Overview and Scrutiny Outline of Procurement Processes Contract Monitoring Single Tender Actions and Waivers

PROCUREMENT PROCESSES Identify Contract Need (PID) Review Contract Provision Amend Spec If Required Framework Agreement (OGC, FireBuy, Blue Light, Regional Collaboration) CSO 15 Restrictions Timescales - Determined by Process OJEU (6-9 months) Full Tender (3-6 Months), Mini Tender (2-3 Months), Collaboration (variable)

OJEU Tendering Process OJEU Process - 6/9 months Agree evaluation criteria – part of the notice Determine if straight to tender or requesting expressions of interest (PQQ) Determine Time Table i.e. tender to be issued, tender return date, tender evaluation, Interview date, award of contract (TUPE, CFA) Finalise Documentation

OJEU Tendering Process cont’ Agree Specification Complete OJEU notice, place on website Advertise contract on SECE website and/or specialist publications Complete Register, Expressions of Interest Competitive Dialogue (before final tenders) Despatch Tender Documents Closing Date For Submissions Open & Evaluate Tenders Challenge Processes

OJEU Tendering Process cont’ Interview Process Select Overall Best Provider (MEAT) Consider Standing Orders Award Contract Complete award of contract notice OJEU website Finalise contract documents

Non OJEU Contracts The processes is the same as OJEU, however no need for the tender to be advertised on the OJEU website.

FRAMEWORK AGREEMENTS CSO 15 All Office Government Commerce (OGC) All Central Buying Consortium (CBC) All FireBuy Contracts Mini Tender Process

COLLABORATION Thames Valley Cluster South East Region Regional Procurement Strategy RPE, PPE, Work-Ware, Appliances, IT Solutions, Property, Utilities, Agency/Consultancy, Training, Occ Health, Insurance, Smoke Alarms

Tendering Process – Projects Premises Projects – (Capital and Revenue) Babcock provided with project briefing sheet Design meeting with surveyor and PFM Outline feasibility proposal submitted and discussed with PFM and Customer

Tendering Process – Projects Feasibility agreed, tender documents prepared by surveyor Tenders sent out by Surveyors in line with standing orders, using the approved supplier listing Tenders returned to RBFRS in line with standing orders Open Tenders returned to Surveyor for evaluation

Tendering Process – Projects Tender Evaluation returned with recommendations Contractors Selected RBFRS raise purchase orders Contract issued for approval by Contractor and return to RBFRS Initial pre- start project meeting

Tendering Process - Projects Commencement of project Future review of project meetings arranged Project completed Snagging undertaken

Contract Monitoring From Award of Contract - Arrange implementation meeting with supplier for commencement of contract Agree programme of monthly, quarterly and annual contract review meetings - Agree method of reporting Key Performance Indicators Monitor and Manage Key performance indicates have are already agreed within the tender document and the contract should be monitored against these indicators

Contract Monitoring Cont’ Monthly review meetings – RBFRS contract manager i.e. Senior Accountant + contractors day to day contract manager. PFM would attend the 1st meeting of the contract Quarterly review meetings – RBFRS contracts manager + i.e. Treasurer +senior contracts manager Annual Contractual Review meeting – As above, + Procurement & Facilities Manager + Director of contractor PFM can attend any of these meetings if guidance is needed on managing the contract.

Contract Monitoring Cont’ Format of meetings Agenda standing items Agree minutes of last meetings Update on items outstanding Key performance indicators Any Other business Discussion should be around any issues that have arisen in the month or how poor performance is to be managed. Depending on type of contract i.e. premises contracts we would also check quality of work. Projects – capital projects are mainly undertaken under CDM (Construction Design Management regulations) and are subject to specific ways of working and monitoring. These are monitored by Babcocks as the CDM Administrators. - It does not absolve us of responsibility.

WAIVERS 3 Waivers to Standing Orders 12 months Grounds Maintenance Contract Cleaning Contract Training Centre Refurbishment

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