Hampshire Fire and Rescue Authority

Item 3

Performance Review Committee

21 April 2004

Actions to meet recommendations in previous Best Value /Scoping reviews

Report of the Chief Fire Officer

Contact:

Philip Webb, Performance Review Manager

Tel: 023 8064 4000 Ext 3952

1

Summary

1.1

Attached are progress reports on the actions taken to meet the recommendations made in the previously conducted Best Value review of 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 review of 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 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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9.4.4 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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9.5.4 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 now finalised 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

Although considerable work has been done, the HFRS Financial Regulations cannot be finalised until the implications of becoming a Precepting authority has been considered.

A Financial Standing Orders flowchart has been produced.

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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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9.7.5 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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9.8.4 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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