5. Responsibilities of Senior Managers, Service Managers and Responsible Officers

5.1

Each Senior Manager shall have overall responsibility for the purchasing undertaken by his/her Department.

5.2

Each Service Manager shall be responsible for the purchasing undertaken by his/her Service and shall.

5.2.1	be accountable to the Senior Manager for the performance of his/her duties in relation to purchasing
5.2.2	comply with the Council’s decision-making processes including, where appropriate, implementing and operating a Scheme of Delegation
5.2.3	appoint a Responsible Officer in writing who shall be an authorised signatory
5.2.4	take immediate action in the event of breach of these Contract Standing Orders.

5.3

A Responsible Officer is an officer with responsibility for conducting purchasing processes for the purchase of works, supplies (goods) or services on behalf of the Council.

5.4

A Responsible Officer’s duties in respect of purchasing are to ensure:

5.4.1	compliance with all Regulatory Provisions and integrity of the tender process;
5.4.2	compliance with the relevant statutory provisions and the Council’s requirements relating to declarations of interest affecting any purchasing process;
5.4.3	that there is an appropriate analysis of the requirement, timescales, procedure and documentation to be used;
5.4.4	the purchasing process, from planning to delivery incorporates (where appropriate) principles of sustainability, efficiency, whole life costings and cost savings;
5.4.5	compliance with the Council's decision-making processes;
5.4.6	that all contracts of a value of £75,000 or more are included on the Council’s Contract Register;
5.4.7	that proper records of all contract award procedures, waivers, exemptions and extensions are maintained, with separate files for each purchase of a value of £75,000 or more;
5.4.8	that value for money is achieved.
5.4.9	that adequate and appropriate security (such as a bond or guarantee) is taken to protect the Council in the event of non-performance.

5.5

In considering how best to procure works, supplies and services Senior Managers, Service Managers and/or Responsible Officers (as appropriate in the context) shall take into account wider contractual delivery opportunities and purchasing methods including the use of Purchasing Schemes and e-procurement/purchasing methods, and the availability of local authority charging and trading powers under the Local Government Act 2003.

5.6

It is a disciplinary offence to fail to comply with these Contract Standing Orders and the Council’s Purchasing Guide. All employees have a duty to report breaches of Contract Standing Orders to the Financial Services Manager and Deputy Section 151 Officer or the Corporate and Regulatory Services Manager.

5.7

Any officer or Member who suspects any misconduct or corruption in relation to the purchase by or on behalf of the Council of works, supplies (goods) and services must refer to the Council’s Whistleblowing Code which can be found on the Intranet and follow the guidance contained within.

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