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Low Carbon Lake District Grants Procurement Evidence Form

PRIVATE AND CONFIDENTIAL
DATA PROTECTION
DATA PROTECTION AND FREEDOM OF INFORMATION ACT STATEMENTWe need to store your data on our database in order to give you the full assistance under this scheme. All information given will be held for a period of 7 years and only used in line with the Data Protection Act 2018 and the General Data Protection Regulations 2016. As a requirement of our grant funding, we will need to share your information with our funding providers, the Ministry of Housing, Communities and Local Government, the European Court of Auditors, the European Commission Auditors and the National Audit Office (and if required to their auditors). It may be necessary to share your information within the Low Carbon Lake District project partnership which includes your Local Authority, in order to offer the full support service.Whilst we will use our best endeavours to ensure that commercially sensitive information remains confidential, you should be aware that some information relating to this public funded project may be declared to third parties under the Freedom of Information Act 2000.
Agreement for the LDF to hold and share your information.*
Please note that if you do not agree to us sharing your information, we will be unable to offer you full assistance under the scheme.
- I acknowledge and agree for the LDF to hold and share information provided.
ORGANISATION DETAILS
Business / Organisation Name*
Address*
Street Address Address Line 2 City ZIP / Postal Code
Company, CIC, charity, or UTR number*
Contact Name*
First Last
Contact Position in Organisation:*
Phone*
Email*
PROCUREMENT EVIDENCE
This guidance applies to non-contracting authorities where the value of the contract is between £25,000 - £181,302 (services) and £4,551,413 (works), taken from ESIF National Procurement Requirements (ESIF-GN-1-001). For breaches of this guidance and in order to protect the ESIF budget, the department shall apply the correction rates based on upon analogous breaches as set out in the Commission Guidelines, which is explained in Chapter 3 of ESIF National Procurement Requirements (ESIF-GN-1-001) Therefore if a Non Contracting Authority does not advertise a contract opportunity with a value over £25,000 in any form a 100% correction will be applied in accordance with the Commission’s corrections note. 
1. National Rules*
Although the national rules are more relaxed than both the requirements under the PCR and the Treaty Principles the following practices will not be acceptable under any circumstances. Please confirm that none of the following practices occurred: 
- Direct awards to linked organisations – for further information on this please see the Guidance on Identifying, Managing and Monitoring Conflicts of Interest within ERDF and ESF (ESIF-GN-1-027)  
- Discriminatory tender conditions which prevent competition.  
- Modification of contracts. If the original contract value is below the threshold of £25,000 and an extension of the contract takes the overall above £25,000 the contract must then be advertised in accordance with the threshold for contracts over £25,000.  
- Contracts above 50% of their original value. 
- Non advertising extension of tender submission deadlines (any extension must be advertised through the same means as the original advertisement).
2. Advertising Requirements*
I confirm that the advert incorporates or directs any interested party to the following information: 
- Details of the opportunity 
- What is required from all interested parties
- How the successful candidate will be chosen 
- Deadline and details of how to apply
3. Please upload a copy of the advert*
Max. file size: 64 MB.
4. Advertising Requirements*
- I confirm that the opportunity was advertised on the organisation's or other appropriate website for a minimum of 10 days
5. Please upload evidence that the advert was advertised for at least 10 days*
This could be screen shots of a webpage for example.
Drop files here or
Max. file size: 64 MB.
6. If your organisation has a procurement policy, please upload it here
Drop files here or
Max. file size: 64 MB.
7. Please upload copies of all quotes received*
Drop files here or
Max. file size: 64 MB.
8. Please list all quotes received*
Enter each supplier name and amount (£ ex VAT) on separate line
9. Please name your chosen supplier*
10. Please justify and explain how the supplier chosen is in line with the advert *
11. Please upload at Supplier Assessment sheet(s) signed by at least two people*
The sheets must evidence that the suppliers were scored against the conditions set out in the advert
Drop files here or
Max. file size: 64 MB.
12. Audit Trail*
A lack of audit trail to demonstrate the process followed and decisions taken may lead to a financial correction. 
- I confirm that the above procurement process has been recorded and the relevant documentation retained as part of the project audit trail
CLIENT DECLARATION
By entering your name and date here, and submitting this form:I confirm that I am authorised to sign this form on behalf of the business.I confirm that I have read and understood the data protection statement and consent to my data being used as described.I confirm that I am authorised to sign this form on behalf of the business.
Name*
Position*
Date*
How long did it take you to complete this form (minutes)
Please tell us approximately how long it took to complete this form so that we can continue to improve the application process.
Phone
This field is for validation purposes and should be left unchanged.

The Lake District Foundation

The Lake District Foundation a charity registered in England and Wales with the charity number 1174201, and is registered with the Fundraising Regulator.