Hampshire Fire and Rescue Authority

Performance Review Committee Item 12

20th June 2007

Progress report on the Best Value Review of Headquarters Catering

Report of the Chief Officer

Contact: Philip Webb, Performance Review Manager

Telephone: 023 8062 6828

E-mail: [email protected]

1 Introduction

1.1 A review of catering arrangements was undertaken in 2002 and a subsequent report submitted to the Performance Review Committee on 10^th October 2003. This report recommended that the current contract between Hampshire Fire and Rescue and Pabulum Catering continue until the end of the contract. Any changes to this contract resulting in financial penalties.

1.2 This contract is due for renewal in April 2008, thus providing the Authority with the opportunity to review the arrangement for provision of Headquarters catering.

2 Summary: Aim and Scope

2.1 The aim is to review the provision of catering at the Headquarters site to identify requirements for this service prior to contract renewal in April 2008.

2.2 This process will examine whether the existing provision of catering services at Headquarters is meeting current needs and expectations in a cost-effective way, and whether provision of this service is required in its entirety. Consideration will be given to continued improvements in the efficiency of catering functions, including meeting requirements and the Phoenix bar.

2.3 This process must be completed by October 2007 to enable any necessary procurement specification to be produced by Hampshire County Council Procurement.

2.4 It is proposed the first task of the review will be to survey staff regarding requirements for this service and what improvements can be made. This task to be completed within June/July 2007.

3 Approach and Methodology

3.1 This review will be conducted by a team comprising:

2 x Members

Representative from the Performance Review Team

Representative from Central and Support Services

Customer/User Representative

3.2 This team will be accountable to a Steering/Consulting Group comprising:

Chair of the Performance Review Committee

Performance Review Manager

Head of Finance

1 x External Challenger

3.3 The Review Team's role will be to:

- Identify common issues through the review process and as they emerge recommend any key actions to address them.

- Ensure that the review is completed on or before 31^st October to allow a procurement process to be completed should this be required.

3.4 The Steering/Consulting Group will have additional specific responsibility to:

- Provide guidance and support to the review team to ensure consistency in approach/methodology;

- Ensure that the review is completed on or before 31^st October to allow a procurement process to be completed should this be required.

- Provide a robust external and internal `challenge' to the way these support services are provided now and in the future;

3.5 As with all Best Value reviews, the aim will be to establish whether these services are required and if they are, implement a process of continuous improvement in the way they are provided and delivered. The review team will be expected to:

- Describe how HQ catering facilities, including all restaurant and meeting facilities are currently provided and the typical annual operating costs;

- Assess the current strengths, weaknesses, opportunities and threats;

- Challenge why and how the individual functions are being provided and any impact on for the HQ catering facilities as a whole;

- Consult with users/customers (and other stakeholders) and analyse levels of satisfaction being achieved;

- Consider the scope for enhancing the facilities to meet current and foreseeable growth needs and/or the potential for including improvement elements into any future contracts;.

- Make recommendations for improvements and develop an action plan for approval by the Performance Review Committee, a HQ Catering plan with specific targets and a set of appropriate timescales for the future delivery of any HQ catering facilities.

4 Recommendation

4.1 The Committee endorses the actions and implementation of the review as outlined in section 2 of this document.

4.2 The Committee identifies members to assist in the review process.

5 Contribution to Corporate Aims and Objectives

5.1 Undertaking a review of the provision of Headquarters catering will contribute to the Service being one of the top Fire and Rescue Services in the country by contributing to the Service's effectiveness and efficiency.

6 Resource Implications

6.1 The major resource requirement for this review will be staff time. It is envisaged that the group will second additional staff members as required during the review process.

6.2 There may be a budgetary requirement for the cost of consultancy advice from the external challenger.

7 Consultation

7.1 The review will involve consultation with other Fire and Rescue Services and external organisations, to identify examples of best practice suitable for inclusion in our own procedures and practices. The views and aspirations of our own staff will also be sought.

8 Equality Impact Assessment

8.1 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.

8.2 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.

9 Risk Analysis

9.1 During the review, a risk analysis will be undertaken of issues encountered, in order to inform the review team on the areas to concentrate on in order to utilise resources effectively. It will help to mitigate any potential reputational risk of the failure to adequately provide catering facilities at the Headquarters site.

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

10.1 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

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