Issue - meetings

(A report by John Medler, Assistant Director – Governance & Monitoring Officer)

(A report by John Medler, Assistant Director – Governance & Monitoring Officer)

The Head of Procurement & Contracts (PSPSL) presented a report by the Assistant Director – Governance & Monitoring Officer on the revised draft set of Contract Procedure Rules (CPRs), which form part of the Constitution and govern procurement and contract management. The purpose of the amendments was to ensure compliance with the Procurement Act 2023 and associated regulations, and to align the Council’s approach with best practice and the requirements of the South & East Lincolnshire Councils Partnership. The report included a clean version of the proposed CPRs at Appendix 1a, a tracked-changes version at Appendix 1b, and a summary of key changes at Appendix 3. Revised Delegations to Officers were also presented at Appendix 2, aligning decision-making authority with updated procurement thresholds.

Members were advised that the current CPRs had not been reviewed for three years and were becoming outdated. The revised version incorporated legislative changes, clarified authorisation thresholds, and strengthened governance arrangements to safeguard public funds and maintain transparency.

The amendments aimed to:

·         Ensure all procurement activity was fair, transparent, and compliant with legislation.

·         Provide clarity on roles, responsibilities, and authorisation limits.

·         Support consistency across the Partnership and reduce governance risks.

Members noted that the proposed changes reflected the Council’s commitment to robust governance and effective procurement practice. The discussion highlighted the importance of aligning thresholds with the new legislative framework and ensuring officers have clear guidance on authorisation and reporting requirements. It was confirmed that the Audit & Governance Committee had considered the proposals and that any comments raised would be addressed prior to submission to Full Council.

The need for clarity on reporting arrangements for contracts below £1 million was acknowledged, and it was confirmed that a response would be circulated to Audit & Governance members following queries raised at the last Audit & Governance Committee meeting on 17^th November 2025. Members supported the approach to harmonise rules across the Partnership, recognising the benefits of consistency for shared services and joint procurement exercises.

Members agreed that the revised CPRs would strengthen accountability, reduce the risk of non-compliance, and provide a clear framework for officers and suppliers. The inclusion of updated provisions on exemptions, frameworks, dynamic markets, and contract management was welcomed as a means of improving efficiency while maintaining control.

The recommendation was moved by Councillor John Baxter and seconded by Councillor Callum Butler.

Resolved:

1.    That the draft revised Contract Procedure Rules, at Appendix 1a within the report, be recommended to Full Council for adoption; and

2.    That the Delegations to Officers that sets out the authorisation for decision making in relation to Contract Procedure Rules at Appendix 2 within the report be approved. This approval will be subject to a Council decision to amend the Contract Procedure Rules.

[The Head of Procurement & Contracts (PSPSL), the Procurement Manager and the Assistant Director – Governance & Monitoring Officer left the meeting at 6.13pm, following consideration of the above item.]

(A report by John Medler, Assistant Director – Governance and Monitoring Officer)

At the request of the Chairman, this item was brought forward in the meeting.

The Committee received a detailed report on proposed amendments to the Council’s Contract Procedure Rules (CPRs), presented by the Head of Procurement & Contracts, PSPSL. The review had been undertaken to ensure compliance with the Procurement Act 2023, reflected best practice, and addressed practical challenges identified since the last update three years ago. The amendments aimed to strengthen governance, improve flexibility, and support local suppliers while maintaining transparency and value for money. The Proposed Contract Procedure Rules – Clean Version was attached at Appendix 1a, the Proposed Contract Procedure Rules – Tracked Changes was attached as Appendix 1b, the Revised Delegations to Officers were attached as Appendix 2 and the Key Changes were attached as Appendix 3 within the report.

Key changes included:

·         Updated procurement thresholds to align with legislative changes and benchmarking across other authorities.

·         Reduction in minimum quotations from five to three for mid-value contracts (£50,000–£100,000) to reflect market feedback and practical sourcing challenges.

·         New sections on conflict of interest and pre-market engagement to provide clearer guidance for officers.

·         Additional exemption for short-term continuity arrangements where delays in re-procurement occur, capped at six months.

·         Integration of frameworks and dynamic markets in line with the Procurement Act 2023.

·         Removal of duplication by transferring asset disposal provisions to the Finance Procedure Rules.

·         Enhanced contract management requirements, including monitoring, reporting, and post-contract evaluation.

The Committee was advised that Contract Management Standards would be implemented across the partnership within the following month, introducing tiered monitoring based on contract value and risk.

Members welcomed the clarity of the report and raised several points for further explanation:

·         Members queried the rationale for increasing the threshold for written contract performance reports from £85,000 to £1,000,000. Officers explained that the change focussed on strategic, high-value contracts while ensuring operational contracts remain subject to robust monitoring through the new standards. A detailed written response would be provided following the meeting.

·         Members expressed concern that the In-Tend portal could be a barrier for local suppliers and asked how contractors could access it. Officers confirmed that support was available, including one-to-one assistance and simplified processes for certain thresholds. A written response would be provided to outline the steps taken to improve accessibility.

·         Concerns were raised about reducing the requirement for five written quotations to three. Officers advised that this change reflected practical difficulties in sourcing five quotes in certain sectors and feedback from local suppliers who found the process burdensome. The revised approach maintained competitiveness while improving accessibility. A written response would provide further detail on measures to prevent recurrence.

·         A Member queried whether the Council operated an approved contractor list. Officers confirmed that no formal list existed, as it was no longer considered best practice, but suppliers could register on the portal to receive notifications of opportunities.

·         Members expressed concern about upfront payments and asked whether payment terms would be reviewed. Officers confirmed that guidance on payment mechanisms was included within the revised standards and  ...  view the full minutes text for item 32