What is procurement?

Procurement can be defined as the fulfilment of a business need by the obtaining of ‘goods’, ‘services’ or ‘works’ from a resource external to ones’ own organisation. Procurement activity does not cease when the goods or services are delivered.

From the point when a need for goods or services is identified procurement activity of one form or another continues through the complete life cycle of the procurement subject matter, including performance monitoring and contract management, through to disposal where ‘goods’ are concerned and re-tendering or exit strategy for services.

Why does the Council procure?

In order to carry out its day to day business, the Council procures ‘goods’, ‘services’ and ‘works’ from many different external sources rather than developing bespoke internal solutions.  This allows the organisation to concentrate its efforts on core and core support functions whilst making use of “external experts” who can provide best value non-core goods and services more economically and expertly than we could ourselves.

Who is responsible for procurement within the Council?

Procurement activity within Devon County Council is devolved to:

• Directorates – for the acquisition of goods, services and works relating to core Directorate business activity.  For example, the Environment Directorate undertakes procurement for highway maintenance, bridge construction and waste management; Social Services for domiciliary care and care home placements, Resources Directorate for property maintenance and construction and Education for schools related requirements.

• Devon Purchasing –  is responsible for the acquisition of all other non-core procurement goods and services (generally those items that are required in support of core activity and usually by more than one Directorate).  These items typically fall into the category of general business needs such as furniture, flooring, utilities, fuel and office equipment.

There is also a corporate structure responsible for procurement policy, strategy and corporate decision-making.

• Procurement Policy Group (PPG) – Chaired by the Deputy Director of Resources the group is comprised of the Cabinet Member with Procurement Portfolio, the Strategic Procurement Officer, a senior management member of each Directorate and a representative from Devon Purchasing.  The procurement policy group considers corporate procurement issues and makes decisions relating to procurement planning and delivery of the strategy.

• Strategic Procurement Officer (SPO) – responsible for strategic procurement planning and direction; communicating procurement guidance, best practice and relevant legislation throughout the County; proposing procurement recommendations to the Procurement Policy Group; assisting Directorates to achieve corporate procurement objectives and managing the Strategic Procurement Action Network.

• Strategic Procurement Action Network (SPAN) – In order to cascade ‘best practice procurement’ throughout the entire Council a network has been formed of key procurement staff within each Directorate who are responsible for disseminating procurement guidelines, initiatives and legislative updates (provided to them by the Strategic Procurement Officer) to all those in their Unit concerned with procurement activity. The Network also feeds back data, statistics and initiatives to the centre.