Archived decisions
Hampshire County Council Buildings, Land and Procurement Panel Item *
24 June 2007
Corporate Procurement - Update
Report by the Director of Property, Business and Regulatory Services
|
Contact: Neil Jones HPSN: (8 345) 6180 email: [email protected]
Shaun Le Picq HPSN: (8 345) 6967 email : shaun.lepicq@hants,gov.uk
3.1.5 |
The Council is participating in a CBC tender to satisfy its purchases of gas (around £7.5 million at current prices) and bids are expected to be returned towards the end of July. It is expected that the lowest overall tender will be accepted for the Council's sites and it will be important for the County Council to be in a position to commit to the results of the tender exercise quickly. Therefore, it is proposed that the Panel should advise the Executive Member for Policy and Resources that authority be given to the Director of Property, Business and Regulatory Services to conclude contracts for the supply of gas. |
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3.2 |
Corporate Procurement Strategy and environment | ||
3.2.1 |
Progress on the action plans identified in the strategy document approved by members last year continues to be made, albeit slowly in some areas. In particular, work to develop proposals for a corporate Gateway Review process has been delayed by the level of support that has been provided to departments over the last six months and the priority that this work has been given. Experience of the Gateway process continues to be gained within the Environment and Property teams where a number of projects are managed using this technique. There is some anecdotal evidence that take-up of this technique has not been as rapid as the Office of Government Commerce would like and contact with 4Ps suggests that this organisation is interested in working with the Council to establish and run a programme of reviews. These initial investigations will be pursued to see whether this is feasible. | ||
3.2.2 |
The wide range of financial and service pressures faced by the County Council are common to many local authorities. A limited comparison between the efficiency plans of other local authorities and the Council's own budget reports and corporate review programme (managed by the Corporate Performance and Efficiency Group) shows a high degree of overlap. Examples include: | ||
· the strategic review of property · re-balancing the internal/external provision of Home Care services · restructuring to reduce overheads and streamline processes · market management in areas of escalating costs such as high cost placements for children and adults, waste and construction · Transformation Through Technology · procurement initiatives to address areas of expenditure such as agency staff and Home To School transport | |||
3.2.3 |
The scale of the change agenda is already very significant, but it is in this environment that CSR07 is expected to demand significant growth in shared services. The DCLG also continues to promote its series of publications on Rethinking Service Delivery (with its guidance on various forms of public/public partnerships). It is now relatively common for authorities to initiate some form of fundamental service review to identify opportunities for further efficiencies and to provide an effective challenge to the status quo and to question service provision and costs. The County Council is shortly to embark on such a review using external consultants reflecting a desire to get as much as possible out of the various strands of work on efficiencies, including the corporate procurement review programme. | ||
3.2.4 |
Over the winter, all departmental management teams were briefed on the new Corporate Procurement Strategy and on the review programme. A number of points of agreement emerged from these discussions: · the creation of a corporate procurement team and the CPN have delivered benefits in terms of cohesion, procurement developments and the efficiency agenda and these should be carried forward · there is strong support for the principle of a procurement review programme and departments like the current process (review, recommend, assist and move-on) · there is a preference that savings targets for procurement should be within the framework of the overall budget strategy · there is room for stronger leadership in terms of procurement standards and common processes · there is support for the concept of a formal Gateway review process to build on the initial work undertaken within Environment and Property Services and for this to be used as a vehicle to enhance the contribution of procurement to the delivery of corporate objectives (on sustainability, community benefits etc) · the availability of an ad hoc procurement support service to those departments with no full-time procurement staff is valuable and this team approach could be formalised | ||
3.2.5 |
It seems likely that there will be a strong `voluntary' demand for projects to be run as part of the procurement review programme for the next 2-3 years. This demand is most evident in Adult Services and Children's Services and there are some signs that there could be some tension around the Council's capacity to deliver and implement these reviews at a rate that will meet the aspirations of these departments. Management of the review programme and a decision about whether there is a need to adopt a timetable for the review of all categories of procurement are key issues to be considered. | ||
