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  7. Regulation 25 and 26 reports - 1 April 2025 to 31 March 2026

Regulation 25 and 26 reports - 1 April 2025 to 31 March 2026

Regulation 25 - Annual Summary

Contracts awarded Number
(a) The number of contracts awarded in the year to which the summary relates where Direct Award Process A, Direct Award Process B or Direct Award Process C was followed. Broken down as follows: 24
Direct Award Process A 0
Direct Award Process B 19
Direct Award Process C 5
(b) The number of contracts in the year which the summary relates where the Most Suitable Provider Process was followed; 0
(c) The number of contracts awarded in the year to which the summary relates where the Competitive Process was followed; 0
(d) The number of framework agreements concluded in the year to which the summary relates; 0
(e) The number of contracts awarded based on a framework agreement in the year to which the summary relates; 0
(f) The number of contracts awarded, and modifications made in reliance on Regulation 14 (urgency award or modification) in the year to which the summary relates; 1
(g) The number of new providers to whom a contract was awarded in the year to which the summary relates; 19
(h) The number of providers who held a contract in the previous year but no longer hold any contracts in the year to which the summary relates; 0
(i) The number of written representations made in accordance with Regulation 12(3) and received during standstill periods which ended in the year to which the summary related and a summary of the nature and impact of those representations. 0
The number of representations received in writing and during the standstill period in accordance with Regulation 12(3) 0
Summary of the outcome of all representations received and of the nature and impact of those representations 0
Total number of providers the relevant authority is currently contracted with 146*
Details of any reviews by the Independent Patient Choice and Procurement Panel: 0
Number of requests for consideration received by the Independent Patient Choice and Procurement Panel 0
Number of requests accepted and rejected by the Independent Patient Choice and Procurement Panel for consideration 0
Number of times where the Independent Patient Choice and Procurement Panel advised the relevant authority to re-run or go back to an earlier step in a provider selection process under the PSR, and the number of times the advice was followed 0

*This is the number of providers that have contracts in relation to health services to the best of our knowledge on date that we hold up to 31 March 2026.

Regulation 26 - Monitoring Requirements

1 April 2025 to 31 March 2026

Decisions made under the Provider Selection Regime (PSR)

The process for decisions made under the PSR is as follows:

  • determine the requirement(s)
  • consider whether the requirement falls within the scope of PSR
  • if it does, follow the Getting to the right decision flowchart from the Provider Selection Regime toolkit to determine which routes MUST or MAY be followed
  • record the decision and reasons for choosing the identified process on an internal document (Procurement Initiation Document) which receives approval from the Service Area, Commercial & Procurement and Finance

Within the reporting period there were three (3) decisions made under PSR:

  • seven (7) Direct Award Process B (resulting in the award of 19 contracts)
  • one (1) Direct Award Process C (resulting in the award of 5 contracts)

Declaration and management of conflicts of interests

The process for declarations made under the PSR is as follows:

  • a requirement is identified as falling under the PSR
  • those involved or connected with the project complete a confidentiality and conflict of interest form
  • forms are completed and sent to the procurement lead
  • forms are reviewed and details recorded on a log per project
  • where there are conflicts of interest identified a discussion will be had, between the procurement lead and the person who has declared a conflict, to consider whether this is a conflict of interest or not, and if so whether this can be sufficiently mitigated. This will also be recorded on the log
  • decision is made by lead whether the person should refrain from being involved in the project or whether they may continue to be involved and added to the form

Of the three (3) projects within the reporting period all completed the forms and had the details recorded, with no conflicts of interest identified.

Contract modifications

The process for decisions made under the PSR is as follows:

  • modification is identified
  • complete an internal approval form (Reg 13 modification of contract)
  • gain legal advice, which is also added to the form
  • approval from Legal Services and Commercial and Procurement

Within the reporting period there were seven (7) modifications made under PSR.

If instance(s) of non-compliance, relevant authorities must put in place actions to address this issue and to improve adherence with the regime.

Smoking Cessation (pilot commenced October 2025)

This was identified (at the end of November 2025) and the Council have addressed the non-compliance by:

  • following the governance processes and agreeing that the pilot is ended for any further referrals (at the beginning of January 2026)
  • the project group moving towards compliance by carrying out the procurement for this service under PSR23

Oral Health Survey

This was identified and the Council have addressed the non-compliance by:

  • considering whether this service could be cancelled
  • the project group moving towards compliance by carrying out the procurement for this service under PSR23

Contract for Hospital Based Detoxification Services

It was identified that the notice had not been completed and published within 30 days after the awarding of the contract.
Read the relevant notice published by the council.

Organisational Response to Breaches

To prevent future breaches the following has been actioned:

  • training sessions carried out specifically in relation to health services offered to the whole council, with resources available from this for all officers to access
  • communications about health service regulations to relevant teams 
  • an Intranet article about health service regulations to the whole council
  • discussions initiated between BCP Council and Dorset Council to confirm who will lead the procurement and contract management activity
  • communicated PSR23 requirements to Public Health colleagues and the wider organisation
  • communications out to the business to mandate legal and procurement consultation before future health services contracts are let
  • updated procurement process and milestone documentation