Shared Prosperity Fund - procurement contract thresholds
The Shared Prosperity Fund's procurement route applies to any organisation that is not a Contracting Authority under the Public Procurement Regulations.
Procurement Contract Thresholds SPF Procurement Route for Private Organisations | |||||
Threshold | Estimated Contract Value | Requirements / Procedure | Audit Requirements (Evidence) | ||
Goods and services |
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Below £25,000
| < £25,000 | Not subject to procurement rules, but are subject to value for money considerations. Contractors to ensure best value has been obtained through keeping appropriate records. |
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£25,001 - £140,000
| £25,001 -£140,000 | At least 3 written quotations shall be sought from appropriate suppliers; 1 of which must from the local area of where goods/services are required from (direct approach, such as via email for evidence purposes).
| Evidence of endeavouring to seek minimum of 3 quotations:
| ||
£140,001 + | £140,001 + | At least 6 written quotations shall be sought from appropriate suppliers; 2 of which must from the local area of where goods/services are required from (direct approach, such as via email for evidence purposes).
| Evidence of endeavouring to seek minimum of 6 quotations:
| ||
Procurement Contract Thresholds | |||||
Threshold | Estimated Contract Value | Requirements / Procedure | Audit Requirements (Evidence) | ||
Works only |
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Below £25,000
| < £25,000 | Not subject to procurement rules, but are subject to value for money considerations. Contractors to ensure best value has been obtained through keeping appropriate records. |
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£25,001 - £500,000 | £25,001 - £500,000 | At least 3 written quotations shall be sought from appropriate suppliers; 1 of which must from the local area of where goods/services are required from (direct approach, such as via email for evidence purposes).
| Evidence of endeavouring to seek minimum of 3 quotations:
| ||
Over £500,001
| > £500,001 | At least 6 written quotations shall be sought from appropriate suppliers; 2 of which must from the local area of where goods/services are required from (direct approach, such as via email for evidence purposes).
| Evidence of endeavouring to seek minimum of 6 quotations:
| ||
- If unable to source the required number of quotations, you must keep supporting evidence and a record of the suitably justified reasons why you were unable to source the potential suppliers/ providers.
- If only one provider/ supplier available or feasible (for example unique, specialised/ customised equipment or services, only available from one company) you must keep records and evidence to explain and justify the reasons for concluding that there are no alternative providers for the desired product or specification and that competition is absent (this will be tested in subsequent audits).
Useful points:
- Encouragement engagement with Swansea Council's Beyond Bricks and Mortar Team to include for training and apprenticeship targets for works contracts.
- Minimum 30 days advertisement required for all opportunities advertised via electronic tender portals. Other means, timescale for response to be reasonable commensurate with works required.
- No standstill period required to be adhered too.
- Variations to contract must be in relation to the contract, such as unforeseen works. Records of all variations must be kept and duly authorised. As a guide, each variation to not exceed 15% of contract value.
- Provide all evidence documentation as noted in table above to External Funding Team for future audit and record keeping requirements.