Procurement Process Report Framework Agreement for the Provision of Personal Protective Equipment for Firefighters

Transcription

1 Prcurement Prcess Reprt Framewrk Agreement fr the Prvisin f Persnal Prtective Equipment fr Firefighters Hannah Parfitt Prcurement Department Kent Fire and Rescue Service 1

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3 Executive Summary In 2014, Kent Fire and Rescue Service (KFRS) began wrk n the renewal f the Suth East and Eastern Reginal Persnal Prtective Equipment (PPE) Framewrk which was being accessed by 13 Fire and Rescue Services (FRS) and expired in June f that year. The new Framewrk wuld be pen t FRS, Plice Frces, NHS bdies, Scttish NHS bdies, Ministry f Defence and Nrthern Ireland DHSSPS within the UK. It includes the ptins f full structural firefighting PPE, a layered jacket, rescue jacket and als the prvisin f Urban Search & Rescue kit. It wuld als include bth fully managed and purchase nly ptins. In line with the steer frm Gvernment t cllabrate, a ttal f 20 FRS initially jined the prject with a ttal buying pwer f apprximately 70,000,000 with apprximately 20,500 wearers. Onging marketing with the aim f enticing mre FRS s t jin cntinued thrughut the prject with facilities being made t allw new entrants at any stage f the prcess. There was a requirement fr the Cllabrative PPE framewrk t be ready fr the summer f 2017 fr FRS t have their chsen ptin available fr January This reprt sets ut the prcurement prcess that was fllwed frm initial prject scping thrugh t implementatin. It shuld be nted that this prject cmmenced prir t the Fire Cmmercial Transfrmatin Prgramme being established and there was n natinal agreed apprach r dcumentatin at the time f initiating the prject. All dcumentatin and guidance fllwed the KFRS Prject Management Prcess. 3

4 PPE Prcurement Prcess Flw Chart Prject Scping Exercise Mind mapping Scping ptins Lessns Learnt Frmatin f the wrking grups Prject Bard Cmmercial Grup Technical Grup Creatin f Prject Dcumentatin Prject Management Plan Budget Allcatin Peple Impact Assessment Prject Status Reprt Risk Lg Cmmunicatins Strategy t supprt Fire and Rescue Services (FRS) in hw best t cmmunicate and engage with Suppliers Supplier Engagement Strategy a prcess fr hw the prject will cmmunicate and engage with ptential suppliers Set up Cmmunicatins Links Website Newsletters Central address Fire Service Engagement Thrugh market days Newsletters Unin Cnsultatin Arranging Inter Authrity Agreement fr thse that will be accessing the framewrk 4

5 PPE Prcurement Prcess Flw Chart cntinued Market Engagement Market Days Attendance at trade shws Meetings with suppliers Rute t Market Lts Framewrk/Cntract Single Supplier Prcurement Rute Specificatin and ITT dcuments Prcurement Prcess Stage One Stage Tw Stage Three Award Cst benefits Framewrk Management Implementatin Lessns learnt Initial meeting Signing the framewrk agreement Setting up call ff cntracts 5

6 Prject Scping Exercise Mind mapping The initial scping exercise invlved creating a mind map lking at all f the different aspects that needed t be cvered as well as all f the interdependencies fr the prject. This included the persnnel that needed t be invlved. In line with KFRS Prject Methdlgy, the Prject Spnsr and Prject Manager were identified and Technical and Cmmercial Leads t run the prject. At this stage this was enugh t get the Prject established. Scping ptins The requirement was discussed with the Kent Chief Executive as the Prject Spnsr. Three ptins fr the scpe were discussed and the preferred ptin was decided. The reasn that the scping ptin was initially discussed with Kent Chief Executive is due t a natinal strategy nt being available at the pint that the scping exercise tk place and these discussins tk place prir t the frmatin f the wrking grups. The prject wuld cnsist f tw wrkings grups, technical and cmmercial wh reprt int a prject bard. This mdel may nt be suitable fr all Natinal Prjects and each prject shuld be reviewed t determine hw they will be run. Fr example a requirement that des nt need as much technical input may nly have a cmmercial team with representatives frm FRS t develp the specificatin but nt as frmal as a technical grup. Lessns Leant All services that were invlved in the previus cllabratin and thse that were jining, fed back any lessns learnt frm previus Prcurement Exercises, particularly relating t PPE. This was cllated and used as the basis fr the initial discussins with the wrking grups. Frmatin f the wrking grups Fr all f the wrking grups that were established, a terms f reference dcument was drawn up. Prject Bard The Prject Bard cmprised f senir representatives frm each regin that was invlved in the cllabratin. The Prject Bard had the respnsibility t drive frward and deliver the utcmes and benefits f the Prject. Members were t prvide resurce and specific cmmitment t supprt the prject manager deliver the utline deliverables that were highlighted in the Prject Management Plan. T undertake this respnsibility effectively the Prject Bard cmmitted t: Sign ff the Prject Management Plan Reprt n a mnthly basis t the Prject Spnsr Receive reprts and mnitr prgress/authrise slippage 6

