Route 2 - Start
In these economic times, good procurement is obviously not just about buying well but it's about buying less or, indeed, not buying at all.
Depending on the specifics of the procurement exercise, the types of question you might ask of your stakeholders prior to commencing the procurement could include the following (these should already have been answered in the Decision Matrix prior to commencing the Journey):
- Have alternatives to procuring been considered and discounted?
- Do you have a budget?
- Is there a robust documented business case supporting this procurement?
- Are you aware of opportunities to buy your specific requirement through existing collaborative contracts and do you know how to access them?
- What is the level of risk associated with the delivery of this requirement?
[For Care and Support Services it is important to refer to the guidance on Specific Considerations and Rules for Care and Support Contracts.]
There are natural break points within the Procurement Journey that can be used as review points for sign off and approval to proceed to the next stage of the process.
Please note that, other than on the final contract, there is no legal requirement for a ‘wet’ signature at any point in the procurement process.
Suggested review and sign off points are:
- At Project Initiation
- After Initial Opportunity Assessment
- For approval of Strategy including budget
- For approval of Contract Notice, Selection Stage and/or ITT
- At Contract Award stage
- At Implementation stage
Throughout the Journey you will see reference to these sign off points at the relevant sections. Any review and agreement to the project plan should be subject to your Organisation's governance arrangements.
For complex and higher value Regulated Procurements, you may find some of the guidance and tools in Route 3 to be of benefit, but you only need to follow Route 3 where the contract is required by law to be advertised in OJEU.
You should use lessons learned from previous contracts/procurement exercises to inform your new strategy. As you progress through the Journey you should constantly re-inform your strategy with any new information.