Outsource Contract Proposal

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					      Joint Working in Waste Management                                            Rushmoor Surrey Heath Borough Councils                                                                   Draft date: 01-March-2007




CONTINGENCY PLANNING
                                                                                                                                                              Assigned
No.                           Likely Event                            Impact    Type                                    Effect                                                             Contingency
                                                                                                                                                                  To
                                                                                                                                                              Strategic
      Political motivation changes within one Borough impacting                             Working partnership strained; Expect that the project
1                                                                       H      Internal                                                                       Overview Decision required to instruct the back out plan
      on whether the joint service is worthwhile / viable                                   collapses / requiring Boroughs to procure separate services
                                                                                                                                                                Group
      Information gained from current Contractors related to staff                          Further resource requirement to collate or confirm data;           Steering
2                                                                       M      Internal                                                                                 Outsource the work to external specialists
      TUPE, is unreliable                                                                   Additional cost to the joint team                                   Group
                                                                                                                                                                        That the Governance is reviewed before a 7 year
                                                                                            The Tendering exercise should dictate the mst cost effective
                                                                                                                                                              Strategic end-date; New Governance put in place, which
      Non-agreement on the length of Contract specific to the joint                         package. This may be for a Contract term beyond 7 years.
3                                                                       M      Internal                                                                       Overview may be one Borough managing and charging a
      working arrangement Governance                                                        The Governance surrounding joint working may not accept a
                                                                                                                                                                Group   management fee to the other for ongoing service
                                                                                            term exceeding 7 years
                                                                                                                                                                        delivery
                                                                                            Breakdown of pricing via the Tender process should highlight
      Mis-match of Services required by the 2 Boroughs rules out                            if action needs to be taken to a) match services b) accept        Steering   a). Accrue for additional expense to be incurred to
4                                                                       M      Internal
      any cost savings expected via joint working                                           that the apportionment of cost will weigh heavily to the           Group     improve service or b). Accrue additional expense to
                                                                                            Borough requiring further service cover                                      cover costs of higher apportionment.
      Legal Services in 2 Boroughs unable to agree the final legal                          Could delay the procurement process and potentially the final     Steering
5                                                                       M      Internal                                                                                 Outsource the work to external specialists
      documents to be in place for joint working                                            bid timing to agree the new Contract                               Group
                                                                                            If solution cannot be found, the joint service may not be         Strategic
      Waste disposal requirements add complication to the overall
6                                                                       M      External     economically viable; Boroughs to consider if back out plan        Overview Decision required to instruct the back out plan
      Contract - adding cost rather than making savings
                                                                                            must be instructed                                                 Group
                                                                                                                                                              Strategic
                                                                                            Option - Legal enforcement ? Additional cost to the Borough                 Framework agreement set with another Contractor
7     Current Contractor wishes to end Contract early                   H      External                                                                       Overview
                                                                                            involved                                                                    based on existing Contract with limited Contract life
                                                                                                                                                               Group
                                                                                                                                                                         Request Contractor offers integrated solution
      Potential Contractor not willing/ not able to comply with                             Establish at tendering stage the liklihood of opposition to the
                                                                                                                                                              Steering   satisfactory to both Councils ICT
8     arrangements for ICT /Call centre feed on missed                  M      External     joint working proposal and be prepared to instruct for a
                                                                                                                                                               Group     arrangements.Costs inbuilt to the Contractor pricing
      collections etc.                                                                      partnership package to be adopted
                                                                                                                                                                         for service delivery
                                                                                            Revisit the specification; Competitive dialogue;
                                                                                                                                                                         Prepare to re-tender from information gained in first.
                                                                                            Collaborative negotiation on activities required to be covered    Steering
9     Tendering process brings little interest from market leaders      M      External                                                                                  Consider if this affects the existing Contract end;
                                                                                            within the Contract. Time delay to process; Risk that the          Group
                                                                                                                                                                         Extend if necessary
                                                                                            Contract will not be in place - early 2009
      Resident opposition to wheeled bins in Surrey Heath                                   Requires statements from Leader / Chief Executive stating         Strategic
10    resulting in a media campaign to halt the joint working           H      External     that bin collections are more efficient + environmental           Overview Bring in expert resource to takle media onslaught.
      arrangement                                                                           friendly. In line with major section of the UK now                 Group
                                                                                            Communications Plan + ownership has to identify best ways
      Resident opposition to the joint working arrangement - seen                                                                                             Steering
11                                                                      M      External     of sharing information with the public from a very early stage               Outsource the work to external specialists
      as of no benefit to the community                                                                                                                        Group
                                                                                            of procurement.
      Communications Plan fails to keep pace with developments,
                                                                                            If weakness identified within the internal team/s, consider       Steering   Bring in expert resource to ensure messages are
12    whether related to joint working or, in one Borough on                   Internal
                                                                                            bringing in more resource, as fixed term or temp Contract          Group     received at the right moment
      specific waste issues                                             H
                                                                                            Failure to establish a robust procurement plan, identifying
                                                                                                                                                                         Request additional assistance of SECE or
                                                                                            roles & responsibilities; actions to be taken for slippage,
                                                                                                                                                              Steering   outsourced specialists to cover for any weakness in
13    Procurement Plan not approved by Scrutiny committee               H      Internal     requests for joint service or delivery expection - may have a
                                                                                                                                                               Group     BC procurement resourcing (currently only legal
                                                                                            serious impact on the timing and eventual outcome of the
                                                                                                                                                                         teams?)
                                                                                            process
                                                                                            Decision required to instruct other external Consultants, or                 Take necessary steps to ensure that sufficient
      SECE support withdrawn before the procurement process is                                                                                                Steering
14                                                                      M      Internal     hire in a fixed term employee/ secondment to cover.                          project management / procurement support could
      completed                                                                                                                                                Group
                                                                                            Additional cost to the joint team                                            be paid by the Boroughs




