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Corporate Procurement Process

Corporate Procurement Process / Policy "The Procurement Journey"

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Files for this document

  • Microsoft Word file Exception Report - CSO's apply to all contracts entered into by procurement officers. However in some circumstances exceptions may be granted All requests must be made in writing, identifying the grounds for the request. Approvals must also be recorded in writing and given prior to any action not in accordance with CSO's being taken. Such exemptions are not necessarily exempt from the application of the specific requirements of the Scottish Regulations, where they apply or any other rule of law. Lack of sufficient planning and / or internal process delays will not constitute special, exceptional or emergency circumstances. Exceptions will not be granted for any retrospective requirements. Financial and Procurement Governance will be at the service risk in terms of procurement legislation and may also be non compliant with Financial Regulations and Contract Standing Orders and carries the risk of being a disciplinary offence. Effective Date: 1st April 2026 — Download 7476.doc
  • Microsoft Word file Contract / Commodity Procurement Strategy Guidance. A Contract Strategy is a plan of action which identifies the most appropriate and effective approach to source and procure a particular supply or service from suppliers, usually in the form of cost, service and quality improvements, in order to achieve best value. — Download 7305.doc
  • Microsoft Word file Contract / Commodity Strategy template- Used for All regulated procurement exercises above 50k regardless of route and methodology - Updated July 2025 — Download 7304.doc
  • Microsoft Word file Procurement Journey commodity strategy Includes: Risk Register and Project plan — Download 6592.doc
  • Document file PROCUREMENT FORM 1 - RFQ / Tender Authorisation The Contract Responsible Officer must complete and submit this form before any procurement process begins, including a PCS Quick Quote, Route 2 or Route 3 tender, framework or collaborative call-off, or service level arrangement with another local authority. Obtain service approval first, followed by financial approval and Procurement approval. Do not advertise, invite suppliers or contact potential suppliers until Procurement has confirmed authority to proceed and issued the procurement reference. This form is required for all contractual arrangements with a total estimated lifetime value of £10,000 or more, including all extension options. - Updated October 2026 — Download 7724.docx
  • Document file Early market engagement (EME), also known as soft market testing Guidance — Download 7431docx
  • Document file Selection, Appointment and Appropriate Use of Consultancy Services — Download 7684.docx
  • Microsoft Word file Procurement Insurance. This note is intended as a guide only and the Contract Responsible Officer should seek additional guidance from the Council’s Insurance Services Team and /or the Procurement Manager if required. — Download 7034.doc
  • Microsoft Word file Request for Quote (RFQ) or Quick Quote Template. This RFQ document should only be used for contracts with and estimated value of between £10,000 and £49,999 Procurement Route 1- Unregulated Procurement - Updated June 2025. — Download 7281.doc
  • Document file REGULATED GOODS AND SERVICES ITT -Tender documents for All Goods and Services contracts with a value above 50k Procurement Routes 2 and 3 - Regulated Procurement (2) and Higher Value regulated procurements (3) Updated - October 2026 — Download 7720.docx
  • Document file REGULATED WORKS ITT - Tender documents for All Works and Construction contracts with a value above 50k Procurement - Updated October 2026 — Download 7721.docx
  • Document file Tender Evaluation tool - to be used for all tender evaluations irrespective of value. Follow the set up instructions and do not attempt to alter. The macros will not work properly if you do and the overall score may not be correct. Comments clearly detailing the reasons for the scoring must be included and should be a consensus from all evaluators — Download 7274.xls
  • Document file PROCUREMENT FORM 2 - Contract Award and PCS Notice Record Complete this form after evaluation and before the contract award is made. It provides the concise approval record and the information needed to notify bidders and complete the relevant Public Contracts Scotland (PCS) award record or Contract Award Notice this is also completed before a direct award, a SLA with another public body or any other for of contractual arrangement above the aggregated value of 10k can be made. Services must ensure an approval signature prior to submission to the Service Accountant for financial sign off and then procurement will issue a tender award letter. No contract can take place with the successful supplier until all documentation has been completed and an official Purchase order is sent to the supplier - Updated October 2026 — Download 7723.docx
  • Document file Community Benefits and Support Information added via PCS — Download 7296docx
  • Microsoft Word file Grant Funding vs Contract -this template is provided to Determine the difference when considering whether the arrangement in question may properly be regarded as a grant or is in fact a contract the following questions may assist. These serve as guidance only and should not be treated as absolutely determining whether the arrangement is a grant or service contract but will very strongly indicate one or the other. — Download 7271.doc
  • Document file New Supplier Request Guidance Notes — Download 6091.docx
  • Document file TechnologyOne New Supplier request form to send to supplier. The information contained within this form will allow the Council to finalise the supplier record which will then enable Purchase Orders to be issued to you and invoices paid. The Council operate a NO Purchase Order NO Payment policy — Download 7050.xls
  • Document file TechnologyOne New Supplier request form for Internal use only - Updated Aug 24 — Download 7138.xlsx
  • Microsoft Word file Authorised Signatory Form - Delegated Financial Approval Authority form. No officer of the Council should undertake or authorise transactions for which they do not have authority delegated. Contracts Standing Orders state that only those who have been delegated a budget or have formal delegated authority to commit expenditure can delegate further. The method of delegating authority to Council Officers for financial related transactions is through the completion of an authorised signatory form. The authorised signatory form lists categories of transactions that require authority and those that have a financial impact include Purchase Orders, Invoices, Payroll, HR and Imprest transactions. The ASF requires to be signed off by a Director or Head of Corporate Services and requires an acknowledgement that the officer has read an fully understood their obligations as set out in Financial Regulations and Contract Standing Orders - Updated August 2026 — Download 7648.doc
  • Microsoft Word file Government Procurement Card Policy and Use of Card - Updated May 2026 — Download 7513.doc
  • Document file RBS Purchase Card - Card Holders & Site Code May 2026 — Download 7514.xlsx
  • Microsoft Word file Service Level Agreement (SLA) These terms and conditions should be selected where the purchasing officer is entering into a service level agreement with an approved provider, for generally speaking, a service of general economic interest, in circumstances where there is market failure. For example, it could be used to fund a specific part of a not for profit providers operation, where the outcomes can be monitored. Officers should be mindful that notwithstanding the service being provided, the use of this agreement does not exempt the subject matter from the rules relating to public procurement or state aid. On no account should these be used for the provision of services. These terms and conditions should be used in un-amended form, unless otherwise approved by Legal Services and the Procurement Manager. — Download 4770.doc

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