3.2.6 The CPN has operated successfully over the last four years with a good record and a programme of procurement reviews has been established. Without any changes the CPN will continue to work on delivery of the strategy and will have a substantial action plan. However, the current model is not completely addressing issues around: · setting and monitoring corporate standards for procurement activity · the organisational arrangements for `corporate procurement' · the systematic introduction of greater challenge to existing approaches · specific targets for the implementation of fully electronic processes and procurement cards | |||
3.2.7 | |||
3.3 | |||
3.3.1 |
In support of the new strategy, the CPN and the Corporate Procurement team are seeking to draw together a portfolio of local performance indicators for procurement. There remain some issues about the availability and quality of data and the report does require further work, but a list of seventeen local indicators are included at Appendix Two. The CPN expects to review the indicators at regular intervals and will seek to use them when shaping future iterations of the corporate action plan. While this is the beginning of the process it will make sense over years to look at emergency trends. |
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3.3.2 The total number of purchase orders raised in the Council's procurement systems during 2006/7 was 281,692 with a face value of £615 million. The electronic catalogue, EBP, accounted for 38.5% of this value, interfaces from departmental systems handled 36.2% (including SWIFT, property and passenger transport) and the core R3 system was used for 25.3% (including waste management). | |||
3.4 |
Departmental Procurement Reviews | ||
3.4.1 |
Passenger Transport Services: Work has continued on the preliminary tasks related to the tender for Passenger Transport Services in north-east Hampshire (Hart and Rushmoor) that will be issued later in the year. Legal Services agreed the Pre-Qualification Questionnaire and the associated adverts and the validation of transport entitlement is now underway within the Children's Services department. The target date for the tenders to go out is October with the contracts intended to start by June 2008. A temporary administrative resource to support the tender exercise is currently being sought. The original analysis has been revisited as there is a fairly high regular number of changes to routes. The latest information in terms of scope is as follows (previous figures in brackets): · 186 routes (160) and 56 incumbent suppliers (80) · 30% of incumbent suppliers have only 1 route (n/a) · 542 children (450), 60 adults (n/a) and 85 escorts (80) · £13,691,582 tender value over 5 years incl. extension (£10,600,000 4 yrs) Outstanding tasks include liaison with other councils, determining bid history of suppliers, finalising terms and conditions, and addressing factors such as inflation (currently 4.8%). The programme will move on to the south of the county once the north-east has been addressed and an examination of the arrangements made for coaches where the five-year value of spend at current levels is over £4.4million is also planned. | ||
3.4.2 |
Early Payment Discounts : A review with the Environment department covering the Top 50 suppliers has been undertaken to look at the actual payment timescales for goods and services procured from these suppliers. This indicated that 39 are on `immediate payment' terms, and the remainder are paid on a mixture of `within 30 days' and `immediate payment'. The background to these arrangements is under discussion, but in general, it has been concluded that there is little scope for speeding payments further in return for a form of rebate or discount. Opportunities to employ this approach to secure additional savings will be explored with taxi companies after the tender for the pilot areas has been concluded. | ||
3.4.3 |
Adult Services Domiciliary Care: The report prepared on domiciliary care is being reviewed by Adult Services' senior management team, and it is understood that the principles have been accepted for implementation within the department after a trial in one area. Requests for pricing uplifts have been received from the majority of service providers who in the main have agreed to limit increase to the maximum 1.5% level advised. Requests for a detailed breakdown of costs have been issued to four providers that requested a higher increase in order to evaluate the basis for their claim. Savings secured through this joint exercise to control inflationary pressures are being evaluated. | ||
3.4.4 |
Data analysis for the next phase of the review of Adult Services domiciliary care, focusing on clients with learning difficulties, physical disabilities and mental health problems, is ongoing together with a discussion about priorities and phasing. Preparations are in hand to undertake (or assist with) a research project into the appropriate cost of care in independent residential and nursing homes. | ||
