One of the many reasons that schools and Trusts appoint Minerva is to ensure that their procurement activities are compliant and would pass the most stringent of audits. For this reason, we produce suitably detailed Procurement Audit Reports for all our projects. Where applicable, this also covers off your legal obligations in respect of Regulation 84 of the Public Contracts Regulations 2015 which requires contracting authorities to draw up a report in relation to each contract or framework that is awarded, and ensure it includes all the information set out at Regulation 84(1). In addition, Regulations 84(7) and (8) require the recording of the progress of all procurement procedures and the keeping of documentation to justify decisions taken at all stages of the process. Even if your project is a ‘below threshold’ Request for Proposal tender we will still produce a report for your records.
The reports include, but are not limited to, the following sections:
- Introduction – a synopsis of the reasons behind the project
- Methodology – a detailed account of the process and timelines followed
- Milestones – a chronology of key dates
- Findings – a detailed breakdown of the following:
- Listing of suppliers that supplied an SQ and ITT response (or RFP for below-threshold projects)
- Detail of scoring for SQ and ITT (or RFP)
- Breakdown of the references received per bidder
- Confirmation of the bidders shortlisted to the next stage (where applicable)
- Details of any site visit(s) held
- Explanation of presentation day brief, notes and feedback from attendees
- Pricing summary
- Evidence of documentation provided by successful bidder
- Summary of contract award
- Next steps – a breakdown of what needs to happen next to award the contract including any requirements in relation to the legal agreement between you and the winning bidder
- Appendices – linking to documentation to provide full tender documents and responses
We complete the various sections of your report as the project proceeds. As a result, if you need an interim report for your Governors or auditors before your project is complete, you can let us know and we will share the partial report with you as required.
