With the Procurement Act about to go live, helpful articles have been plentiful advising authorities on how to prepare for implementation.
However, for commercial teams constantly managing competing requirements, both planned and unplanned, resources can often be scarcer than the advice recognizes.
With less than a month to go, some commercial teams will still be facing an overwhelmingly long list of preparation tasks. It is time for pragmatism and prioritization. To borrow a phrase from The Hitchhiker’s Guide to the Galaxy, Don’t Panic.
If you find yourself in this situation, here are three simple but urgent steps to take now:
1. Assign a change champion within the commercial team
Why? A change champion will address questions and requests for help from stakeholders and team members as they navigate their new obligations. The change champion can provide constancy and reassurance, helping the team adapt to the new regulations. They can also track how much support is required and feedback to the wider business should additional means of support be required.
2. Ensure a clear understanding of the contract notices
Why? The transparency principle of the Act has significantly changed notice requirements. Key changes include:
- New notices like the Planned Procurement Notice
- Amended existing notices, such as the Contract Award Notice
- Replaced or consolidated notices, like the Prior Information Notice (PIN).
Providing clarity on these changes will build confidence, save time, and reduce the risk of non-compliance. The change champion can lead this effort.
3. Create a tracker of in-flight procurements and procurements due to begin after 24th February 2025
Why? Procurements initiated after 24th February must comply with the new Act, while those already underway will follow existing regulations. During the transition, commercial teams will manage procurements under both sets of regulations. You could well have a Dynamic Purchasing System (DPS) operating under the old regulations up until 2029! Clear visibility of which procurements are new and which are ongoing is crucial. A tracker will help manage this transition and prevent non-compliance.
As commercial teams transition to the new regulations, many other issues must be addressed, such as training, communications, and updating policies and procedures. While some authorities may have completed this work, others are still catching up. Everything is important, but some things are urgent. Focus on the urgent tasks first.
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