RESOLVED: That the following be approved:

(a)  Procurement Sustainability Policy, attached at amended Appendix 1 to the report;

(b)  Social Value Procurement Policy, attached at amended Appendix 2 to the report; and

(c)  Modern Slavery Statement, attached at amended Appendix 3 to the report.

See Record of Decision

The Lead Member for Corporate Services introduced the report and explained that the updates regarding sustainability would bring the procurement processes in line with the Council’s aim to become carbon neutral by 2030. The Social Value Policy would ensure a rounded view of procurement and the impacts socially, and the Modern Slavery Statement would ensure procurement policies were in line with the Modern Slavery Act (2015). It was recognised that it may be difficult to implement some aspects of the policy, but that a partnership approach would be taken. 

In response to questions, the Procurement Manager agreed that reference should be made to biodiversity within the Sustainable Procurement Policy, and it could also be added to the Social Value Policy. Further explanation could be added to the Community Benefits bullet point in section 3 of the Social Value Policy, to include reference to the voluntary sector. Within the Modern Slavery Statement, reference could be made to the possibility of domestic servitude occurring in a family situation.

Some Members expressed concern that the policies would create barriers for some smaller local businesses, and that there should be support for those businesses to achieve the policy requirements.

In response to questions, the Procurement Manager explained that the Council did aim to be inclusive to local businesses and that outside of tender processes, small businesses could contact the Council for advice in achieving the necessary requirements to meet the Council’s procurement standards. It was not possible at the current time to set up procurement frameworks specifically with local suppliers, however new legislation may allow this to be implemented in the future.

The Director of Finance, Resources and Business Improvement confirmed that the contracts register was published and so information on the Council’s contracts, including with small businesses, was publicly available.

RESOLVED: That

1.  The Committee note the contents of the report;

2.  The Lead Member be recommended to consider the following comments:

a.  Reference to biodiversity be added to the both the Procurement Sustainability Policy and the Social Value Policy;

b.  Reference to community groups and voluntary organisations be added to the bullet point on community benefits, in the Social Value Policy;

c.  Reference to the potential occurrence of domestic servitude in family situations be added to the Modern Slavery Statement;

3.  Updates be provided to Members on work being carried out to engage local businesses, including the potential for implementing procurement frameworks for local suppliers; and

4.  A breakdown of contracts awarded by the Council be provided alongside the annual review of procurement policies, to include business type, size and location.