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Staffordshire Fire & Rescue Service - Preventing, Protecting, Responding

Procurement and tendering

Reference No: 035/2015
Request Date: 07/04/2015

Request


Please provide the name of and provider of your e-procurement / e-tendering system?

Of the modules you have purchased this, which are you actively using?

What do you see as the limitations to the current system;

  1. Does the current system meet your needs
  2. User friendliness / intuitiveness
  3. Workflows / processes unclear
  4. Hard to navigate
  5. Pages have too much information on them
  6. No user guide available
  7. No on-demand / immediate support
  8. Terminology / wording not suited to all types and levels of staff within the organisation
  9. Not efficient
  10. Other, please specify

Does your organisation have clearly defined and documented processes in relation to contract management?
Yes
No

If yes, approximately what % of Council staff use this;

  1. Below 25%
  2. 25%
  3. 50%
  4. 75%
  5. Over 75%

Do you have a dedicated contract management or monitoring function within the Council?
Yes
No

If Yes, where does this function sit within the organisation i.e. Procurement, Audit. Please provide a copy of Terms of Reference / Strategy for this function.

Do you have a central contracts register for all third party contracts and agreements entered in to by the Council? Please note, ‘Central’ refers to all contract data being held in one place i.e. within a legal or procurement function.

If yes, what is the lower limit of contracts placed on the register?

If yes, is the contract register;

  1. Own, bespoke - Excel, access type database
  2. Third party system / e-procurement solution - the Contracts Register Service, JCAD

How many current / active contracts do you have on your contracts register?

Of those current / active contracts on your register, how many do you have physical contact for (whether as a soft or hard copy)? It is approximately:

  1. less than 25%,
  2. 25%
  3. 50%
  4. 75%
  5. don’t know

Of those current / active contracts on your register, what is their combined total contract value

Of those current / active contracts on your register, what is their combined annual value

Of those current / active contracts, how many have you successfully renegotiated, varied or engaged and what was the saving you achieved in the last financial year from this activity in the last full financial year (2014/15)?

  1. Answer -
  2. Don’t know

Response


EU SUPPLY PLC
This is new to us and we are initiating training ready for use.

The limitations to the current system;

  1. It will be more than suitable for our requirements
  2. So far it seems very user friendly
  3. Very clear
  4. No
  5. No
  6. A guide and training is available
  7. Support is available
  8. Minimal staff usage so terminology is ok
  9. This process has not been used operationally yet
  10. N/A 

Does your organisation have clearly defined and documented processes in relation to contract management?
Yes

If yes, approximately what % of Fireservice staff use this;

a) Below 25%

Do you have a dedicated contract management or monitoring function within the Council?
Yes

Contract management sits with my self the Procurement Officer and falls in line with the contract standing orders that are currently under review.

Do you have a central contracts register for all third party contracts and agreements entered in to by the Council? Please note, ‘Central’ refers to all contract data being held in one place i.e. within a legal or procurement function.
Yes

If yes, what is the lower limit of contracts placed on the register?

We enter all contracts on to the register

a. Own bespoke

We havecurrent / active contracts do you have on your contracts register?
112

We have physical contact for (whether as a soft or hard copy)? It is approximately,

d) 75%

The combined total contract value
£2,341,998

The combined annual value
£1,620,779

a) Answer – The majority of our contracts are through frameworks or Staffordshire County Council. The procurement function saved £175000 on new contracts and changes in processes.