Procurement policy

Telford & Wrekin Council is committed to embedding social, environmental and economic considerations into its supplier contracts to enhance quality of life and deliver value for money for residents, businesses, and visitors.  We aim to build strong, fair and sustainable agreements with suppliers who share our values.

1. Purpose

Procurement decisions will be shaped by the Council’s overarching principles and procedures governing the procurement of goods, services, and works. It ensures:

• Compliance with legal and regulatory obligations.
• Transparency, fairness, and accountability.
• Value for money and effective use of public funds.

2. Scope

This policy applies to all procurement activities under the Contract Procedure Rules by the Council.  We welcome all suppliers including;

• Local businesses
• Large organisation’s, Small to Medium Enterprise’s, Micro Providers & Sole Traders
• Voluntary and community organisations 

3. Legal Framework

We follow UK Procurement law, including: 

• Procurement Act 2023 and Procurement Regulations 2024.
• Public Contracts Regulations 2015 (where still applicable).
• Local Government Acts 1988, 1999, 2000.
• Equalities Act 2010.
• Other relevant legislation and Council policies.

4. Procurement Objectives

Conditions of participation in Council contracts will require suppliers to uphold these standards in their operations and supply chains.

• Delivering Value for Money: Cost, quality, and service.
• Maximising Public Benefit: Greater collaboration, social value and sharing information.
• Due Diligence: Acting with integrity, prevent fraud or corruption, assess supplier suitability, financial standing, and capacity.
• Innovation: Creative solutions that improve outcomes.
• Fairness: Equal opportunity, non-discrimination and reduce barriers to encourage participation.

5. Procurement Thresholds and Procedures

The Council’s procurements will follow a procedure and process.  For full details please see Become a Supplier 

6. Procurement Process

Outlined are the key stages typically involved in a Council procurement process.  Please note that the specific steps may vary depending on the procurement procedure selected, and not all elements may be applicable in every case:

a. Pre Procurement Considerations

• Includes activities such as market engagement and soft market testing to assess supplier interest and capability.

b. Specification Development

• Define the requirements for services, goods, or works to be procured.

c. Procedure Selection 

• Choose the appropriate procurement procedure based on the value and nature of the requirement, as referenced in the table above.

d. Opportunity Publication 

• Advertise the procurement opportunity to potential suppliers.

e. Evaluation

• Assess supplier’s submissions against the defined criteria to identify the most suitable provider.

f. Contract Award

• Formally award the contract to the successful supplier.

g. Contract Management

• Monitor and manage the contract to ensure delivery against the agreed terms and performance indicators.

h. Post-Contract Review

• Evaluate the outcomes and performance of the contract to inform future procurement activity.

7.  Approved Suppliers

The Council maintains a list of approved suppliers who are formally associated through a Dynamic Purchasing System (DPS), Framework Agreement, or Open Framework.  Inclusion on these lists is subject to the following criteria: 

• Submission of a formal application in response to a procurement opportunity.
• Successful completion of the conditions of participation assessments.
• Verification of insurance cover and compliance with relevant regulations
• Ongoing periodic reviews to ensure continued eligibility and performance standards. 

8. Social Value Commitment

In accordance with statutory requirements, the Council will assess how commissioning and procurement can improve the economic, social, and environmental well-being of the Borough.  A minimum of 10% of the evaluation criteria will be allocated to Social Value in all applicable contracts exceeding £100,000. Full details on the Council's Social Value Policy.

9. Ethical Commitments

The Council promotes ethical employment standards and implement measures to ensure vulnerable people and our community thrives through our commitments in our supply chain.

• Modern Slavery Prevention Policy and Statements
• Support care leavers through the Care Leaver Covenant
• Requiring payment of the living wage to directly employed staff and action plans for fair working practices 

10. Carbon Neutral by 2030
In response to the declared Climate Emergency, the Council aims to achieve Carbon neutrality by 2030.  Sustainable procurement practices will be employed to: 

• Improve resource efficiency and reduce lifetime costs
• Allocate at least 10% of evaluation criteria to environmental factors, with flexibility to increase this weighting where appropriate
• Encourage suppliers to adopt zero-carbon practices and reduce emissions
• Promote the use of renewable energy and innovation low-carbon technologies
• Minimise single use plastics and packaging, and encourage biodegradable alternatives

11. Governance and Responsibilities

• Elected Members: Provide direction and maintain oversight.
• Director of Policy & Governance: Ensure policy compliance and governance oversight.
• Director of Finance, People & IDT: Conduct financial and risk assessment of suppliers.
• Corporate Procurement Team: Manage operational procurement activities.

12. Monitoring and Review

This policy aligns with the Councils Contract Procedure Rules and will be reviewed in conjunction with it. Reviews will also be conducted in response to changes in priorities or legislation.