Hampshire Fire and Rescue Authority

Performance Review Committee

Item 7

19^th June 2003

Actions to meet recommendations made in previous Best Value /Scoping reviews

Report of the Chief Fire Officer

Contact:

Philip Webb, Performance Review Manager

Tel: 023 8064 4000 Ext 3951

1

Summary

1.1

Attached are progress reports on the actions taken to meet the recommendations made in previously conducted Best Value/ Scoping reviews as follows:

1.2

Driver Training

Control and Communications

Procurement

2

European Convention on Human Rights and the Human Rights Act 1998

2.1

The proposals within this report are compatible with the provisions of the European Convention on Human Rights and the Human Rights Act 1998 and considered in the light of the Race Relations (amendment) Act 2000.

Recommendations

That the Committee approves the actions taken towards meeting the recommendations listed in the reviews of Driver Training, Control and Communications and Procurement.

Section 100D - Local Government Act 1972 - background papers

The following documents disclose the facts or matters on which this report, or an important part of it, is based and has been relied upon to a material extent in the preparation of the report.

None

NB The list excludes:

1 Published works

2 Documents that disclose exempt or confidential information as defined in the Act

BEST VALUE REVIEW : DRIVER TRAINING

Recommendations / Comments

Actions to Date

2.3 Are we competitive in the market place?

Not to pursue external providers at this stage

The European Commission have amended the minimum driving test requirements that must be adopted by all member states. These amendments shall be phased in from 2003-2010. Possible implications regarding LGV initial driver from 2010 shall be considered in the future regarding our current provision of LGV training.

Provision of external providers shall be reviewed through the Training Needs Analysis, conducted by the Training function.

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What are the options?

4.1 What priorities and key tasks should we deliver?

Replace uniform for non-uniform personnel on retirement

The service 'grading review' for non-uniformed staff resulted in a pay increase for non-uniformed driving instructors. It is expected that this will result in a more stable workforce and improved continuity of staff.

The replacement of uniformed staff with non-uniformed will be considered when retirement opportunities occur. This is to ensure continuous skill levels for instructors.

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Room for staff costs to be reduced - review in 3-5 years

Review staffing levels when retirement offers opportunity

BEST VALUE REVIEW : CONTROL & COMMUNICATIONS

Recommendations

Actions to Date

1.1 A brief description of the current service

The current system is to be monitored to ensure the Service is kept abreast of changes in technology.

EISEC functionality has been added to the Command & Control system. We are awaiting delivery of BT ISDN lines which has been delayed as it involves digging up the highway outside HQ.

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4.1 What priorities and key tasks should we deliver?

To initiate studies in the following areas:

1. Mobile Global positioning

2. Mobile phones linked to Integrated Communications Control System

3. Auto Vehicle Location System

This project, headed by GFCO Reynolds Smith, is underway and a report(s) will be forwarded in due course to the Combined Fire Authority.

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BEST VALUE SCOPING STUDY : PROCUREMENT

Recommendations

Action to Date

9.1.4 Obtained access to accurate information about is own procurement performance and compared it with that of other authorities?

Benchmarking and comparisons to continue in pursuit of Best Value and good practice

When appointed the Procurement Manager will assess opportunities for comparative benchmarking.

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9.1.5 Consult with staff, other authorities, and stakeholders of the BV Review?

Review the procedure for delivery of goods and services in the light of comments from the staff survey.

This review not commenced, subject to the appointment of a Procurement Manager

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9.2.1 Show that users of goods and services have accessible channels to provide feedback

Introduce a formalised system for obtaining feedback from 'customers/end users'

Planned to be undertaken in conjunction with 9.1.4

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9.3.1 Deliver new goods and service to users within budget and on time?

Annual questionnaire to end users to check on customer satisfaction

Will be done over the next twelve months to tie in with 9.1.4

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9.3.2 Have a project plan for all on-going procurement projects?

Issue updates to all major plans at regular intervals

To form part of the Procurement Manager's responsibilities when appointed

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9.4.1 Specifications for goods and services formulated in consultation with other stakeholders.

Document decisions /evaluation to demonstrate best value adherence

Subject to the appointment of a Procurement Manager

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9.4.2 Service requirements are specified in terms of output and performance, rather than how it providers the service?