7 Review risks, issues and exceptins and determine apprpriate curse f actin based n recmmendatins Sign ff risk assessment, user specificatin and tender dcumentatin Sign ff prject stages/clsure including the recmmendatin reprt Maintaining cmmunicatin acrss participating services Cmmercial Grup The Cmmercial Grup cmprised f Prcurement Prfessinals representing five FRS within the cllabratin. The Cmmercial Grup, alng with legal representatin when required, ensured that a fair and transparent Prcurement Prcess was carried ut in line with the 2015 EU Prcurement Directives and that all equality issues were cnsidered in line with The Public Services (Scial Value) Act 2012 and the Public Sectr Equality Act. T undertake this respnsibility effectively the Cmmercial Grup develped and agreed the fllwing: Tender Dcumentatin Evaluatin Methdlgy Evaluatin and testing strategy Pricing Schedule Terms and Cnditins Arrangements fr de-briefs All dcumentatin and recmmendatins were reprted back int the Prject Bard by the Cmmercial Lead. Technical Grup The Technical Grup cmprised f Technical representatives frm FRS within the cllabratin including Fire Brigades Unin representatives. The Technical Lead fr this grup reprted back int the Prject Bard. The Technical Grup researched and develped an utput based user specificatin fr firefighter s PPE and USAR ensembles ensuring that all equality issues cntained within the prjects Peple Impact Assessment were duly cnsidered. An utput based specificatin was chsen t allw suppliers t have the flexibility t prvide innvatin but still ensuring that the prducts wuld meet the minimum perfrmance requirements agreed by the Technical Grup. It fcuses n the perfrmance that wuld be expected and prviding the minimum level f perfrmance required fr an item f PPE rather than cnstraining a supplier t prvide a specific item. The aim f the grup was t: Prduce a cllabratively agreed risk assessment in respect f Persnal Prtective Equipment in accrdance with PPE at Wrk Regulatins 1992 (Regulatin 6) 7

8 T agree a service delivery user specificatin fr the agreed scpe f Fire Fighting PPE. T agree a service delivery user specificatin fr a managed service t include any ther PPE that FRS s wish t be included in a managed service. T ensure cnsultatin with accredited safety/unin representative. All dcumentatin and recmmendatins were reprted back int the Prject Bard by the Technical Lead. Creatin f Prject Dcumentatin It was agreed that even thugh this was t be a natinal prject, as Kent were the lead Authrity, their prject methdlgy wuld be used. Prject Management Plan The plan detailed the full backgrund f the prject and an ptins appraisal fr cnsideratin by the Prject Bard. Benefits had started t be realised and these were detailed as well as the anticipated timescales and budgets assciated with the prject. The table belw shws a high level Prject Plan which includes the time perid fr a particular part f the prcess. Milestne Time Market research and engagement January 2015 April 2016 Risk Assessment cmpleted and agreed January July 2015 Specificatins cmplete and agreed July 2015 February 2016 Tender dcuments prepared and agreed July February 2016 PQQ s and OJEU ntice issued April 2016 PQQ respnses received and evaluatins May 2016 cmmenced Tender Issued t successful suppliers May 2016 Tender respnses received August 2016 Desktp evaluatins (Stage 1) August September 2016 Negtiatins September Nvember 2016 Prduct evaluatins (Stage 2) Octber - December 2016 Final ITT issued January 2017 Final ITT respnses received February 2017 Final Ensemble Evaluatins (Stage 3) March April 2017 Final evaluatin and recmmendatin f February April 2017 framewrk award Framewrk award May 2017 Framewrk prepared and signed May June 2017 Call ff cntracts available June 2017 The verall time perid required n this prject prir t the Prcurement Prcess cmmencing was 15 mnths. The prcurement prcess itself, including all f the required 8

