Route 3 - 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 and do you have a budget?
- Is there a robust documented business case supporting this procurement?
- Will this expenditure stand up to public scrutiny?
- Have Procurement been involved in the development of the business case to help cost options, enable flexibility, minimise risk and/or inform decisions regarding the route forwards?
- Are you aware of opportunities to buy your specific requirement through existing collaborative contracts and do you know how to access them?
- Is there information which can be used as a result of the outputs from your Organisation’s application of the Prioritisation Tool?
- For Care and Support Services in particular, when considering continuing an existing service, the Flowchart to Help Decision Making for the Continuation of an Existing Service provides additional guidance.
- For Care and Support Services please also refer to Specific Considerations and Rules for C&SS 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 contract management approach
- For approval of Procurement Documents
- 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.
Route 2 Strategy Development is a much lighter version than the Route 3 Strategy Development. The Strategy Development stop is therefore displayed as a 'linked station' on the main route map. You can however supplement the Route 2 documentation with any guidance or documentation from Route 3.
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.