Purpose
This Procurement Strategy outlines the pivotal role of the Procurement function in fulfilling Derbyshire Fire & Rescue Authority’s commitment to delivering best value for money. It identifies key procurement priorities that align with local, regional, and national procurement policies, and the critical actions necessary to implement the strategy effectively. To promote effective procurement across the Service, we will adopt a flexible approach that responds to the rapidly evolving public sector procurement landscape. This strategy sets out a clear framework to ensure compliant procurement across the Authority. It aligns with the Government agenda, integrates the Authority’s ‘Our Plan 2023-2-26), and adheres to internal Contract Standing Orders and Financial Regulations. Additionally, it supports our commitment to sustainable procurement practices.
Background
Derbyshire Fire & Rescue Authority allocates approximately £20 million annually for non-pay expenditure on goods, services, and works. Procurement encompasses the entire life cycle of acquiring these resources, from identifying needs to contract completion or asset disposal, including recycling methods. Effective procurement is crucial for supporting front line service provision, achieving core objectives, and mitigating risks. Our procurement processes are designed to promote fair and open competition while minimising exposure to fraud and collusion. The procurement department delivers a professional internal support service, efficiently planning, designing, and commissioning purchasing activities. We benefit from professional support and peer challenge from Derbyshire Constabulary procurement officers, enhancing our procurement practices.
Applicability
Our procurement framework is governed by UK Law, providing a robust legal foundation for all procurement activities. This strategy applies to all external procurement and commissioning of goods, services and works. All procurement activity must comply with internal Contract Standing Orders and Financial Rules/Regulations. These orders define the applicable thresholds and prescribe the appropriate procurement procedures, ensuring compliance at all times. Our procurement framework is governed by UK Law, providing a robust legal foundation for all procurement activities
Our Vision - Making Derbyshire Safer Together
The Procurement Strategy will reflect our vision, values, Service priorities and the Core Code of Ethics.
Service Priorities
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Keeping our communities safe from fire and other emergencies
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Having a well-equipped, trained, competent and safe workforce available for operational emergencies
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Putting people first to maintain an outstanding culture of equality and inclusivity
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Managing the Service and the challenges within the current and future financial constraints to deliver value for money
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Continuous improvement through challenge and inspection
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Meeting the data and digital challenge as it evolves
Our Core Values
- Leadership: We listen, develop and champion our people
- Respect: We value the opinions of our people
- Integrity: Our actions will always be well intended
- Openness: We won’t hide anything and will share our experiences and knowledge
- Teamwork: We will achieve more together
Procurement Principles
Fundamental to this strategy are our Procurement Principles and objectives linked to Our Plan 2023-2026 as shown below:
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Theme/activity |
What are the objectives/ commitments (‘we will’ statements in Our Plan) in our strategy? |
How will we achieve this? |
What does success look like and how will it be measured? |
|---|---|---|---|
|
Procurement Keeping our communities safe from fire and other emergencies
Having a well-equipped, trained, competent and safe workforce available for operational emergencie Managing the Service and the challenges within the current and future financial constraints to deliver value for money Continuous improvement through challenge and inspection We will improve our understanding of our workforce and create an environment where all can achieve
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We will ensure that all procurement adheres to the relevant legislation and best practice detailed in the NFCC procurement/disposal of assets and outline invitation to tender. Where appropriate and beneficial, we will collaborate with our partners to best use economies of scale and benefit from joint procurement and tender processes. We will ensure effective and efficient procurement control and management. We will ensure legally compliant routes to market for all procurements. We will deliver innovative, cost effective and fit for purpose support service to internal customers. We will deliver value for money via modern, economically and socially responsible practice, ensuring fairness and transparency. We will increase the professionalism and commercial skills in our procurement activities. We will promote sustainability and collaboration in our procurement activities. We will Provide opportunities to local and SME (small to medium enterprises) suppliers to participate by increasing visibility of our procurement plans and opportunities. We will deliver cost savings and efficiencies. We will monitor and measure procurement performance, promoting continuous improvement |
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Success in this area will be the continued engagement and compliance with recommendations from external Local Government Association auditors. It will be measured through the review and monitoring of the contracts register. The outcomes of internal and external audits will also be evaluated |
General
For all procurement activities, it is essential to clearly define the desired outcomes and objectives, along with the steps necessary to achieve them. The assessment of risk associated with any procurement will be assessed and minimised accordingly.