9 steps was 13 mnths. It is imprtant t nte that fllwing the award, time is required t engage with Fire Services and ensure that they sign up t the framewrk s time shuld be allwed fr pst award engagement. Decisin Gate: This dcument required apprval by the Prject Bard befre the prject culd prgress further. Budget allcatin The Prject Management Plan included the csts that will be assciated t the prject. A budget f 123k was allcated which cvered travel, subsistence, legal fees, research fees and marketing. This did nt include the wages f the members f staff assigned t wrk n the prject. On cmpletin, the ttal spend was under budget and made a saving f 11.6k. Peple Impact Assessment It was imprtant t this prject that it gave due cnsideratin t the equality impact f its plicies/prjects n lcal cmmunities and its wrkfrce. In particular, it needed t cnsider the effect n emplyees and service users with prtected characteristics. Befre the prject culd be submitted fr apprval, reasnable steps were taken t research any further infrmatin required and/r engage in cnsultatin, in rder t be able t cmplete this impact assessment. This prject wuld affect Operatinal staff that are required t use PPE equipment t deliver the requirements f their rle. The impacts were identified and the Peple Impact Assessment was agreed by the Prject Bard prir t the Prject starting. This dcument went alngside the Prject Management Plan. Prject Status Reprt The reprt was based n a RAG system and was updated and presented t the Prject Bard at each meeting. It cntained the majr accmplishments fr the previus reprting perid and lked frward t the aims fr the next perid. The risks, prject milestnes and finances were als captured in the reprt. Risk Lg This was cmpleted at the start f the prject and amended by the Technical and Cmmercial leads thrugh the prcess. The risks with the highest prbability/impact were detailed within the Prject Status Reprt and presented each meeting t the Prject Bard. 9

10 Cmmunicatins Strategy t supprt FRS in hw best t cmmunicate and engage with Suppliers The aim f this Strategy was t prvide reassurance t FRSs, accredited representatives and Members f the prcess and understand what the prject was trying t achieve. The Strategy utlined why the prject had been started, why the PPE specificatins needed t be reviewed, hw and when the prject will take place and wh will be invlved in the prcess. The likely benefits that FRS wuld see frm the prject was als detailed. In rder t supprt FRS during the prcess, guidance was prvided t hw any queries raised by suppliers shuld be dealt with. This wuld ensure that a cnsistent and crdinated apprach was taken. Supplier Engagement Strategy a prcess fr hw the prject will cmmunicate and engage with ptential suppliers The aim f this Strategy was t prvide a rbust prcess fr cmmunicating and engaging with ptential suppliers that was fair and transparent. It als prvided ptential suppliers with reassurances that any infrmatin shared will be treated equally and cnfidentially if required. There were three phases f cmmunicatin which were detailed in the strategy. Phase One: Sft market testing stage t enable the Prject Team t gain a gd understanding f the prducts available. Intelligence gathered frm market sunding was used t frm the prcurement strategy and decide n the apprpriate prcurement prcess/rute t market. Cmmunicatin links were established as detailed within sectin Market Engagement. Phase Tw: During the tender prcess, all crrespndence with suppliers tk place via the e-tendering prtal t ensure a full audit trail was maintained. Phase Three: Fllwing the evaluatin f final tenders, cmmunicatin was made thrugh the e-tendering prtal with all tenderers receiving a full de-brief dcument which included relative advantages f the preferred tender in line with current Legislatin. Set up Cmmunicatins Links Website The website was created t prvide updates n the prject t bth Fire services and Suppliers and give details f events that the prject team will have a presence at. T ensure fairness and transparency, all f the presentatins delivered were made available t suppliers n the prject website as well as vide recrdings f the presentatins. The website als included infrmatin n the timescales f the prject and the strategy utlining hw suppliers will be cmmunicated with at varius pints in the prcess. 10

