Definitions ‘Authorised Officer’ – means any officer who by the nature of his or her job, or as directed by a manager, is authorised to place orders. ‘Award Criteria’ - means the criteria upon which the decision for the award of the contract is based. ‘Blue light’-means the Constabulary e-Tendering Portal ‘CCCFO’ – means the Chief Constable’s Chief Finance Officer. ‘Chief Constable’ – means the Chief Constable for Cumbria Constabulary. ‘Chief Executive’ – means the person appointed by the Commissioner to be head of the Commissioner’s staff as defined within the Police Reform and Social Responsibility Act 2011. ‘Code’ – means the Business Code of Conduct. ‘Commissioner’ – means the Police and Crime Commissioner for Cumbria. ‘Commissioners Monitoring Officer’ – means the Chief Executive. ‘Constabulary’ – means Cumbria Constabulary. ‘Consultancy Services’ – means the provision of expert or professional advice by a third party. ‘Contract Change Notice’ – means formal notice agreed by all parties recording a variation to the existing contract. ‘Contracting Authority’ – means the State, regional or local authorities, bodies governed by public law or associations formed by one or more such authorities or one or more such bodies governed by public law, and includes central government authorities, but does not include Her Majesty in her private capacity; ‘COPCC’ – means Cumbria Office of the Police & Crime Commissioner. ‘CSD’ – means Central Services Department. ‘Customer’ – means a person or organisation that buys goods, services, or works produced by another business. ‘DPA’ – means the Data Protection Act 1998 and 2003. ‘EU Procedure’ – means the set of established, detailed procedural rules which must be observed when awarding works, supplies, and services contracts which are intended to promote fair and open competition and a single European Market under The Public Contract Regulations 2015.
Procurement and Contracting Procedures PROCUREMENT AND CONTRACTING PROCEDURES Introduction Procurement and contracting procedures provide information on how to procure goods, services and works on behalf of the COPCC. They also define the minimum processes expected of staff engaged in a procurement process. Before undertaking any procurement, staff are required to read through the Procurement Regulations and ensure they have appropriate professional, procurement, legal and financial advice. Further advice on procurement procedures and contracts is available from the Constabulary Procurement Team as part of the shared services arrangements between the Constabulary and Commissioner. The Procurement Team contacts are available on the internet and intranet. All Relevant Contracts must comply with these procurement and contracting procedures. A Relevant Contract includes arrangements for: the supply or disposal of goods the hire, rental or lease of goods or equipment the execution of works the delivery of services, including (but not limited to) those related to the recruitment of specialist staff, land and property transactions and/or financial and Consultancy Services Relevant Contracts do not include: Contracts of employment which make an individual a direct employee of the Commissioner; Instruction of counsel and external legal advisors; or Grants and funding agreements PROCUREMENT AND CONTRACTING PROCEDURES Procedures
Public Procurement Regulation 2015 Timescales Time Scales (Calendar days) Selection Stage Tender Stage If Electronic ITT accepted Tender following publication of a Prior Invitation Notice (PIN) Tender By agreement If urgent Criteria Must comply with Comply with the Procurement regulation 2015 Standstill Period Open Procedure N/A 35 30 15 N/A 15 10 Restricted Procedure 30 30 25 10 Min 10 15/10 10 Competitive Procedure with negotiation 30 30 25 10 Min 10 Min 10 10 Competitive Dialogue 30 N/A N/A N/A N/A N/A 10 Innovation Partnership 30 N/A N/A N/A N/A N/A 10 The procurement should take no longer than 120 working days. Measured from the publication of the OJEU notice to award of contract, except in the case of complex procurement typically a OJEU procurement process from start to finish can take up to 6 months taking into account document preparation and contract terms its imperative that you contact your Procurement Business manager at the earliest opportunity