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PROCUREMENT STRATEGY ACTION PLAN

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					22/02/05


PROCUREMENT STRATEGY ACTION PLAN
CORPORATE PROCUREMENT

Action                                                         Lead                Target    Progress
                                                               Responsibility      Date
Revise the corporate procurement strategy ensuring that the    M Thurman           Feb 05    Complete
objectives set are clearly communicated to those involved
and responsible, and that the means exist to measure the
implementation of those objectives.

Produce a forward plan which incorporates a position           M Thurman           Oct 04    Complete
statement against the National Procurement Strategy
recommendations to establish and measure the baseline
position and set the targets.

Provide updates as required to the Chief Executives            M Thurman           Ongoing
Management Team, on procurement activity and
implementation of the forward plan and implementation of
the corporate procurement strategy.

Put forward proposals regarding a permanent Procurement        M Thurman           July 05   Pursuing
Resource.                                                                                    opportunity of
                                                                                             establishing
                                                                                             partnership
                                                                                             with Ashfield
                                                                                             DC,
                                                                                             Bassetlaw DC
                                                                                             and Newark&
                                                                                             Sherwood DC
To ensure that Members are engaged in procurement              M Thurman           Ongoing
development.

To develop a central database of strategic procurement         A Pullen            Dec 05
projects, existing contracts, suppliers used and details of    M Andrews
future contracts.

To set stretching targets and performance measures which       Procurement Group   Ongoing   Establishing
deliver tangible improvements in procurement activity across                                 partnerships
the Council.                                                                                 with
                                                                                             neighbourin
                                                                                             g Councils


RISK MANAGEMENT, POLICIES AND PROCEDURES

Action                                                         Lead                Target    Progress
                                                               Responsibility      Date
To review and revise the Financial Standing Orders within      A Pullen            Feb o5    Complete
the Constitution taking into account the recommendations of    D Reynolds
the National Procurement Strategy.

To ensure that the Council’s policy on procurement includes    C Shipman           Aug 05
processes for the risk assessment allocation and
management.

To identify areas of risk throughout all procurement within    C Shipman           Ongoing
the Council, which may benefit from further detailed
examination.
22/02/05

To implement the “Gateway Review Process” and the                Relevant Project     Ongoing     Gateway
implementation within strategic high value/risk procurement      Manager                          Review
projects. (The contracts register will inform possible                                            implemented
candidates for the Review Process)                                                                for Major
                                                                                                  Housing
                                                                                                  Project.
To develop a “Code of Practice” for use by all staff involved    D Reynolds           Jan 05      Complete
in the procurement activity.

To ensure formal structured training takes place for             M Thurman            Ongoing     See Training
officers/members involved in the procurement activity            H Bullock                        Plan
within the Council.




BEST VALUE

Action                                                           Lead                 Target      Progress
                                                                 Responsibility       Date
Ensure that procurement expertise is brought to bear at key      Relevant Project     Ongoing
stages of Strategic Procurement Activities, and Best Value       Manager/Head of
Reviews (scope, market research, development of options          service
and options appraisal) to realise potential economies and
efficiencies. (The forward contracting plan will inform
precise and timely actions and responsibilities
Ensure the Council’s key approach to procurement is              M Thurman            August 05
reflected in the Community Strategy and the Best Value
Performance Plan
Ensure that the Performance Management Framework                 M Thurman            March 05    Complete
supports the delivery of Best Value by including and
addressing modern procurement practices
Identify and engage partners wherever possible to achieve        Relevant Project     Ongoing
continuous improvement in service delivery                       Manager/Head of
                                                                 Service


        TRAINING AND DEVELOPMENT

Action                                                           Lead                 Target      Progress
                                                                 Responsibility       Date
To ensure the training aims of the Procurement Strategy are      M Thurman/ Helen     August 05
linked to the Council's corporate training programme.            Bullock