11 Newsletters The gvdelivery prtal was used as a central cmmunicatin tl fr individuals within the Fire Service. FRS culd sign up t receive updates n the prject as and when they were published. Please see Fire Service Engagement belw fr mre infrmatin. Central address A central address was created t deal with any queries relating t this prject. This prvided resilience during perids f staff absences, t ensure that all s are dealt with by a member f the team and prvided a full audit trail linked directly t the prject. Any s sent r received prir t the prject starting were mved int this inbx. Fire Service Engagement Market days The Prject Team held an additinal Market Engagement sessin which was held in a breakut rm at the Emergency Services Shw. A separate sessin was held fr Fire Services and Suppliers. The aim was t encurage new services t jin the cllabratin and prvide sme backgrund infrmatin n the prject. Newsletters The gvdelivery prtal was used as a central cmmunicatin tl fr individuals within the Fire Service. FRS culd sign up t receive updates n the prject as and when they were published. At the pint f cntract award, 8 updates had been circulated. A letter was sent ut t all f thse individuals that had already registered their interest in the prject and t all Fire Chiefs thrugh the CFOA netwrk frm KFRS Chief Executive. In this letter they were asked t register nt this prtal in rder t receive regular updates. It was anticipated that updates wuld be sent bi-mnthly. They prvided infrmatin n timescales, hw t get invlved with the prject, an update at each stage f the prcess and details f when the next meetings were being held. Unin Cnsultatin T ensure that the unins were cnsulted thrughut the prject, there was representatin frm Unin fficials n the Technical Team when drafting and agreeing the specificatins. Discussins were als held with the Natinal Health and Safety Representative n the prgress f the prject and visits were made t the wearer trials and relevant events thrughut the prcess. 11

12 Arranging Inter Authrity Agreement fr thse that will be accessing the framewrk Fllwing engagement with Suppliers, it was evident that there was sme cncern within the market abut the level f cmmitment frm Fire and Rescue Services t access the framewrk. As such, the Prject Bard agreed that an Inter Authrity Agreement wuld be develped, which wuld require Fire and Rescue Services, t sign up t take part in the prcurement and cnfirm their intentin t call ff under the framewrk agreement. Fllwing evaluatin and when a preferred bidder is appinted, each FRS wuld ensure that a reprt is submitted t their decisin making bdy giving details f the utcme f the prcurement. Hwever the final decisin as t whether t enter int that arrangement will be fr the FRS decisin making bdy. Market Engagement Market Days A series f market days were held with ptential suppliers prir t the Pre-Qualificatin Questinnaire and OJEU ntice being published. There were 3 market days as well as representatin frm the prject at the Emergency Services Shw. This enabled fficers t seek advice and pinins frm the marketplace prir t beginning the frmal tender prcess and update suppliers n the prgress f the prject. All invites t the market days were sent thrugh the Eventbrite system and they were als advertised n the prject website. These days aimed t infrm the suppliers f the requirement, the timescales fr the prject and gave them the pprtunity, in an pen frum t ask questins abut the prject. All sessins were recrded and made available n the website. These sessins were als an pprtunity fr the Sectr t btain a greater insight int the health f the market (i.e. capacity t meet Natinal demands and whether there are any new entrants r ptential cnsrtiums being created t meet the Natinal requirement) and the general appetite t respnd t a Natinal tender, testing the requirement in the prcess. Attendance at trade shws The Prject held an additinal Market Engagement sessin which was held in a breakut rm at the Emergency Services Shw. A separate sessin was held fr Fire Services and Suppliers. The aim was t give suppliers an update n the timescales fr the prject and FRS s requirements at that pint in the prcess. The Technical Lead attended Interschutz 2015 and meetings culd be arranged by suppliers if they wished t discuss any new (innvative) designs/prducts that were being released. This was n a 1:1 basis which was f benefit as suppliers were mre pen abut their 12

