Purchase Orders and Acceptance of Quotes
Cayton Parish Council is committed to achieving best value for residents through fair, transparent and responsible procurement. This page provides information for suppliers, contractors and service providers.
Purchase Orders and Acceptance of Quotes
Only the Parish Clerk is authorised to issue Purchase Orders on behalf of Cayton Parish Council.
No quotation, estimate, proposal or tender should be considered accepted unless confirmed by the Parish Clerk.
Acceptance may only occur where:
- The Parish Clerk is acting under delegated authority.
- Approval has been given by Full Council.
- Approval has been given by a committee acting under delegated powers.
Work should not commence until approval has been confirmed by the Parish Clerk. The Council may not be responsible for unauthorised works or expenditure.
Tender & Quotation Opportunities
Where appropriate, tender and quotation opportunities will be advertised on the Council’s website and through other suitable channels.
The Council welcomes interest from:
- Local businesses and tradespeople.
- Small and medium-sized enterprises (SMEs).
- Social enterprises.
- Community and voluntary organisations.
- Specialist contractors and service providers.
Insurance, Risk Assessments & Contracts
The Council may request copies of:
- Public Liability Insurance.
- Employers’ Liability Insurance (where applicable).
- Relevant qualifications or accreditations.
- Risk assessments and method statements.
For ongoing services or recurring commitments, a written contract or service agreement will normally be required before work commences.
Invoicing & Payment Arrangements
The Council operates a monthly payment run.
The Council operates a monthly payment cycle.
Invoices should be submitted by the end of the month and will normally be paid on or around the 20th of the following month, subject to verification and approval in accordance with the Council’s Financial Regulations. Invoices received after month end will usually be processed in the subsequent payment cycle.
To help ensure prompt payment, please include:
- A valid invoice number.
- Details of the goods or services supplied.
- Any relevant Purchase Order number.
The Council is unable to process statements as invoices and reserves the right to query any invoice before payment is authorised.
Any queries regarding invoices should be raised with the Parish Clerk as soon as possible.
Local Suppliers & Responsible Purchasing
The Council recognises the important role local businesses play within the community and will seek to purchase locally where this represents best value.
The Council will also seek, where appropriate, to:
- Choose environmentally responsible products and services.
- Reduce waste and unnecessary consumption.
- Work with organisations that demonstrate good employment and business practices.
Financial Regulations & Governance
The Council publishes financial and governance information in accordance with legislative requirements and transparency obligations.
This page provides a summary of the Council’s procurement arrangements.
For full details, including procurement thresholds, financial controls and governance requirements, please visit our Governance & Policies page and review the Council’s Financial Regulations and Standing Orders.
Contact
If you wish to supply goods or services to Cayton Parish Council, please contact the Parish Clerk:
Email: clerk@caytonparishcouncil.gov.uk
We are always pleased to hear from local suppliers interested in supporting the Parish and its community.