To raise the profile of procurement within the Council and       M Thurman            Ongoing     Initiative
to establish 'ownership' of procurement within each                                               started
department across the Council.                                                                    August 2004
                                                                                                  with         the
                                                                                                  creation      of
                                                                                                  high       level
                                                                                                  procurement
                                                                                                  group.
To identify Members and officers involved (or who need to        M Thurman            Ongoing     First
be involved) in the procurement function across the Council,     H Bullock                        members and
assess their current procurement skills and carry out training   M Andrews                        officers
needs analysis, via Employee Development Plans where                                              training
appropriate.                                                                                      completed

Develop and deliver a training package that include the          D Reynolds, A        Ongoing     First
relevant procurement areas i.e. Contracts Procedure Rules        Pullan, C Shipman,               Procurement
and Financial Procedure Rules, risk management,                  M Thurman                        training
procurement systems and procedures, contract management                                           carried  out
and the use of the Council's financial management system                                          August 2004
etc. for Members and Officers.
22/02/05

To develop a structured approach to continuing development       Helen Bullock     Ongoing
for staff involved in procurement within the Council.




       ELECTRONIC PROCUREMENT

Action                                                           Lead              Target     Progress
                                                                 Responsibility    Date
To continue with the analysis of potential e-procurement         M Andrews,        March 05   Initial
systems, currently being carried out by the Procurement          L Cawar,                     evaluation of
Group, and to recommend to the CEMT a suitable option in         D Reynolds,                  options
the early part of 2005.                                          M Thurman                    complete

To work closely with the Notts Centre of Excellence and the      M Thurman         Ongoing
Procurement Forum in identifying all e-procurement linked
opportunities, such as sharing of County wide framework
agreements, joint working opportunities, common e-market
place, standardised supplier accreditation approach, supplier
rationalisation etc
To complete a comprehensive supplier and spend analysis,         D Reynolds        Dec 04     Complete
identifying the possible areas that might benefit from an e-
procurement approach.

To provide the Procurement Forum and Centre of Excellence        M Thurman,        Dec 04     Complete
with the supplier and spend analysis.                            D Reynolds
To encourage other neighbouring Councils to also complete        M Thurman         Ongoing
a similar analysis in order to allow a co-ordinated and          D Reynolds
informed approach to e-procurement opportunities
To assess and identify the opportunity to implement              M Andrews         Dec 05
purchasing cards throughout the Council via a pilot scheme       L Cawar
To increase the accessibility of information and                 L. Cawar          Dec 05
documentation available to suppliers through electronic          M Farley
format.

Encourage local suppliers and small, medium enterprises to       Procurement       Dec 05
become e-enabled, through workshops, supplier days etc.          Function
                                                                 E-procurement
                                                                 system provider
To develop corporate procedures to address the legal and         A Pullen,         Dec 05
security issues that surround e-procurement.                     D Reynolds
                                                                 J Burton
To utilise the new or updated financial management system        M Andrews         Dec 05
to its maximum capacity to create efficiency.                    L Cawar




PROCUREMENT MANAGEMENT INFORMATION

Action                                                           Lead              Target     Progress
                                                                 Responsibility    Date
Determine information regarding the current procurement          M Andrews         Dec 05
activity, i.e. the cost of raising a purchase order, paying an   A Jephson
invoice , etc
Determine the relevant required management information for       M Thurman,        Dec 05     Intranet site
procurement activity across the Council and this information     L Cawar,                     for
must be communicated to all relevant staff involved in           D Reynolds                   procurement
procurement, by effective use of an intranet site.                                            presently
                                                                                              being
                                                                                              established
22/02/05

Develop a corporate and consistent approach to procurement       A Pullen         Dec 05
related management information. Central registers relating to    M Andrews
planned procurement activity within the Council are to be
developed, co-ordinated and communicated



VALUE FOR MONEY AND EFFICIENCY GAINS

Action                                                           Lead             Target     Progress
                                                                 Responsibility   Date
To carry out a supplier/spend analysis, which will help to       D Reynolds       Dec 04     Complete
inform on the development of a plan for the rationalisation of                               apart from
the existing supplier base, establish the position regarding                                 mapping re
the extent that the Council does business with “local                                        “portfolio
suppliers” and to inform the procurement group in mapping                                    approach”
procurement expenditure using the “portfolio approach”.