13 Cmmercial IP in this clsed frum. Suppliers wh had prducts in develpment that were nt being released at either Interschutz r the Emergency Services shw, culd submit their details by . A cnfidentiality agreement culd be signed if required. Meetings with suppliers All suppliers were welcmed t submit infrmatin abut their current prduct ranges. All suppliers were given the pprtunity prir t the PQQ being issued, t arrange a meeting with the Cmmercial and Technical Leads t discuss the prject and their prduct ranges. Rute t Market A Prcurement Reprt was develped by the Cmmercial Team and agreed by the Prject Bard. This reprt prvided the justificatin fr the recmmendatins t the Prject Bard with regards t the use f Lts, Framewrk/Cntract, Single Supplier cntract mdel and the Prcurement Rute that wuld be taken. Decisin Gate: The Prject Bard were required t agree this recmmendatin Lts The use f Lts were cnsidered accrding t Regulatin 46 f the Public Cntracts Regulatins It was agreed that the use f lts wuld nt be suitable fr this prject fr the fllwing reasns: Technically difficult as cmpatibility between the different elements f PPE needs t be executed. This wuld be difficult t implement if there were different suppliers awarded different lts. The use f lts des nt allw fr the management f PPE under a fully managed service ptin. Due t the vlume f wearers that this prject may be prviding fr, true ecnmies f scale will nly be achievable with ne supplier and this wuld nt be pssible if lts were attributed t the prject. One supplier wuld nly be able t win a limited number f lts and the risk wuld fall back nt the FRS t manage. C-rdinatin f different lts wuld be cstly t the FRS Framewrk/Cntract The Cmmercial Grup prduced a matrix fr the suitability f bth a framewrk and a cntract and detailed the advantages and disadvantages fr bth. The advantages f a framewrk utweighed the advantages fr using a cntract. This apprach was agreed and advised that the mst suitable rute fr this prject wuld be a framewrk. The advantages and disadvantages fr chsing a framewrk/cntract are detailed belw: 13

14 Framewrk Advantages Allws flexibility fr Fire and Rescue Services (FRS) t get what they require Different ptins with regards t the service prvided can be included Simpler lcal management and cntrl by FRS t manage call ff cntracts Direct cntrl/cntact between each FRS and the supplier Benefits f vlume acrss the UK Flexibility t allw FRS t access the framewrk ver the framewrk term which will allw services wh are unsure abut their future funding t cnsider Strnger frce/impact f a united frnt frm the FRS t the supplier Previus experience and knwledge f managing framewrks Allws business cntinuity fr supplier and FRS Allws fr a mechanism fr services t cme n bard and fr the prices t be reduced accrdingly fr all services. Will help determine whle life csts at the start f the prject Less wrk fr each FRS as a mini cmpetitin wuld nt be required fllwing cntract award Ability t shw within the ITT hw many FRS are included and indicative dates f when call ff cntracts will be established Disadvantages May nt knw definite numbers r have buy in frm FRS prir t issuing the tender dcumentatin r at the pint f cntract award Wrk will be required by each FRS t set up call ff cntracts and manage their cntract nce established 14

15 Cntract Advantages Buy in frm FRS wuld be knwn prir t the tender being issued As the vlume f kit required wuld be knwn, it wuld prvide certainty fr the suppliers and may increase the number f bids based n a firm cmmitment Disadvantages Only ne FRS managing the whle cntract fr everyne Separate agreements with main FRS managing the cntract and ther FRS and the requirement fr SLA s Liabilities n ne FRS Legal cmplexities fr setting up separate agreements and terms and cnditins Cmplicated perfrmance structure and wuld need t be managed by ne FRS n behalf f all FRS Increased central staffing requirements Nt ging t get benefit if yu d nt jin the cntract at the beginning Less buy in frm Fire Services as the kit that is being prvided under the cntract wuld be unknwn until it s awarded Less cntrl fr individual Fire Services/reprting structure cmplexities Unknwn future funding may mean that FRS are unlikely t sign up withut knwing the pricing structure The use f existing framewrks such as the Yrkshire Purchasing Organisatin (YPO) and the Central PPE & Clthing Cntract (CPCC) were explred. Bth framewrks were assessed and did nt meet the peratinal needs required by the existing cnsrtium, in that it will nt ffer the same service standards that are currently received. The timescales fr bth f these framewrks als did nt meet thse required by the participating FRSs. Single Supplier The Cmmercial Grup prduced a matrix utlining the advantage and disadvantages t determine whether the award culd be made t ne r multiple suppliers. A lt f the cmpnents t an ensemble are surced thrugh third parties and suppliers were encuraged t wrk tgether in rder t prvide the best ensemble. The Persnal Prtective Equipment (PPE) at Wrk Regulatins states the respnsibility placed n an emplyer fr where the risk cannt be remved in any ther way. This prject specifically lked t transfer certain aspects f this risk nt the supplier. The risk wuld be t high fr an FRS t maintain these regulatins, particularly if multiple suppliers were used; therefre, based n the level f risk f transferring the respnsibility nt an FRS t cmpile an ensemble, the recmmendatin was t have a single supplier. 15

