FI16754

Request

1. Using the 2024/25 financial year, what is the total annual expenditure of the organisation, and what percentage of this is considered 'influenceable' / 'addressable' spend by the procurement department?

2, Do you have an in-house procurement function?

a. If yes, please provide details of the procurement structure, including the names of the roles. Please also provide the grade and pay bands of the structure.

b. If yes, do you currently have any vacant roles? Or any roles being covered by agency / interim staff? If so, please detail the roles and how long they have been vacant, or covered by agency/interim staff. Please provide details of your total procurement budget for 2025/26 versus your actual spend position.

c. If yes, do you provide procurement or contractual services to any other organisations? If so, please provide details of what organisations you provide services to. Please provide a copy of the contractual agreement in place and details of the contract value and contract expiry date.

d. If no, please provide details of who provides your procurement services, including the following

i. Supplier name(s)

ii. Scope of services

iii. Contract value

iv. Contract start and end dates 

3. Do you have a documented procurement strategy? If yes, please provide the latest version.

4. Do you currently undertake spend analysis? If yes, please provide details of frequency and approach taken. If not, please provide the date of the last time the spend was analysed.

5. When were your Contract Procedure Rules last reviewed?

6. How many procurement exercises did you conduct in the last financial year, broken down by below-threshold and above-threshold projects.

7. What is your current procurement pipeline for the next 12 months?

8. Do you track procurement KPIs (e.g., compliance rates, savings)? If yes, please provide the latest KPI report.

9. Do you maintain a central contracts register?

10. What procurement systems / e-Tendering system do you use?

11. Have any internal or external audits been conducted on procurement or contract management in the last 3 years? If so, please provide copies of reports. If not, please provide the date of the last time an audit was carried out.

Response

1. This information is available online at https://www.dover.gov.uk/Corporate-Information/Financial-Information/Financial-Information.aspx.  Influenceable/addressable spend is not current identified/held.

2 Yes.

(a) Procurement Manager – Grade E (Pay Scale - £54,850-£62,064); Senior Procurement Officer – Grade H (Pay Scale - £33,466-£38,483) and Procurement Officer – Grade I (Pay Scale - £27,881 - £31,927)

(b) No.  The total procurement budget is not available as it is incorporated with Accounts Payable and Income functions during 2025/26.  

(c) No.

(d) In-house.

3. Yes, this is avaiable on the Council's website at https://www.dover.gov.uk/Business/Doing-Business-with-DDC/Procurement-Strategy-V1.3-June-23.pdf.

4. Yes, ad-hoc review of supplier spend (aggregation/compliance etc).

5. Contract Standing Orders were last reviewed on 5 March 2025 however we are in the process of updating the thresholds to align with the PA2023.

6. For 2024/25 we conducted 58 Procurement Exercises. 8 Above Threshold. 50 Below Threshold.

7. The Council does not publish a procurement pipeline as expenditure below £100m.

8. No.

9. https://www.kentbusinessportal.org.uk/https://www.kentbusinessportal.org.uk/

10. Delta eSourcing via the Kent Business Portal.

11. Yes, Internal, however reports are confidential