3.4.5 |
Postal services: The efficiency measures introduced in response to the introduction of pricing-in-proportion by the Royal Mail continue to pay off and a reasonably significant `cost avoidance' figure of around 21% or some £158,700 has been achieved. Information is being collated from over twenty budget holders to further investigate the opportunity presented by market liberalisation, but the quality of information currently available is not yet sufficient to allow a simple evaluation of the various suppliers' proposals. | ||
3.5 |
Other Support to Departments | ||
3.5.1 |
Interviews and tender evaluation have been completed on behalf of the Wessex Youth Offending Team for the Reparative Justice tender. The unsuccessful organisations have been advised of the outcome and no challenges have been received. | ||
3.5.2 |
The County Council was involved in the presentation on `Value for Money and Procurement' at the `Good Practice Day' held in Winchester on the 19 April. This followed a request from the Audit Commission for the County Council to promote its best practice in Supporting People following the recent `excellent' status awarded to the team. Eighty-five representatives from other teams across the UK attended the event. | ||
3.5.3 |
The Homelessness Cluster project has been completed and support is being provided for three further tenders, including the Service User Seal of Excellence (SUSE) Programme. | ||
3.5.4 |
A new contract for Supported Living for Young People with a Disability has been awarded and is expected to bring savings in the region of £60,000 per annum. However, due to the staggered commencement in 2007/08 the savings for this financial year will be around £40,000. This project together with a summary of the other projects with departments is identified in the Review Programme and Savings Schedule (see Appendix Three). | ||
3.5.5 |
The Early Education and Childcare Unit in Children's Services have requested assistance with a forthcoming contract with a value of around £750,000 for the provision of childcare (day care) and meetings are now taking place. | ||
3.5.6 |
The tender evaluation for the Independent Fostering Service on behalf of Children's Services has been completed and a Project Initiation Document has been agreed for a review of domiciliary care. Data is being analysed to determine the scope of services provided, service providers used at present and the geographic spread of clients. The team is also represented on the Project Team and Risks Group for provision of the Integrated Youth Support Service (IYSS) and has produced a guidance note on options appraisal and procurement issues for consideration. This scheme is likely to go to tender at a value of more than £5million per annum. | ||
4. |
Conclusions | ||
4.1 |
The procurement agenda is very diverse with a wide range of initiatives. The National Procurement Strategy for Local Government has become less of a driving force now that a large number of the actions have been addressed and the milestone dates have been passed. The main focus is now on the procurement review programme and the team has started to identify the potential benefits of the work with departments. The team also expects to deliver further cashable savings in excess of £0.5 million for departments and a similar amount in non-cashable savings during 2007/08. Substantial savings are also anticipated from the price reviews (yet to be completed) for gas and electricity later this year. | ||
4.2 |
The County Council has taken steps to develop its capacity to improve its procurement performance and there is a strong body of evidence that this is being achieved. However, there are some issues with parts of the improvement programme and a number of projects are pending rather than being actively driven forward. Therefore, it is timely to review the programme and the resources employed. It is anticipated that a Corporate Procurement Board consisting of a small group of senior managers will be established in the future. The purpose of the Board will be to focus on the scale and direction of the procurement review programme, to consider the efficiency and effectiveness of procurement arrangements, structures and processes, and recommend any necessary funding arrangements. | ||
LINK(S) TO CORPORATE STRATEGY | ||
Yes |
No | |
Hampshire safer and more secure for all |
X | |
Maximising well-being |
X | |
Enhancing our quality of place |
X | |
This report does not link directly to the Corporate Strategy but, nevertheless, requires a decision as it has a positive impact on the management of the Council's resources and on the local economy, by promoting a strategic approach to procurement, and by developing the procurement skills of staff. |
Section 100 D - Local Government Act 1972 - background papers
The following documents disclose 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 this report.
NB the list excludes:
1 Published works
2 Documents which disclose exempt or confidential information as defined in the Act
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........................
