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Internal Contracts Register

Please complete this online form for every contract your Service or Department holds for £5,000 and above. 

In this context, a contract is any legal, formal or informal arrangement we have with a contractor, supplier or provider that has been formally procured or informally agreed where they undertake works, provide service (including consultancy) or provide supplies (goods) to the authority whether paid for or not. This should include concession contracts and data processing agreements, if applicable.

Most of the answers are in the form of dropdown menus.

This should be completed for current contracts only (contracts that have already been awarded).

Please fill in as many fields as possible to provide a complete record.

This information is required as part of our transparency obligations and will form the basis of the Contracts Register that is published on a regular basis on our website.

Procurement Details

Enter the ABC reference number attributed to this contract/or the number that is on the top of the Direct Award Approval Form.
Which procurement route was used for this contract?
Which terms and conditions apply to this contract?
If you have answered 'yes', please send a copy to procurement@ashford.gov.uk.


Select the relevant category for this contract
Provide a brief description of the supplies, services or works provided. 200 words maximum.

Administration Details

Name of person(s) managing this contract.
Which Directorate within the authority owns this contract.
Which Service owns this contract?
Please enter your name
Please enter your email address to receive email confirmation of your form submission

Key Contract Periods

Start date of the contract
End date for the contract (without possible extensions)
Review date scheduled for this contract. If the contract is longer than 6 months than your review date should not be less than 6 months. For long term, complex contracts the review period should be no less than 2-3 years.
Provide the notice period for this contract (in months)
Can this contract be extended?
How many times can this contract be extended
Duration of extension in months
Duration of second extension period in months
Duration of third extension period in months

Financial Information

Total £ value of the contract over its planned term, including any extensions
Provide the estimated annual spend on this contract. If the contract is less than a year, please enter the full contract sum amount.
This needs to be numerical only and no more than 100%. Please contact the finance team if you need any advice

Supplier Information

This can be found on the SmartHub under Creditor Supplier Search.
Registered address for the organisation the contract was awarded to.
Name of the main contact person for the contractor/supplier.
Telephone number for the contractor/supplier main contact
Email address for the contractor/supplier main contact.
Provide name and address of delivery office or point.
Trading status for the contractor/supplier?
Is the contractor/supplier an SME or a SVCE?
Registration number for the contractor/supplier

Other - Sustainability

In order to take action to reduce emissions, we need to understand and measure where they’re sourced from in the first place. The Greenhouse Gas Protocol – which provides the most widely recognised accounting standards for greenhouse gas emissions – categorises GHG emissions into three ‘scopes’. The three scopes detailed below are a way of categorising the different kinds of emissions a company creates in its own operations and in its wider ‘value chain’ (its suppliers and customers). What scope does your project fall into? Only one ‘scope’ needs to be selected in the below drop down.

Scope 1 - This covers the direct emissions that an organisation makes from owned or controlled sources - for example from burning fuel from a vehicle fleet.

Scope 2 – This covers indirect emissions from the generation of purchased electricity, steam, heating and cooling consumed by an organisation. This scope would be selected, if for example you were procuring a contract for Gas or Electricity.

Scope 3 – This covers emissions associated, not with the organisation itself, but those they are indirectly responsible for, up and down its supply chain. For example, purchased goods & services, business travel, waste disposal, transportation and distribution. This is the most commonly used scope and would be selected when procuring most Services, Supplies (goods) or Works contracts.

Max 200 words.