Better Commissioning Better Services Better Outcomes - The Leeds Approach

Introduction □ Tony Bailey – Strategic Category Manager □ Stacey Gilman – Senior Procurement Projects Officer □ Nigel Hill – Senior Procurement Projects Officer □ Leeds City Council – Adults & Health Category Team □ Contact:

Background □ Purpose □ Annual Council spend of £800m on external goods, works and services □ Service amalgamation – January 2012 □ Review existing documents and processes to simplify, standardise and share □ Effective Procurement □ Savings □ Reduction of off and non contract spend

Category Plan □ The purpose:-  Strategic overview of the key drivers for each category and potential market  Reduce expenditure and to improve outcomes.  VfM from goods, works and services we buy  The plan seeks to realise the benefits for the council from its procurement activities:-  Improved governance and assurance  Improved engagement and transparency  Improved support for the council’s wider ambitions

Category Plan - Contents □ Areas of inclusion:-  Category value  Current contractual relationship  Current stakeholders  Market analysis  Benchmarking  Future demand  Risk Registers  Social responsibility  Options Appraisals  Communication & engagement etc

Adults and Health Category Structure

TPP – The Journey □ Analysis of current processes □ Adopting best practice □ Consultation with clients □ CLT & Executive Board approval □ Adoption by procurement officers

Implementing Effective Procurement □ New process □ Training to support roll-out □ Period of transition with performance targets for individual officers to ensure consistent implementation

Provider Benefits □ Consistent approach –providers know what to expect □ They want to bid for opportunities in Leeds □ Documents that are easy to understand, navigate and complete

Leeds City Council Benefits □ Easier for clients to understand and access process □ Consistent approach □ All relevant areas considered when undertaking procurement □ Ensures compliance with legislative and procedural requirements □ Contributes towards achieving value for money □ Develops a centre of excellence

Procurement Documents and Toolkits

Planning Documents □ Category plan □ Procurement plan □ Communication & Engagement plan □ Contract management plan □ Annual review notes □ End of contract report

Category Plan

Procurement Plan

Communication and Engagement Plan

Contract Management Plan

Annual Contract Performance Review

End of Contract Report

Social Toolkits □ Employment & skills □ Community benefits □ Social value

Employment & Skills Toolkit Primary Purpose Benefit

Economic Toolkits □ Third sector □ SMEs □ Social enterprises

Third Sector Engagement Primary Purpose Benefit

Management Toolkits □ Communications □ Risk □ Soft market testing

Market Analysis Primary Purpose Benefit

Delivery Documents Consistency in structure and approach enables bidders know what will be expected; □ Part 1 – Tender Instructions □ Part 2 – Specification □ Part 3 – Financial □ Part 4 – Contract terms & conditions

Examples of Use □ Integrated Services for Sexual Health □ Integrated Drugs & Alcohol Services □ Assistive Technology Services □ Day Service Modernisation Schemes □ Sikh Elders Service

Benefits Realised □ Better engagement from providers □ Fair, open and MORE transparent □ Specification fit for purpose □ Use of toolkits mean the specification has better and more specific outcomes □ Providers ‘self-select’ opportunities □ Providers clearly understand the service after seeing specification

Summary □ Improved outcomes □ Better services □ Better value for money □ Contact:

Any Questions? □ Thank you