16 Prcurement Rute The Cmmercial Grup discussed the pssibility f using the cmpetitive with negtiatin prcedure as well as the restricted prcess and discussed the advantages and disadvantages fr bth prcedures. The discussins included input frm the Technical lead and legal representatives. It was agreed that the cmplexities f the pricing schedule wuld determine whether cmpetitive negtiatin wuld be used. The specificatin wuld be utput based and cnversatins regarding the requirements were determined thrugh the market days which fllwed the prcess set ut in the supplier engagement strategy. Independent legal advice was sught which cnfirmed that it wuld be pssible t g thrugh the Cmpetitive with Negtiatin Rute. This was detailed within the tender dcumentatin. The Cmmercial and Technical grups bth agreed that there wuld be a need t negtiate but nly n specific parameters f the tender submissins. These were the Fully Managed Service, Pricing Mdels and Terms and Cnditins. It shuld be nted that a PIN ntice was nt used fr this prcurement prcess. This was due t the length f time that the market engagement ccurred and it wuld have fallen utside f the 12 mnth perid allwed fr a PIN ntice t be published befre the PQQ was issued. There was a risk that nt all suppliers wuld have seen the engagement pprtunities that tk place but this risk was lw due t the knwledge f the market place and the number f suppliers that culd deliver the requirement. Due t the cmplexities f the requirement, there was n requirement t shrten the length f the tender stage s there was n benefit t this prject t issue a PIN ntice. The length f time the tender was with suppliers was actually increased t ensure that quality submissins were returned. Decisin Gate: The Prject Bard agreed with the recmmendatin fr the use f the Cmpetitive with Negtiatin Rute. Specificatin and ITT dcuments Fllwing the utcmes f the risk assessments, market research and end user feedback, an utput based requirements specificatin was cmpleted fr all elements f the ensemble and fr the requirements f the fully managed service. An independent research bdy was used t justify any elements f the specificatin where the requirement exceeded the British Standard. T ensure that a fair and transparent prcurement prcess was carried ut in line with the EU Prcurement Directives, dcumentatin was checked by a legal representative t ensure cmpliance. Decisin Gate: All dcumentatin was agreed by the Prject Bard prir t being published 16

17 Prcurement Prcess The prcurement wuld fllw a Cmpetitive with Negtiatin rute. Pre-Qualificatin Questinnaires (PQQ) were sent ut and evaluated and the successful suppliers were issued the Tender dcuments. Six cmpanies submitted PQQ s and fllwing the evaluatin prcess and apprval by the Prject Bard, three cmpanies were invited t tender. Decisin Gate: The Prject Bard were required t apprve the PQQ recmmendatin reprt fr which suppliers prgressed thrugh t the next stage. Stage One On receipt f tenders, an initial desktp evaluatin was carried ut. This included the technical specificatins. Representatives frm the Cmmercial Team, Technical Team and Prject Bard carried ut the evaluatins. Any pass/fail elements were evaluated at this stage and then main tender respnses reviewed t enable negtiatins t take place, specifically relating t the initial pricing, managed service and technical specificatins. Negtiatins with suppliers als tk place during this stage. Each supplier had 2 days f negtiatins with representatin frm an independent Legal advisrs and members frm each f the wrking grups. During this stage, the aim was t nly eliminate prducts frm the prcess, rather than lking t eliminate tenderers cmpletely. Stage Tw Fllwing Stage 1 desktp evaluatins, the prducts supplied by each tenderer were evaluated t determine the best perfrming elements f an ensemble, 3 ptins were able t be prvided fr Stage 2 evaluatins. The tunic and trusers were required t have had 5 washes prir t being prvided fr the trials. These scres did nt frm part f the main evaluatin Matrix and they were nly used fr prduct selectin based n the highest scring prduct. The prduct evaluatins were carried ut using methdlgy based upn BS 8469: 2007 Persnal Prtective equipment fr firefighters Assessment f ergnmic perfrmance and capability Requirements and test methds with 28 wearers frm acrss the cuntry. Each pair f wearers was allcated an fficial recrder wh bserved them n the fire grund and nted any cmments the wearers made whilst they were trialling the ensembles. Fllwing negtiatins and cmpletin f the prduct evaluatins, the final tender dcumentatin was issued t suppliers. All three suppliers respnded t the final ITT. Decisin Gate: The Prject Bard were required t review and apprve the recmmendatin f each supplier s final ensemble. The final ITT dcumentatin was als agreed by the Prject Bard. 17

