Decision details

The Committee considered an update on the Procurement Pipeline, which provided an overview of forthcoming procurement activity and significant contracts requiring renewal across the Council.

The Committee noted the scale and complexity of the upcoming programme, including major contracts relating to social care, agency staffing, transport services, energy supply and capital infrastructure schemes. The report highlighted the importance of forward planning in securing value for money, ensuring compliance with procurement legislation, and supporting the Council’s financial sustainability.

The Committee raised the following points/queries:

·         Regarding the waivers reported at paragraph 11, an apparent inconsistency between the six waivers listed in the accompanying table and the eleven referenced earlier in the report was noted.  Concerns were also expressed about the overall use of waivers and asked whether procedures were in place to reduce their frequency, noting that levels in 2023/24 appeared unusually high, but that some earlier peaks were likely attributable to pandemic?related pressures.  In response, officers explained that the Council carried out over 3,000 procurement activities annually, and while they would prefer to see no waivers, the small number reported generally related to situations where only one suitable provider existed.  Greater concern was expressed over instances of non?adherence to Contract Procedure Rules (CPRs), three of which were reported and attributed to timing issues rather than deliberate non?compliance.  Officers confirmed that lessons?learned processes were in place to prevent recurrence.

·         Concerns were raised in relation to late identification of contract renewals leading to urgent extensions, particularly in sensitive service areas.

·          A query was raised regarding inconsistencies in contract dates shown in the contract register (page 297).  Officers advised that these appeared to be administrative errors, but this would be clarified in writing.

Following consideration of part?two matters, the meeting returned to part one.

RESOLVED (unanimously):

That the Finance Sub-Committee:

1.    Approve the pipeline of procurement activity in Appendix 1 of the report.

2.    Note the reason for 6 waivers approved between 1 August 2025 and 30 November 2025 (11 in total for 2025/26).

3.    Note the reason for 3 non-adherences between 1 August 2025 and 30 November 2025.

4.    Note the contracts awarded since April 2025, Appendix 2 of the report.

5.    That the report be presented to the next meeting of the Audit and Governance Committee for assurance with regards procurement waiver compliance and reporting.