Procurement options appraisal: Define procurement approach

There is a range of options available to procure the products or services for your project. You need to understand each of the options and how they match your requirements.

• Review the different procurement procedures.
• Take into account that some grants or public funding will require specific procurement procedures. Check with your procurement team or legal department.

Assess the possibility of using commercial purchasing tools (frameworks and dynamic purchasing systems)

You may decide that a framework or dynamic purchasing system (DPS) is the right approach for your project. You should understand what these are, the limitations, and how to identify and triage the available frameworks.

Framework agreements and dynamic purchasing systems are the preferred commercial purchasing tools for local authorities procuring products, works, and services. Utilisation of existing frameworks and DPSs that meet project requirements can help speed up the procurement process, which is often one of the major bottlenecks of local energy projects.

• Review what commercial frameworks and dynamic purchasing systems are available.
• Finding frameworks and dynamic purchasing systems.

There is a proliferation of frameworks and DPSs available to local authorities in the development and delivery of smart local energy systems; but how do you know which is the right one to deliver against your council’s ambitions? Below is a number of areas to consider before deciding which frameworks or DPSs might be suitable for your energy project.

• Review considerations in choosing appropriate frameworks or dynamic purchasing systems.

Review your business case

A well-prepared project business case performs a number of functions. It enables the organisation and its key stakeholders to understand, influence, and shape the project’s scope and direction early on in the planning process. It assists decision-makers to understand the key issues and the available evidence base, and to avoid committing resources to schemes that should not proceed. It demonstrates to senior management, stakeholders, customers, and decision-makers the continuing viability of the project, and provides the basis for management, monitoring, and evaluation during and after implementation.

• Review best practices for developing a business case.
• Take into account potential changes that may have occurred while gathering information or engaging with stakeholders.

Gain internal sign-off

Getting the buy-in of senior managers and other key stakeholders is vital for a successful project. Without firm support, you will never get the project off the ground.

• Review the Senior management buy-in toolkit (aimed at retrofit projects but applicable to all types).

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