracts or framework agreements (as described in ‘Introduction – Para. 3’).
  • b) Where such arrangements do not exist, a minimum of two local suppliers (where available) must be invited to submit a quotation in respect of the processes outlined in sections 4 & 5. This is not possible with section 6 (Tenders) as these are advertised, however steps should be taken to communicate opportunities to local businesses.
  • c) The minimum number of local suppliers to be invited to submit a quotation varies depending on the value of the contract to be awarded.  Details are provided in the table at paragraph 6 below. 

5. Informal Request for Quotation Procedure

• i) Conracts under £5,000  

For a contract for less than £5,000, it is not mandatory to use the council’s e-tendering portal.  The requisite number of quotations shall wherever possible be obtained.  Appropriate checks and records must be retained to evidence such reasonable enquiries and award information must be published as legally required.

6. Formal Request for Quotations Procedure

• i) Works contracts £10,000 - £5,336,937 (inclusive of VAT) Goods materials or Services Contracts £1,000 - £213,477 (inclusive of VAT)

In respect of contracts:

• for the execution of works over £5,000 and up to £5,372,6097 (inclusive of VAT)
• for the supply of goods materials or services over £5,000 and up to £214,904 (inclusive of VAT)

the requisite number of quotations shall wherever possible be obtained.  

The following table details the requisite number of quotations, dependent on the anticipated value of the subsequent contract: 

Anticipated Contract Value figures valid from 1st Jan 2024 to 31st Dec 2025. Only where stated do the figures include VAT all other figures are VAT exclusive.  

All quotations are to be secured using the Council’s prescribed system and process of quotation gathering, the default position being a requirement to use the Council’s e-procurement system unless otherwise stated.