18 Stage Three Fllwing Stage 2 prduct evaluatins, the best perfrming prducts frm the evaluatins were cllated t make a final ensemble, fr each supplier. The tunic, trusers, glves and fire hds fr each wearer, were required t be laundered and the same kit returned ready fr Stage 3 evaluatins. Each pair f wearers was allcated an fficial recrder wh bserved them n the fire grund and nted any cmments the wearers made whilst they were trialling the ensembles. Suppliers were required t re-submit their tenders with their best and final ffer based n the final ensemble selected thrugh Stage 2 and resubmit elements f their tender frm discussins held at the negtiatin sessins. Each f the Cntractr s final ensembles were evaluated by the wearers using methdlgy based upn BS 8469: 2007 Persnal Prtective equipment fr firefighters Assessment f ergnmic perfrmance and capability Requirements and test methds. The scres were then inputted in the final evaluatin matrix. Award The tenders were evaluated n the basis f the criteria published in the tender dcument which was the mst ecnmically advantageus tender (MEAT) in terms f cst (40%) and quality (60%) An award recmmendatin reprt was presented t the Prject Bard by the Cmmercial Lead. Decisin Gate: The Prject Bard apprved the recmmendatin and an award was made t the successful supplier. The successful supplier was ntified and the 10 day Alcatel Standstill perid enfrced. Cst Benefits Savings will be made thrugh cllabratin, nt nly thrugh ecnmies f scale but als because f reduced duplicatin f wrk cnducted by individual services by nt having t g ut t market fr the prvisin f firefighting PPE. The cst fr KFRS t run the prcess was apprximately 111k and this did nt include the wages f the resurces allcated t run the prject. The cst mdel within the prject als enables vlume discunts, thereby ptimising the cllective buying pwer f the FRS and generating cashable savings. This will nly be realised as services access the framewrk. Services will als benefit frm the reductin in time and resurce t place a call-ff via this framewrk as there is als n requirement fr mini cmpetitins r additinal charges fr FRS wishing t access the framewrk. 18

19 Framewrk Management KFRS, as the Natinal Lead fr the Clthing Categry was respnsible fr the prcurement prcess, award and are the legal entity named n the cntract n behalf f all UK FRS. KFRS shall therefre als be respnsible fr the nging management f this Framewrk Agreement. Quarterly cntract meetings and regular technical meetings will be held with the successful supplier. All services accessing the framewrk will be invited t attend these meetings. As the framewrk grws there may be a requirement fr sme meetings t be held reginally but this will be determined as services sign up. Implementatin Lessns Learnt All wrking grups were required t prvide feedback n the relevant areas f the prcess fr their wrking grup. This has been cllated in a master Lessns Learnt dcument and will be available fr circulatin. The aim f this dcument is t ensure that all cmments are captured fr the areas that went well and particular aspects that culd have been imprved upn. This can then be used fr futures prcurements. Initial meeting Prir t signing the Framewrk Agreement, a meeting was held t agree the final layut/design f the garment, i.e. radi lps, pen pckets etc. and t ensure that the Framewrk Agreement was ready t be signed. Signing the framewrk agreement The agreement was signed with the successful supplier fr Fire Services t start accessing the Framewrk. The Framewrk is fr a perid f 4 years. In rder t access the infrmatin n pricing and the fferings available thrugh the Framewrk, FRS were required t sign a Cnfidentiality Agreement. Fllwing the signing f the Framewrk, FRS that signed the agreement were sent an encrypted CD which included all the relevant infrmatin regarding the Fully Managed Service and Purchase Only pricing mdels and the Terms and Cnditins fr the Call ff Cntracts. Setting up call ff cntracts Call ff cntracts culd be set up with the supplier by each FRS fllwing their wn internal decisins t access the framewrk. The Call ff cntracts are fr a perid f 8 years. Call-Off Cntracts awarded via the Framewrk Agreement shall be the respnsibility f the relevant Participating Authrity. 19