                                                                                          5cc00e39-0eb8-4b8a-9980-529147728e6d.xls                                                                                      Page 1
     Joint Working in Waste Management                                        Rushmoor Surrey Heath Borough Councils                                                                   Draft date: 01-March-2007



     Depot facility not seen as sufficient attraction in a new
                                                                                       If the proposition to use the Depot is not viewed as a benefit              Flexibility in the procurement exercise; pricing with
     Contract - Contractor may have suitable premises that                                                                                              Steering
15                                                                    M   Internal     by the Contractor, alternative may be to use the land for                   & without Depot. Work up alternative uses paper,
     would be used, using the joint service Depot may incur                                                                                              Group
                                                                                       other purposes or lease out to earn income                                  within the sub Project for Depot facility.
     additional chargeswithin the final pricing
                                                                                       Should costs of refurbishment outweigh the benefits of
     Refurbishment work / upgrading of Depot facility (including                       having the Depot available as part of the Contract Tender,                  a). Allow for additional expense of service or b).
                                                                                                                                                        Steering
16   the admin building) cost prohibitive to consider as a Capital    M   Internal     consider a) Contractor uses for his purposes + refurbishes to               Establish through options appraisal best use of land
                                                                                                                                                         Group
     expense                                                                           a recognised standard, included in the overall price. or b)                 /buildings to give income benefit to Council
                                                                                       Part or all of the Depot is leased out for other purposes
                                                                                                                                                                   1. Ensure details of the client team are shared and
     Support staff are not prepared to work from the Depot, or                                                                                                     consulted at an early stage. 2. Alternative Office
                                                                                       Any demoivation of staff via the process of the partnership
     are opposed to the client structure that the joint service                                                                                         Steering   accommodation be considered. 3 Change
17                                                                    M   Internal     arrangements may have impact on the morale and well being
     offers, or, individuals feel that their position has been a                                                                                         Group     management issues are taken seriously and
                                                                                       of the individuals/ teams.
     demotion                                                                                                                                                      reported back to the appropriate Director ,Head of
                                                                                                                                                                   Service
     Support staff expect that the joint service gives individuals
                                                                                       HR Issues may demoralise the individuals. A Change
     the same remuneration package irrespective of the Council                                                                                          Steering   If no internal capability, then outsource to specialist,
18                                                                    M   Internal     Manager may be required to assist the smooth transition of
     to which they are attached. Also query on pension scheme                                                                                            Group     reporting through the Steering Group or Director
                                                                                       the service and, individuals involved.
     arrangements
                                                                                       Steering Group have to be aware of any Risks, Issues and                    If slippage goes beyond the latest dates for activity,
     Project timetable moves due to unforeseen delays, or                              actions on which to base their recommendations or                           published in the Business Case, a decision to delay
                                                                                                                                                        Steering
19   extension of time allowed for evaluation and final bid details   M   Internal     decisions, inlcuding any slippage to the procurement                        the Contract start date/ extend the procurement
                                                                                                                                                         Group
     to be in place to agree a Contract Award                                          timetable and impact that may have on the final timing of                   term must be taken. Consequences are that the
                                                                                       awarding a new Contract.                                                    existing Contractors will expect due notice

     Financial benefits of working within a joint arrangement are                      Results from specialists WYGE do not gice sufficient             Strategic Go to individual procurement; ensure existing
20   not approved by the Cabinets as suffiecient to warrant a         M   Internal     confidence to Councils that the Governance arrangements          Overview systems can be maintained to offer a similar service
     partnership                                                                       will bring the anticipated rewards                                Group    to that currently in place




                                                                                     5cc00e39-0eb8-4b8a-9980-529147728e6d.xls                                                                                       Page 2

				
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