All major procurement should be adequately planned, with careful consideration given to the resources required to achieve the desired outcomes.
Wherever possible, we will articulate requirements in terms of outcomes and performance, fostering innovation and flexibility.
Value for money
Our procurement procedures should be highly effective and focused on achieving value for money. We will employ whole life costing methodologies to ensure comprehensive cost analysis.
We will actively seek collaborative opportunities with other fire authorities and public sector bodies. The Authority will explore all procurement options for goods, services, and works, considering potential partnerships with fire authorities, police authorities, and local authorities.
Consistent use of corporate contracts and contracted suppliers across various areas will be prioritised to minimise risk. The Procurement department will ensure that all necessary agreements are in place through appropriate processes.
The Authority aims to process transactions electronically wherever possible. E-procurement solutions will be leveraged to enhance efficiencies, lower transaction costs, reduce off-contract spend, and minimise paperwork, thereby providing both financial and environmental benefits. The Procurement department will offer guidance, support, and training as needed.
Whole life costs will be a key consideration in purchasing and tendering processes. This includes evaluating not only the initial purchase but also maintenance, re-use, and disposal to ensure value for money.
We will continuously review Authority expenditure to identify and reduce off-contract spend, thereby minimising financial and Service risks.
*Off-contract spend is expenditure for goods, services and/or works from a source outside of a formal existing arrangement.
Equality & Diversity
Promoting equality and diversity throughout the procurement process and supply chain is a fundamental objective for the Authority. We will ensure that fairness, transparency, honesty, integrity, impartiality, and objectivity are integral to all procurement decisions.
Adherence to the Equality Act 2010 is mandatory. Our procurement processes will incorporate these requirements, ensuring consideration is given that suppliers follow best practices and uphold principles of non-discrimination across all protected characteristics, including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation.
Promoting equality and diversity throughout the procurement process and supply chain is a crucial objective for the Authority. Fairness, transparency, honesty, integrity, impartiality and objectivity must be evidenced in all procurement decisions.
Modern Slavery
Modern Slavery, as defined under the Modern Slavery Act 2015, encompasses various forms of exploitation, including servitude, forced or compulsory labour, and human trafficking. These acts involve the deprivation of a person’s liberty for personal or commercial gain.
Zero-Tolerance Policy: We maintain a zero-tolerance approach to Modern Slavery. The Authority is unwavering in its commitment to ethical conduct and integrity in all business dealings and relationships. We will implement and uphold robust systems and controls to ensure that Modern Slavery does not infiltrate our supply chains.
Consultation with Stakeholders
We will ensure appropriate consultation in all procurement decisions, with consideration proportionate to the scale, complexity, and value of the requirement. Different stakeholders may be required at various stages of the procurement process.
Stakeholders may include internal and external members, staff, service users, representative bodies, suppliers, and other fire authority members. This inclusive approach ensures comprehensive input and alignment with our Service priorities.
Training and Development
The procurement department will provide targeted training, guidance, and advice at a local level as required within the Authority. This aims to raise awareness and improve compliance with procurement rules and regulations, ensuring all stakeholders are well informed.
Risks
The Authority acknowledges the potential for fraudulent activity in the procurement of goods, services, and works. To mitigate this risk, we are committed to implementing and maintaining fair and transparent procurement processes. The detection, prevention, and reporting of fraud are collective responsibilities of all Members and employees of the Authority.
Everyone is expected to:
• Act with integrity.
• Comply with all relevant codes of conduct.
• Adhere to Contract Standing Orders and Financial Regulations.
• Raise concerns immediately upon suspecting any impropriety.
Members, staff, and the general public are encouraged to report any concerns regarding fraud and corruption through the following channels:
• Line Managers
• Internal Audit
• Chief Fire Officer
• Members
Continuous Improvement Procurement
performance will be monitored to identify both areas of good performance and opportunities for improvement. The Service is committed to addressing all recommendations from internal audit reviews promptly and effectively.
Procurement department staff will maintain up-to-date accreditations and qualifications, operating with the highest professional standards to ensure excellence in all procurement activities.
The Procurement Act is a new public sector procurement bill that is set to go live in October 2024. It aims to reform and reset the current EU-based laws on public procurement of goods and services within the UK. The Act aims to simplify the procurement process, increase transparency, and it will more effectively open up public procurement to new entrants such as small businesses and social enterprises so that they can complete for and win more public contracts. In light of the changes the new Procurement Act will introduce, The Procurement Strategy is in the process of being reviewed.