BL&PP0607B
Appendix 2
Local Performance Indicators for Procurement |
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1. Performance Indicator P1 - Strategy Implementation |
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Percentage of milestone activities completed in the National Procurement Strategy for Local Government | |||||||
|
Percentage of Milestones completed |
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December 2003 |
30% |
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December 2004 |
50% |
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December 2005 |
80% |
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December 2006 |
90% |
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2. Performance Indicator P2 - Skills Development |
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Number of staff attending training including the cumulative number |
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Procurement Essentials |
Procurement Overview |
Social Service Procurement Overview |
Contract and supplier management & basic negotiation |
Procurement Partnerships |
Specification Writing |
Other courses |
Total | |
2003/4 |
7 |
95 |
102 | |||||
2004/5 |
34 |
159 |
37 |
230 | ||||
2005/6 |
77 |
84 |
21 |
25 |
10 |
82 |
299 | |
2006/7 |
12 |
8 |
16 |
118 |
154 | |||
Total |
123 |
258 |
95 |
21 |
25 |
26 |
237 |
785 |
3. Performance Indicators P4 and P5 - Aggregation | ||
P4 - of the top 200 suppliers in company code 1000, % on contract. | ||
P5 - of the top 200 suppliers in company code 1000, % on a collaborative contract. | ||
|
% of spend `on contract' for top 200 suppliers |
% of spend in collaborative contracts for top 200 suppliers |
2006/07 |
>80% |
N/A |
4. Performance Indicator P12 - Satisfaction with the Corporate Procurement Function | ||||||
Measured from the results of a survey to be carried out annually |
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|
Number of staff surveyed |
Number of responses |
Number of respondees either very or fairly satisfied |
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2006 |
26 |
10 |
75% |
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2007 |
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5. Performance Indicator P13 - Supplier satisfaction with the authority | ||||||
Measured from the results of a survey to be carried out annually |
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|
Number of suppliers surveyed |
Number of responses |
Number of respondees either very or fairly satisfied with the authority |
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2006 |
2818 |
822 |
45.01% |
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2007 |
|
|
|
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6. Performance Indicator P15 - Predictability - time to service delivery |
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7. Performance Indicator P17 - End User / client satisfaction |
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8. Performance Indicator P18 - Change in construction costs |
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P15 - |
Construction Time Predictability - the difference between the actual contract duration |
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and the original contract duration plus agreed extension of time as a percentage of the original contract duration plus agreed extension of time |
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P17 - |
Customer Satisfaction with Service - avg of scores received from clients on the service provided by Property Services |
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Customer Satisfaction with Product - based on the score awarded by clients |
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P18 - |
Construction Cost Predictability - the difference between the final construction cost and the original contract sum plus any additional funding approvals | ||||||||||||||
as a percentage of the original contract sum plus additional approvals |
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|
No of projects analysed (over £500,000) |
Construction Time Predictability |
Customer satisfaction with service |
Customer satisfaction with product |
Construction Cost Predictability |
||||||||||
2005/06 |
20 |
10.7% |
75% |
79% |
1.1% |
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2006/07 |
|||||||||||||||
9. Performance Indicator P20 - Commodity goods price comparison | |||||
Price competitiveness on a basket of products (County Supplies) |
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Percentage better (lower) than competitors |
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2003/04 |
-16.0% |
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2004/05 |
-12.3% |
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2005/06 |
-10.9% |
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2006/07 |
-11.4% |
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10. Performance Indicator P24 - Average spend per supplier |
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Company code 1000 - HCC |
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|
No of suppliers > £1 million |
No of suppliers £0.5 to £1 million |
No of suppliers £0.1 to £0.5 million |
