Procurement strategy

All goods, works and services we use must be procured in compliance with the relevant legislation and regulations, to ensure that we deliver the best value.

Our ambition

Our procurement strategy supports our ambition to be an outstanding fire and rescue service in the following ways:

By ensuring compliance and governance is forefront to every procurement to ensure we adhere to legal, ethical, transparency and internal compliance standards
By driving cost efficiency through strategic sourcing, supplier negotiations and cost-effective procurement processes and we will create added value, by going beyond cost savings to deliver value by ensuring quality, innovation and alignment to organisational goals
By driving sustainability, through environmental, social and governance (ESG) initiatives, by sourcing responsibly, reducing waste and fostering sustainable supply chains
By investing in our people to develop talent within the team by building skills and knowledge that adapts to the industry and procurement legislation
By adopting modern technologies like Al and automation to streamline procurement processes where possible and enhance decision making

Operating context and drivers for change

Our procurement capability is shaped by several statutory requirements. All procurements must be conducted according to the appropriate regulations, or they could be open to legal challenge.

The main legislation which we must comply with is:

Procurement Act 2023
Public Procurement Regulations 2024
Public Contracts Regulations 2015
Public Services (Social Value) Act 2012
Equality Act 2010
Modern Slavery Act 2015
Late Payment of Commercial Debts Regulations 2013
Local Government (Transparency Requirements) (England) Regulations 2015

Procurement pathways vary depending on the value of the contract. Thresholds and requirements are set out in the financial procedures approved by the Fire Authority.

We have adopted the following principles in relation to our procurement strategy.

Governance, Fairness and Transparency
Social Value (social, Economic and Environmental)/ Ethical Procurement
Best Value
Risk
Collaboration
Innovation and improvement
Alignment with Blue Light Commercial

Strategic drivers for change include:

Procurement Act 2023
Economic efficiency/ achieving best value
Social Value
Sustainability
Transparency and Accountability

Resources/ delivery model

We have a small specialist procurement team who lead and manage procurement processes as required from low to high value and complex contracts which require formal tendering and provide advice and support to buying departments. We have a Contracts Manager who focuses on the development and management of a comprehensive contracts register. The role is a self-funded post, identified through driving efficiencies and the generation of cashable savings realised by contract reviews, negotiations, changes and renewals.

All formal tenders must be advertised through thee-procurement portal. Some purchases can be made using a framework agreement via a direct award or mini-competition route. Where the requirement is highly specialised or unique and can only be sourced via one provider, procurement can be undertaken through a single source supplier arrangement with all contract notices being published as required by legislation. Any procurement with a contract value of £25,000 or more must involve the procurement team, who will support the process with appropriate authorisation being given as required.

Delivering the strategy

Over the life of this strategy, we will deliver the following:

Year 1	Procurements relating to the new fire station Procurement of replacement RTC equipment as part of continuing programme of renewal and replacement of equipment Procurement of replacement gas monitoring equipment on appliances and issued to specialist HMEPA officers Procurement of coveralls for use in wildfire firefighting Rollout of new service uniform Implementation of a new procurement helpdesk Comprehensive contracts register and associated management processes Procurement of new welfare unit Procurement of replacement light vehicle (multi-year workstream)
Year 2	Procurement of computer-aided facilities management system (2-year project) Procurement of replacement fire ground radios for appliances Procurement of replacement fire hoods Procurement of a new asset management system (2-yr project) Procurement of replacement fire appliances (multi-year workstream) Procurement of fleet maintenance contract (2-yr project)
Year 3	Support benchmarking and preparatory work for re-tender of facilities management contracts (multi-year project) Research to support the procurement of replacement of structural PPE for operational staff

Outcomes

The successful delivery of this strategy will result in:

Management of the impacts of a volatile and everchanging procurement landscape and supply chain, as affected by global events
Embed the procurement pipeline to support contract management
Successful delivery of Procurement owned projects as detailed in the ADP
Cashable savings realised through proactive contract management, at least sufficient to fund the Contracts Manager post
Full control/ oversight of all procurement activity over £25,000 to ensure and compliance with the NFRS scheme of financial management and Procurement Act 2023
Introduction of a procurement helpdesk to improved efficiency within the section