Develop an understanding of the level of savings that could      M Thurman        Dec 05     Will require
be realised and how service delivery can be improved to                                      to     analyse
inform Best Value Review Programme.                                                          with
                                                                                             collaborative
                                                                                             partners and
                                                                                             e-
                                                                                             procurement
                                                                                             initiative
Establish internal processes for measurement, monitoring         M Thurman        Dec 05
and frequent review.      (Develop an appropriate value          D Reynolds
measurement model, which can be used in tandem with the
forward contract plan information, ie applying the value
measurement model to all contracts over £50,000)




PERFORMANCE MEASUREMENT AND MANAGEMENT

Action                                                           Lead             Target     Progress
                                                                 Responsibility   Date
Develop a corporate and consistent approach to the relevant      M Thurman        March 05   Relevant
procurement activity within the Council.                         D Reynolds                  procurement
                                                                                             related
                                                                                             documents
                                                                                             complete,
                                                                                             and to be put
                                                                                             on          the
                                                                                             intranet site
Determine appropriate procurement areas to develop relevant      M Thurman        Oct 05
performance indicators.

Identify suitable and appropriate mechanisms for monitoring      M Thurman        Oct 05
and reporting on performance indicators.                         D Reynolds

Introduce a performance management system                  for   D Reynolds       Dec 05
procurement. (Procurement Excellence Model)
22/02/05


SUSTAINABILITY AND WELL BEING

Action                                                           Lead                 Target    Progress
                                                                 Responsibility       Date
Require whole life costs to be recognised when determining       M Thurman            Feb 05    WLC
purchasing specifications and evaluation criteria                D Reynolds                     evaluation
                                                                                                software
                                                                                                available on
                                                                                                intranet site
Include environmental, social and economic considerations        J Burton             Oct 05
in contract terms and conditions                                 D Reynolds
Monitoring of contract/contractor performance against            M Thurman            Dec 05
equality, economic and environmental criteria
Ensure that all contractors delivering services abide by the     M. Thurman           Ongoing
Council’s Procurement Policy                                     J Burton
Ensure that all services delivered on behalf of the Council      M Thurman            Ongoing
reflect the Council’s Equal Opportunities Policy                 J Burton
Develop a sustainable procurement guide.                         D Reynolds           Oct 05



PARTNERSHIP ARRANGEMENTS

Action                                                           Lead                 Target    Progress
                                                                 Responsibility       Date
To develop and formalise procurement partnership                 M Thurman            Ongoing   Mansfield is
arrangements with other local authorities, private sector etc.   D Reynolds                     an     active
and utilise the suitable offerings of the recently established                                  member of
Nottingham Centre of Excellence, such as collaborative                                          the     Notts
procurement opportunities, and e-procurement joint working.                                     Forum and a
                                                                                                contributor
                                                                                                to the work
                                                                                                of the Centre
                                                                                                of
                                                                                                Excellence
To form a working resource from members of the newly             M Thurman            Dec 05
established Procurement Group, to include one cabinet            R Sutcliffe
member, and one officer, and accountable to the Chief            D Reynolds
Executive’s Management Team (CEMT) to identify
procurement opportunities from partnership working
arrangements and to identify service areas within the Council
that may benefit from a more commercial and innovative
way of delivering services.


CONSTRUCTION RELATED PROCUREMENT
Action                                                           Lead                 Target    Progress
                                                                 Responsibility       Date
To enhance competitive tendering by establishing more long-      M Thurman            Dec 05
term relationships based on clear measurement of                 Relevant   Project
performance and sustained improvements in quality and            Manager/Head of
efficiency.                                                      Service
To perform an audit of the Council’s current construction        A Pullen             Dec 05
projects to identify suitable types of work for applying the
construction related principles
To apply the “Gateway Review” methodology to those               M Thurman            Ongoing   First
projects identified as being high risk/value procurements.       A Pullen                       Gateway
                                                                 D Reynolds                     Review
                                                                 Relevant Head of               initiated Jan
                                                                 Service/Project                05         re
                                                                 Manager                        Housing
                                                                                                Project
22/02/05




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Description: PROCUREMENT STRATEGY ACTION PLAN