No of suppliers £50K to £100K |
No of suppliers £25K to £50K |
No of suppliers under £25K |
Average spend per supplier | ||
2006/07 |
81 |
124 |
1006 |
856 |
1333 |
27325 |
£28,222 | ||
Company code 5000 - HCC |
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|
No of suppliers > £1 million |
No of suppliers £0.5 to £1 million |
No of suppliers £0.1 to £0.5 million |
No of suppliers £50K to £100K |
No of suppliers £25K to £50K |
No of suppliers under £25K |
Average spend per supplier | ||
2006/07 |
1 |
0 |
1 |
2 |
8 |
747 |
£4,897 | ||
Company code 4000 - County Supplies |
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|
No of suppliers > £1 million |
No of suppliers £0.5 to £1 million |
No of suppliers £0.1 to £0.5 million |
No of suppliers £50K to £100K |
No of suppliers £25K to £50K |
No of suppliers under £25K |
Average spend per supplier | ||
2006/07 |
0 |
2 |
11 |
19 |
18 |
341 |
£18,680 | ||
11. Performance Indicator P25 - Percentage of spend through electronic orders |
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note 1 - The quantity of Purchase orders raised excludes those to internal suppliers and those raised for the purpose of paying a grant | ||||||||||||||
|
Number of POs (see note 1) |
Qty sent by autofax |
% sent by fax |
Qty sent by e-mail |
% sent by e-mail |
Qty sent via a marketplace |
% sent via a marketplace | |||||||
April - June 2005 |
79184 |
40 |
0.05% |
0 |
0.0% |
0 |
0.0% | |||||||
July - Sept 2005 |
65801 |
50 |
0.08% |
0 |
0.0% |
0 |
0.0% | |||||||
Oct - Dec 2005 |
66474 |
33 |
0.05% |
0 |
0.0% |
0 |
0.0% | |||||||
Jan - Mar 2006 |
73758 |
5378 |
7.29% |
45 |
0.1% |
0 |
0.0% | |||||||
April - June 2006 |
70530 |
5350 |
7.58% |
49 |
0.1% |
0 |
0.0% | |||||||
July - Sept 200 |
60481 |
5069 |
8.38% |
33 |
0.1% |
0 |
0.0% | |||||||
Oct - Dec 2006 |
68423 |
5544 |
8.10% |
32 |
0.1% |
0 |
0.0% | |||||||
Jan - Mar 2007 |
73585 |
5982 |
8.13% |
40 |
0.1% |
0 |
0.0% | |||||||
April - June 2007 |
||||||||||||||
12. Performance Indicator P27 - Percentage of corporate spend through electronic sourcing | ||
|
Number of tenders raised in In-tend |
Estimated value of contracts* see note 1 |
April to June 2005 |
2 |
£0.14 million |
July to September 2005 |
0 |
|
October to December 2005 |
5 |
£1.38 to 1.48 million |
January to March 2006 |
1 |
£0.23 million |
April to June 2006 |
0 |
|
July to September 2006 |
1 |
£0.65 to 0.75 million |
October to December 2006 |
4 |
£0.34 to £0.4 million |
January - March 2007 |
14 |
£4.19 to 4.45 million |
April to June 2007 |
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note 1 - based on the value declared in In-tend. Values are not always given. | ||
13. Performance Indicator P29 - Percentage of invoices paid electronically |
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No of invoices paid by cheque |
No of invoices paid by BACs |
Total Number of invoices |
% invoices paid by BACs |
||||||||||
2003/04 |
112878 |
551838 |
664716 |
83.02% |
|||||||||
2004/05 |
91769 |
568353 |
660122 |
86.10% |
|||||||||
2005/06 |
88510 |
586312 |
674822 |
86.88% |
|||||||||
2006/07 |
74167 |
578485 |
652652 |
88.64% |
|||||||||
Apr 2007 |
5881 |
45637 |
51518 |
88.58% |
|||||||||
14. Performance Indicator P30 - Percentage of corporate spend through Procurement cards | |||||||||||||
note 1 - corporate spend based on the value of purchase orders raised excluding internal suppliers and orders raised for grants. | |||||||||||||
|
Payments on purchasing card £s |
Corporate spend (see note 1) |
% |
||||||||||
April 2006 |
31,076 |
75,601,176 |
0.04% |
||||||||||
May 2006 |
0 |
67705600 |
0.00% |
||||||||||
June 2006 |
89,184 |
41,994,084 |
0.21% |
||||||||||
July 2006 |
74,490 |
46,888,890 |
0.16% |
||||||||||
August 2006 |
178,383 |
35,494,283 |
0.50% |
||||||||||
September 2006 |
18,659 |
29,837,759 |
0.06% |
||||||||||
October 2006 |
358,413 |
31,489,813 |
1.14% |
||||||||||
November 2006 |
291,480 |
34,462,080 |
0.85% |
||||||||||
December 2006 |
360,170 |
31,161,070 |
1.16% |
||||||||||
January 2007 |
369,022 |
72,558,522 |
0.51% |
||||||||||
February 2007 |
317,112 |
32,119,112 |
0.99% |
||||||||||
March 2007 |
304,841 |
57,828,941 |
0.53% |
||||||||||
April 2007 |
426,653 |
N/A |
N/A |
||||||||||
15. Performance Indicator P32 - Ethnic Minority Business (EMB) Satisfaction with the council |
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16. Performance Indicator P33 - Small and Medium Sized Enterprises (SME) Satisfaction with the council | |||||||||
17. Performance Indicator P34 - Third Sector Satisfaction with the council |
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All measurements are in terms of |
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a) the accessibility of contracts |
|||||||||
b) support from the authority in relation to business opportunities |
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|
Number of suppliers surveyed |
Number of responses |
Ethnic Minority Business (EMB) either very or fairly satisfied with the authority |
Small and Medium Sized Enterprises (SME) either very or fairly satisfied with the authority |
Third Sector either very or fairly satisfied with the authority |
||||
2006 |
2818 |
822 |
51.52% |
44.75% |
31.29% |
||||
2007 |
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