How procurement works and procurement rules

Please read our information on how we are supporting residents and businesses, as well as information on affected services.


Procurement is the purchasing of goods, works and services. It is an essential part of delivering public services across Cornwall.

The Commercial and Investments team support the Council with:

  • commissioning
  • procurement
  • contract management

 They also oversee our internal and external supply base.

Rules and regulations

The team also set procurement rules for the Council. These are called the 'Contract Procedure Rules'.

The rules exist to show that the whole procurement process is open, honest and transparent. Our Officers follow the rules and the associated Regulations when undertaking procurement activities.

The Public Contract Regulations

We have a legal requirement to follow the Public Contract Regulations for contracts over a certain value.

The Regulations govern the way in which public sector procurements are conducted.  They set out the detailed procedures for all procurements above the certain amounts. These thresholds are reviewed every two years. 

The thresholds effective from the 1 January 2020 are:

Services Supplies Works

£189,330

£189,330

£4,733,252

 

The thresholds amounts relate to the whole of a contract and not just the annual spend.

For example a three year contract with an annual spend of £60,000 would total £180,000.

 The process for procurement over these thresholds:

  • Decide which of the procedures is appropriate
  • Publish a contract notice on the Find a Tender Service 
  • Invite tenders according to the procedure being used (open, restricted, negotiated, competitive dialogue). There will be minimum timescales for this to ensure that enough time is given to respond to adverts and prepare submissions.
  • Select a suitable contractor using the criteria published in the contract notice
  • Place a contract award notice in The Find a Tender Service

Types of procurement

Procurement can use any one of the following procedures:

  • Open: any organisation can express an interest and are entitled to tender
  • Restricted: This is a two stage process. Suppliers expressing an interest go through an initial pre-qualification stage. Only the selected suppliers are asked to tender.

Other processes include;

  • negotiated procedure
  • competitive dialogue
  • dynamic purchasing systems

Preferred payment terms for SME's

Cornwall Council is offering small and medium enterprise suppliers (SME's) preferred payment terms.

Please see the Preferred Payment Application Form for more information and to register your interest.

Purchase order process

All invoices need a purchase order before payment.

You should not accept any orders, written or verbal, from Cornwall Council employees without a Purchase Order. The Purchase Order will contain a unique number.

When submitting your invoice, it is important that you quote the correct Purchase Order number. This should also be on any receipt, or correspondence you have with us on that particular order.

Unfortunately if we do not receive the correct purchase order details, payment cannot be made. Suppliers will be asked to re-submit the invoice with a valid Purchase Order number.

Terms and Conditions

The Council uses Standard Terms and Conditions for Purchase Orders for the majority of contracts with a value under £50,000.

Public Procurement Review Service

Cornwall Council is committed to working with the Public Procurement Review Service.

The Public Procurement Review Service is a route for suppliers to raise concerns about public procurement practice.

The service is completely independent of Cornwall Council. Once a concern is raised the Cabinet Office team will work with the Council to resolve concerns.

Before reporting an issue or concern please contact Commercial Services directly via procurement.team@cornwall.gov.uk so that we have an opportunity to resolve the issue.

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