Professional Documents
Culture Documents
Compliance with these Standing Orders is mandatory for all staff employed by or on behalf of
South Norfolk Council and failure to observe them without good and sufficient reason will be
treated as a disciplinary issue. Staff letting or managing contracts must ensure that all
contractors are aware of their provisions and comply with them.
In cases of real urgency, orders can be placed by telephone or by fax but must in all cases be
confirmed through Integra as soon as possible and in any case within five working days.
Where it is clearly in the best business interests of the Council to do so and with the specific
authority of the Director of Finance, Property and IT, orders can also be placed over the
Internet or by e-mail. Payment can be made at the time of order using the corporate VISA
cards. In all other circumstances, the commitment must be registered through Integra as soon
as possible and in any case within five working days.
Where the amount involved exceeds £20,000, any such negotiations shall be conducted strictly
in accordance to the following rules:
• They shall take place at predetermined times and places;
• The Director of Neighbourhood Management and Democratic Services and the Director of
Finance, Property and IT must be notified of the time and venue of all negotiations;
• More than one officer of the Council shall be present at all times, including the Director of
Neighbourhood Management and Democratic Services and the Director of Finance,
Property and IT or their senior representative;
• The signed record of all meetings shall be kept on file and a copy supplied to the Director of
Neighbourhood Management and Democratic Services, the Director of Finance, Property
and IT and the bidder and, in the event of a contract being awarded, the relevant signed
records of meetings shall be bound into the contract.
4 EU procedures
The basic principles of the EU rules and procedures are set out here. For fuller and further
details, please consult the CIPFA Guidance available on e-link or seek advice from the
Corporate Procurement Officer.
4.3 Timescales
Where tendering under EU provisions is necessary, it may increase the time you need to allow
for the process. Consult the CIPFA guidance for details as they apply to you.
5 Contracts
5.1 Basics
A contract can be created in a number of ways but essentially consists of an offer by one party
to supply goods or services or to carry out works being accepted by another in return for a
consideration. This can take a variety of forms but even what seems simply like a preliminary
conversation could bring into being a contractual relationship. When dealing with suppliers or
contractors, therefore, it is vital to appreciate what you are saying and to understand how
others may perceive it.
6 Formal Contracts
Formal contracts will normally be required for all goods, works and services valued at more
than £20,000 and can often be helpful for lower value supplies. They fall into two broad
categories. The differences lie mainly in the timescales that each party has to initiate action
under the contract, governed by something known as the statute of limitations.
All contracts where the consideration is valued at more than £100,000 shall be executed under
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seal, which provides for a limitation period of 12 years, unless the Legal Section agree
otherwise. Contracts under this value can be executed under hand which provides a shorter
period.
If in any doubt, be sure to consult the Legal Services Team, the Corporate Procurement Officer
or someone with the appropriate procurement or contracting expertise.
7 Contracts Register
For contracts that provide for payment to be made other than at one time, the Director
responsible for the contract shall maintain a register showing the state of account on each
contract, in the manner specified by the Director of Finance, Property and IT.
Payments in respect of such contracts shall be made by the issue of a certificate certified by
the relevant Director. The form of the certificate shall be agreed by the relevant Director in
consultation with the Director of Finance, Property and IT and shall contain:-
• The total value of the contract;
• The value of work executed or goods or services received to date;
• Any retention percentage and amount;
• The amount paid to date;
• The amount now certified for payment.
This register shall also be used to record the payment of any related professional fees.
8 Internal Control
9 Budgetary Control
Provisions for budgetary control and monitoring are set out in the Rules for Financial
Governance. The principles as they apply to orders and contracts are described briefly here.
9.3 Virement
Procedures for virement can be used to move funds from one budget where there is a
projected under spend to another to ensure funds are in the right place before commuting
expenditure. Refer to the Rules for Financial Governance or contact the Management
Accounting Team for further information.