Decision
Analysis
outcome: Recommendations were approved by the Committee.
summary: The decision involves reviewing and updating the Council's procurement processes and policies for 2025/26.
topline: The Council has decided to approve recommendations for updating procurement processes for the upcoming year.
reason_contentious: This issue may be contentious as it involves financial commitments and potential impacts on local suppliers.
affected_stakeholders: ["Council members", "Procurement team", "Local suppliers"]
contentiousness_score: 5
political_party_relevance: No explicit mention of political parties or influence on the decision.
URL: https://democracy.runnymede.gov.uk/ieDecisionDetails.aspx?ID=1764
Decision Maker:
Outcome: Recommendations Approved
Is Key Decision?: No
Is Callable In?: No
Purpose:
Content: The Committee received for information an update on procurement activity for 2025/26. Officers reported another active year in which the small team in Procurement had reviewed and revised all of the Council’s template documents. In addition, a new Procurement Toolkit had been published alongside a new user guide for the Council’s e-tendering system which had received positive feedback from colleagues. Members recalled that the updated Procurement Strategy had been recently approved by full Council. As part of the Social Value Policy update, the Social Value Portal’s Open Access TOM system was adopted. Officers confirmed that this had been trialled in two projects and provided a total of £483,270 social value commitments were made by the successful contractors. It was agreed that the tool would be used in procurement projects with a total contract value above £100,000. Officers had monitored the Procurement related key performance indicators. These showed good performance levels in terms of percentage of spend on the Contracts Register, and no legal challenges. In addition, the number of local suppliers had been analysed. This revealed 2% within Runnymede, and 15% across Surrey. Officers advised that since the disapplication of Section 17 of the Local Government Act 1988, Local Authorities could reserve contracts below a specific value to companies in or bordering the borough, or within the UK. The Committee noted that 78 requests for waivers, sourcing plans, and modifications had been reviewed by the Council’s Procurement Board in 2025/26. These had all been carefully scrutinised, resulting in 18 being granted, compared with 15 in 2024/25, reflecting this was a last resort option. Members recognised the support which the Council’s Procurement team was giving to Spelthorne Borough Council. This included training to 60 Officers in basic procurement and contract management. In addition, preparatory work for the transition into West Surrey was acknowledged. Officers were thanked for their report which was duly noted.
Date of Decision: July 15, 2026