Procurement Services

Procurement activities include some of the following:

• Identifying suitable providers through research and market analysis
• Carrying out competitive processes in line with Standing Orders
• Working with Resources and Legal to ensure compliant contracts are put in place

The Procurement Service supports Resource and Service areas to comply with Standing Orders on Contract and  the Public Contracts (Scotland) Regulations 2015.  The Procurement Service is involved in the provision of the full range of activities related to Works, Supplies and Services.

All council services require Procurement, which can, for example, range from engaging with a contractor to build a school through to purchasing pens and pencils for resource use.

All contracts must be authorised by the appropriate Executive Director and Head of Service in line with Resources’ Scheme of Delegation.  Some contracts may also require approval of Chair of the relevant Committee in terms of the Standing Orders on Contracts.

For information on ordering and iProc, please see our Purchasing page.

Common types of Procurement can be found on our Common types of Procurement process page.

Specification templates, evaluation guidance and other procurement information can be found on our Other information page. 

The Procurement Service is based within Finance and Corporate Resources and consists of:

• Procurement Advisors
• Senior Procurement Officers
• Procurement Officers
• Procurement Assistants
• Clerical Procurement Assistants

They are responsible for engaging with client resource areas to secure best value for money by procuring Works, Supplies and Services that best meet the council's requirements.

We can help and support Resources on the processes and procedures involved in procurement activity, consulting with Legal Services as appropriate

You can contact us by emailing the Procurement Service.

The Standing Orders on Contract require that a Contract Reference Number (CRN) is allocated by the Procurement Service for all contracts over £10,000. 

Please note that the £10,000 includes total spend with the provider, across all or any Resource areas, over any time period. This is known as aggregated spend.

Existing contracts will already have a CRN allocated to them, as listed in the Contracts Register.

You can search the Contracts Register by CRN, supplier name and description of contract.

For new requests, please complete our online CRN form. These will be added to the Procurement Workplan and allocated to a member of staff based on priority of the project. Please include as much information as possible with regards to timescales within your CRN request. Once the project has been allocated, the Procurement Lead will contact you to discuss your requirements.

If there is an existing contract with a supplier, we will direct you toward this.

If there is no suitable existing contract, we will support you through the appropriate Procurement process. This could be a competitive process (for example a Quick Quote or Open), a call-off from a Framework, or a Negotiated contract that includes an Exemption from Competition (SO3.2, SO9, or SO10). Information on the appropriate types of Procurement can be found on our Common types of Procurement process page. 

All suppliers providing Works, Supplies and Services into the council for more than £10,000 should have a Contract. 

Please note that the £10,000 includes total spend with the provider, across all or any Resource areas, over any time period. This is known as aggregated spend.

You can check if a supplier has a contract with SLC through the Contracts Register.

If the supplier you want to use is not listed, you can then search for the Works, Supplies and Services you want to buy, to try and find a contracted supplier.

If you cannot find a contracted supplier, then please complete the online CRN form and we will contact you to discuss your requirements.

If your estimated aggregated value does not exceed £10,000 (including items of a recurring nature, the total value of which is no more than £10,000) you do not need to complete an online CRN form. 

Please contact your local requisitioner, who should complete a “New Supplier Request” via Oracle Fusion.

You must be able to demonstrate you are achieving best value by seeking at least three quotes (including one from a local business preferably in South Lanarkshire), to comply with Standing Orders 2.6 Standing Orders on Contract. 

You will also need to keep records of correspondence and quotes from suppliers. 

When you have identified your chosen supplier, and they have been registered by the Procurement Service, place your order using iProc.

Over £10,000

Please complete the online CRN form and we will review your request.

If there is an existing contract with a supplier, we will direct you towards this.

If we do not have an existing suitable contract, we will support you through this. This could be a competitive process (for example, a Quick Quote or Open), a call-off from a Framework, or a Negotiated contract which includes an Exemption from Competition (SO3.2, SO9 or SO10). Information on the appropriate types of Procurement can be found on our Common types of Procurement process page. 

Some Resources may have staff trained in the use of Public Contract Scotland (PCS) and may conduct their own procurements. This is only for lower risk projects, including Quick Quotes and Call off from a Framework by Mini Competition or Direct Award.  Information on these types of Procurement can be found on our Common types of Procurement process page. This activity is usually limited to IT Services, Housing and Technical Resources and Community and Enterprise Resources. In these instances, the CRN should be requested  by completing the online CRN form in advance of carrying out the QQ or Mini Competition.

We can provide training and assistance with the Procurement process if needed.

Please note that all contracts requiring payment in advance require authorisation from the Executive Director of Finance and Corporate. Please contact the Procurement Service for support with this.