Archived decisions

Hampshire Fire & Rescue Authority

Performance Review Committee Item

9 March 2005

Progress Report on the actions taken to meet the recommendations made in the previous Best Value Review of Procurement

Report of Chief Officer

Contact: Philip Webb, Performance Review Manager

Tel: 023 8062 6828

E-mail: [email protected]

Summary

Attached is a progress report on the actions taken to meet the recommendations made in the previously conducted Best Value Review of Procurement.

Recommendations

That the Committee approves the actions taken towards meeting the recommendations listed in the review of Procurement.

Introduction

The Best Value Review of Procurement made many recommendations that refer to action being taken subject to the appointment of a Procurement Manager. Following interviews an appointment has now been made. The successful candidate will commence duties on 21^st February 2005. it is envisaged that the new Procurement Manager will, on taking up his appointment, address the outstanding recommendations in the report.

Contribution to Corporate Aims and Objectives

Effective procurement is essential to ensure the Authority secures effective resources. Implementation of the recommendations made in the Best Value Review of Procurement will assist the Authority in meeting Corporate Aim (5) - "to become one of the top 20% of high performing Fire and Rescue Services in the Country".

Resource Implications

There are no direct resource implications from this report. Resource allocation for the new Procurement Manager's post was addressed in the 2003/04 budget.

Equality Impact Assessment

Carrying out equality impact assessments will strengthen our Best Value Review practices by ensuring that the consequences of our proposed policies and actions comply with current legislation and expectations for improving equality and diversity in the workplace and in our delivery of services to the public.

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

Risk Analysis

Failure to implement the recommendations made by the review leave the Authority vulnerable to the consequences of the identified risks and shortcomings. These progress reports are considered to be an important process within the Authority's strategic risk management strategy because they ensure that Members are fully aware of any problems (including any resource implications) associated with addressing the issues raised and the priority given to driving down or eliminating specific risks.

Background information (Section 100D of Local Government Act 1972)

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

Note: The list excludes: (1) published works; and (2) documents that disclose exempt or confidential information defined in the Act.

Hampshire Fire And Rescue Authority

Schedule of Outstanding Recommendations from

Best Value Reviews and Scoping Studies


KEY:
_	Action taken - recommendations met
_	Some action taken - progressing
_	No action yet taken


BEST VALUE SCOPING STUDY : PROCUREMENT
Recommendations		Action to Date
*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	_
*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 appointment of the Procurement Manager who will assess opportunities for comparative benchmarking.	_
*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	_
*9.4.2 Service requirements are specified in terms of output and performance, rather than how it provides 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		_
*9.4.4 Specifications are drawn up in accordance with relevant UK and EU Legislation and standards?*
Personnel should be kept aware of UK and EU legislation affecting the service.	Subject to the appointment of a Procurement Manager.		_


*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 SAP procurement module was implemented in November and work has begun to centralise much of the low value purchasing as it is not cost effective to process large numbers of low value orders and invoices.	_
*9.6.1 Provide financial standing orders to give guidance on contracts for supply of goods and services.*
Must have financial standing orders that set out how contracts for supply of goods and services are to be provided, i.e., where you need competitive quotes and where tendering is required.	The Financial Regulations were approved by the Fire and Rescue Authority on 9^th February 2005. Guidance notes on purchasing and tendering procedures are on the intranet: www.hantsfire.gov.uk/manage/serviceforms/gn-2-1-6-2.doc	_
*9.6.2 Promote competition for specialised products and services by shortlisting potential bidders?*
Promote strong competition for highly specialized products and services by short-listing potential bidders.	Several contracts have been let by invitation to tender:- Supply of smoke detectors, Provision of legal services, Multi-media Presentation Units.	_
*9.7.1 Ensure that contractors and suppliers operate an Equal Opportunity Policy?*
To 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.	_
*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	_
*9.9.4 Fully appraise the strengths, weaknesses, opportunities and threats of existing procurement arrangements?*
The benefits of carrying out 'SWOT' analyses to be promoted in HFRS Procurement Strategy.	Subject to the appointment of a Procurement Manager	_
*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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