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Staffordshire Fire & Rescue Service - Preventing, Protecting, Responding

Procurement and suppliers

Reference No: 036/2015
Request Date: 20/03/2015

Request


  1. Do you have a procurement compliance function (department or responsible person)?
  2. How do you undertake analysis of the Council’s spend – using your financial management system or third party spend analytical tool?
  3. How often do you use that
    1. Monthly
    2. Quarterly
    3. Annually
    4. Other, please specify
  4. How many suppliers did you make a payment to within the periods;
    1. 2012/13
    2. 2013/14
    3. 2014/15
  5. What % of suppliers accounts for 80% of your spend (period covering 1 Apr 13 to 31 Mar 14)
  6. Does this spend analysis form part of Management Information presented / considered by a formal management group / procurement board?
  7. What’s the approval mechanism for spend;
    1. above £500
      1. budget holder
      2.  specific board
    2. £10,000
      1. budget holder
      2. specific board
    3. £25,000
      1. budget holder
      2. specific board
    4. £100,000
      1. budget holder
      2.  specific board
    5. £1,000,000
      1. budget holder
      2. specific board
  8. What is the level of early market engagement undertaken by your organisation. Is it carried out based on;
    1. Value threshold, if so what
    2. Risk
    3. Value and Risk
    4. Other, please specify
  9. Approximately, as a % of all procurements undertaken, what % involve early market engagement?
    1. less than 25%,
    2. 25%
    3. 50%
    4. 75%
    5. don’t know
  10. On what basis are you engaging with the market, as part of your early market engagement activity; tick all that apply
    1. Pricing models
    2. length of contracts
    3. service specification
    4. outcomes
    5. new technology / products
    6. contract packaging / lots
    7. other, please specify
  11. Do you have a formal process for the consideration of the following procurement processes and can you evidence this i.e. sample reports, documents, minutes etc.?
    1. Use of in-house service
    2. Use of existing contract
    3. Use of wider frameworks / collaborative arrangements
    4. Shared services with another body
    5.  other delivery model
      1. Joint Ventures
      2.  Local Authority owned Company
      3. Teckel arrangement
      4. Social Enterprise
    6. Decommissioning
    7. Demand management
    8. Facilitating sub-contract / consortium / partnerships

Response


  1. yes
  2. Financial management system and data manipulation using excel
  3. Monthly
    1. 2012/13 - 842
    2. 2013/14 - 772
    3. 2014/15  - 751
  4. 5.5%
  5. Yes, SFRS has a Critical Suppliers List
  6. SFRS has a scheme of delegation, a framework of authorisation levels depending on the budget need and the budget managers level/position; as follows;

    Authorisation Limits
      £
    Chief Fire Officer 1,000,000
    Deputy Chief Fire Officer 1,000,000
    Director of Prevent and Protect 250,000
    Director of Response 250,000
    Director of People 250,000
    Director of Finance, Assets & Resources 500,000
       
    Two signatures are required for authorisation in excess of £1,000,000 being one of the CFO or DCFO and one Director.
     
      Group 1 Group 2 Group 3
      £ £ £
    Level 1 100,000 30,000 5,000
    Level 2 30,000 15,000 1,000
    Level 3 15,000 5,000 500

  7. Value and Risk
  8. 25%
  9. service specification & new technology / products
    1. Improved in house printing facility by the introduction of industrial standard MFD
    2. Integrated Clothing Contract
    3. Devon & Cornwall Police E Tendering Framework
    4. Fire and Police combined Supplies Department
    5. iv Membership with SEWM
    6. Stock control system and SAP non stock ordering