See answers to previous information requests

I am writing to request information regarding your organisation’s current approach to Services Procurement, particularly in relation to Statement of Work (SOW) / project-based delivery and professional services. Specifically, I would be grateful if you could provide information on the following:

1. How SOW or project-based services are currently procured and managed
The Council does not make extensive use of Statement of Work (SoW) arrangements. Where specialist consultancy support is required for a defined piece of work, the Council may utilise the Matrix Milestone solution, which provides a structured, milestone-based approach to procuring and managing consultancy services. Projects are managed against agreed deliverables and payment milestones.
In practice, this route has only been used on a small number of occasions (approximately three times) and solely for discrete, one-off consultancy engagements.
Most professional services are procured through the Council's standard procurement and contract management processes using framework agreements, competitive quotations or tenders, depending on the nature and value of the requirement.

2. Who the lead supplier(s) are for these services
For the limited number of SoW engagements undertaken, the Council has utilised Matrix Milestone as the managed service provider for the sourcing and administration of consultancy services.
Individual consultancy providers engaged through the arrangement vary according to the specific project requirements.

3. The procurement routes or frameworks typically utilised by the authority
The Council utilises a range of procurement routes, including:
• National and regional framework agreements (e.g. ESPO, Crown Commercial Services, YPO and other compliant frameworks)
• Competitive tender procedures
• Request for quotation processes
• Direct award mechanisms where permitted under the relevant framework agreement
• Matrix Milestone for limited, specialist consultancy SoW requirements.

4. The types of programmes or projects most commonly delivered through this model
Where used, the model is typically reserved for short-term specialist consultancy assignments where the Council does not possess the necessary internal expertise or capacity. Examples include:
• Research and analytical projects
• Policy development
• Specialist advisory services
• Discrete implementation support activities.
As noted above, the Council's use of this model is limited and not a significant element of its overall procurement activity.

5. Which internal functions are responsible for managing these engagements
Responsibility is shared between:
• The commissioning/service area requiring the consultancy support
• Procurement and Contracts
• Contract or project managers within the relevant service area
The Procurement team provides governance and oversight of the sourcing route.

6. Any current challenges, priorities, or strategic focus areas in relation to Services Procurement
The Council's key priorities include:
• Achieving value for money
• Ensuring compliance with the Procurement Act 2023 and associated regulations
• Maintaining appropriate governance and auditability
• Effective contract and supplier performance management
• Ensuring consultancy expenditure is appropriately controlled and only used where there is a clear business need and a lack of in-house capacity or expertise

7. The renewal or expiry dates of any existing contracts relating to Services Procurement Service
The Council currently has a managed service contract with Matrix for agency workforce and consultancy management services, including access to Matrix Milestone. The current contract commenced on 1 February 2024 and is due to expire on 31 January 2028, subject to annual break clauses.