Archived decisions
Hampshire Fire & Rescue Authority
Performance Review Committee Item 5
7 September 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 a number of recommendations that refer to action being taken subject to the appointment of a Procurement Manager. An appointment has been made and progress on the outstanding recommendations is attached.
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: | |
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Action taken - recommendations met |
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Some action taken - progressing |
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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 |
Procurement Manager has now reviewed Appendix B. Manager is part of Regional Procurement Team, and will be looking at regional issues as well as specifics at HFRS Section 1 - Uniform A consistent range of Suppliers to be used to provide service to HFRS with a view to consolidating and aggregating spend. this will be done to coincide with the Integrated Clothing Project being pursued by `Firebuy' at present and scheduled to having framework agreements in place by 2007. Section 2 - Personal Protective Equipment (PPE) Points noted, lead time issues exist with these items. PPE now manufactured in Tunisia and Morocco with a 12-week lead time. Stock levels being adjusted and monitored to review popular sizes to provide better replacement service and forward visibility of future requirements. Stock holding agreement now entered into with Bristol Uniforms to hold specific sizes on behalf of HFRS. HFRS have liability for this stock if unforeseen changes occur until earliest 2008 when the Integrated Clothing Project (ICP) framework agreements are in place. Stock held items for replacements are delivered to Station within one week of request by Operations Department. Urgent items can be picked up on the same day. |
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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 |
All personnel in the Supplies Department have now attended the Essentials of Procurement Course run by outside consultant Qualitair and the Hampshire County Council which covers, EU and UK Legislation, tenders, bids etc. Procurement Manager has also attended a Chartered Institute of Purchasing and Supply (CIPS) EU Directives Seminar in London on recent changes. |
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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 |
Financial Regulations - updated 1 April 2005 Service Order 2/1/6 being reviewed and update ongoing. Contract Standing Orders - updated 1 August 2005 |
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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 |
Top 115 Suppliers (by spend 2004) were written to requesting visibility of their Equal Opportunities policy. Responses now received and documented. |
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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) |
Ongoing action. To aggregate spend within a reasonable range of supplies. To maintain economies of scale and beneficial pricing. To review stock levels and re-order controls to fall in line with supply chain characteristics while minimising stock without impacting on operational and business performance. |
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