Overview and Scrutiny

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

2. 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)

3. 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

4. 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

5. 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

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

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

8. 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

9. 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

10. 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

11. 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

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

13. 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

14. 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

15. Contract Monitoring Cont’ Format of meetings • Agenda standing items • Agree minutes of last meetings • Update on items outstanding • Key performance indicators • Any Other business

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

17. ANY QUESTIONS