Any agreements including those made orally, should be recorded so that both customer and suppliers know where they stand.

Subject to the appointment of a Procurement Manager

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9.4.3 Opportunities for standardisation of goods and service requirements between different departments are vigorously pursued?

Consideration could be given to centralising the purchase of common items to achieve standardisation and economies of scale.

Some work currently being done to purchase new design uniform in line with CACFOA regional spec. We have also registered interest with a London Fire Brigade purchasing consortium for purchase of PPE. Additionally, we have recently placed an order to replace all of our Breathing Apparatus sets as a result of a joint procurement with Wiltshire Fire Brigade.

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9.4.4 Specifications are drawn up in accordance with relevant UK and UK Legislation and standards?

Personnel should be kept aware of UK and EU legislation affecting the service.

Subject to the appointment of a Procurement Manager.

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9.5.1 Evaluate options for meeting performance specifications.

Establish a robust list of suppliers

An initial list will be established by September 2003 for further work following the appointment of a Procurement Manager.

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9.5.4 Delegate other purchasing decisions to a level appropriate to the value and strategic importance of the goods/ services?

Ensure a robust trail and list of staff authorised to take procurement decisions

The Procurement Manager will include this in a process guidance document. HCC Financial Regulations are now finalized and with Financial Services Manager for consideration and amendment where appropriate. Training for personnel planned for completion by 31 December 2003. Some delay possible due to the implications of us becoming a 'precepting authority'.

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9.6.1 Provide financial standing orders to give guidance on contracts for supply of goods and services.

As detailed above

Financial Standing Orders flowchart produced. Considered and approved by SMT. HCC Financial Regulations are now finalized and with Financial Services Manager for consideration and amendment where appropriate. Training for personnel planned for completion by 31 December 2003. Some delay possible due to the implications of us becoming a 'precepting authority'.

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9.6.2 Promote competition for specialised products and services by shortlisting potential bidders?

As detailed above

Subject to the appointment of a Procurement Manager

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9.6.3 Ensure that its competitive processes comply with UK and EU legislation?

That importance of compliance with regulations be reinforced.

Subject to the appointment of a Procurement Manager

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9.6.7 Take into account acquisition costs; operating costs; maintenance; replacement costs and training costs?

That wholelife and training costs should be taken into account.

Subject to the appointment of a Procurement Manager.

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9.7.1 Ensure that contractors and suppliers operate an Equal Opportunity Policy?

Form a part of the HFRS Procurement Strategy and all suppliers on the Approved List should have an Equal Opportunity Policy.

Subject to the appointment of a Procurement Manager.

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9.7.3 Use standard conditions of contract in all routine procurement?

The legal position on the standard conditions on orders using FMS has been checked and confirmed adequate for our needs.

HCC Financial Regulations are now finalized and with Financial Services Manager for consideration and amendment where appropriate. Training for personnel planned for completion by 31 December 2003. Some delay possible due to the implications of us becoming a 'precepting authority'.

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9.7.5 Involve users and suppliers in detailing service standards within a flexible performance contract?

User/supplier input to be encouraged as part of the HFRS Procurement Strategy. The scope for flexible performance contracts to be assessed.

Subject to the appointment of a Procurement Manager

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9.7.7 Keep the number of suppliers to the minimum to meet business needs and to sustain competition.

An approved supplier list to be compiled by the Procurement Manager

Subject to the appointment of a Procurement Manager.

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9.8.1 Obtain feedback from users and communicate this to suppliers in a structured manner dealing with quality issues as they arise?

Establish a reporting procedure for customer feedback.

To be completed by October 2003.

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9.8.4 Develop key performance indicators with suppliers and ensure than they are acted on?

The opportunity to develop PI's for the supply of some goods and services to be considered.

Subject to the appointment of a Procurement Manager

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9.9.4 Fully appraise the strengths, weaknesses, opportunities and threats of existing procurement arrangements?

The benefits of carrying our 'SWOT' analyses to be promoted in HFRS Procurement Strategy.

Subject to the appointment of a Procurement Manager

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9.9.5 Review existing specifications and performance standards?

Establish procedure to check on performance from purchase (specifications) to user satisfaction (performance standard).

Subject to the appointment of a Procurement Manager

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