Archived decisions
No. |
Recommendation |
Progress |
Target date |
Status |
2.1.1 |
The documentation of the various agreements should be updated and improved to describe the services being delivered in a clearer and simplified way with emphasis on shared values, outcomes and consistent quality standards for all services. |
Revised SLA's are now in place for all of the services provided by Hampshire County Council |
Revised to quarter 2 (2008/09) |
Completed |
2.1.4 |
Arrangements should be made as soon as possible for the Service to employ a full time person to provide the web support services, as detailed in the current agreement with the County Council, for the day-to-day support of the Authority's web site. |
Commitment to the use of day-to-day higher level professional support from HCC's IT Services has been reduced. The Information Services, Marketing and Communications, and Human Resources departments are currently reviewing the two web posts with a view to moving the web editorial responsibilities to Marketing and Communications department and retaining the web support responsibilities within Information Services. The review is planned to be completed by the end of September 2008, although both posts will be subject to job evaluation. |
Quarter 4 (2007/08) Revised to quarter 2 (2008/09) |
Ongoing |
2.1.5 |
A benchmarking group should be established building on existing arrangements with other fire and rescue services to build a source of comparable information on the costs of similar services provided through service level agreements. |
Although there is very good informal, ad hoc, sharing of information through various networks (including: `Family Group 4', Performance Improvement Network, Chief Fire Officers Association working groups, South East Region working Groups) where information is exchanged fairly readily; it is accepted there is scope to develop more formalised benchmarking/surveys on support costs. This is not perceived as a high priority for some authorities at present, but tentative enquiries are being made to Firebuy on the role it might take in looking at the potential for shared service provision. [The work undertaken in developing the Insurance Mutual is evidence of what can be achieved through the benchmarking of costs.] Work has commenced (August 2008) to examine the scope within the SE Region for shared service provision - this is likely to include some support service functions. |
Work to be done during quarters 1-3 (2008/09) |
Ongoing |
2.2 |
Further advice should be obtained as to the extent to which the Public Contracts Regulations 2006 oblige the Authority to undertake a full tendering exercise, prior to any decisions being made in respect of the following recommendations of the consultant's report. |
It appears that the value of the management cost elements of providing the various support services under the individual SLAs would be below the thresholds for European Union procurement regulations. The cost of preparing full tendering documentation and detailed user specifications for most of the services would be excessive compared to the value of each service. This is mainly because we would not be able to engage the professional expertise we would normally obtain (via the SLAs) from HCC as it has a vested interest - it would need to be sought from an independent consultant. In September 2007, the Authority resolved that : 1. Notwithstanding the conclusion that the various service level agreements with Hampshire County Council appear to satisfy one or more of the exclusions, under the relevant procurement regulations; the opportunity be taken to occasionally expose some of those services to market-testing and/or full competitive tendering as a means of ensuring and demonstrating that they continue to offer best value. 2. The Clerk be asked to consider whether it would be in the Authority's best interests to seek an arrangement under Section 113 of the Local Government Act 1972 to recognise and regularise the extent and benefits of services provided to the Authority under the current service level agreements. The Clerk has concluded that as the current arrangements do not rely on the engagement (by HCC) of staff appointed specifically to undertake HFRS work, then Section 113 of the Local Government Act cannot be relied upon. However, the position is being kept under review, particularly in relation to the SLA for ICT services. |
Completed Completed | |
2.2.1 |
The provision of various support services provided by Hampshire County Council should be established under a strategic service partnership with a single set of documents that describe the services delivered in a clearer and simplified way with emphasis on shared values, outcomes and consistent quality standards for all services. This to be achieved by 1 April 2007. |
Once the individual SLAs have been reviewed and updated, the opportunity will be taken to produce an overarching strategic policy document, which will set out mutually agreed expectations consistent with a partnership agreement. |
Quarter 2 (2007/08) Revised to Quarter 2 (2008/09) Further revised to Quarter 3 (2008/09) |
Ongoing |
2.2.2 |
There should be discussions between the officers with the aim of a single monthly itemised invoice for all services provided through the partnership. |
We have taken the view that this is best explored once the individual SLAs have been revamped and agreed. Progress: The view is that the cost of achieving a single bill for all SLAs is unlikely to be offset by any reductions in fees/transaction costs. |
From Quarter 2 2008/09 |
Completed |
2.2.4 |
The partnership should include the delivery of efficiency savings as one of the key new partnership principles rather than presume that rates and charges should simply be raised by the rate of inflation each year and agreement on the achievement of targeted efficiency savings should take place at each annual review. |
Agreed. We expect the new SLAs to include a provision that properly acknowledges that both parties (the Authority and the County Council) share the common aim of achieving efficiency gains - particularly in the provision of support services. We expect `open book' accounting to take place so that the potential to identify scope for efficiency gains is enhanced. |
From Quarter 1 (2008/09) |
Ongoing |