Item No. 2 SUBJECT: MCC/GPA – PROPERTY & FM SERVICE COLLABORATION MEETING: INDIVIDUAL CABINET MEMBER DECISION (Cllr Phil Murphy) DATE: 12TH MARCH 2014 DIVISION/WARDS AFFECTED: ALL 1. PURPOSE: 1.1 To obtain approval for Monmouthshire County Council to establish a collaborative alliance with Gwent Police Authority for the provision of Property and Facility Management Services. 2. RECOMMENDATIONS: 2.1 To implement a collaborative service agreement for the provision of Property Services & Facilities Management across Monmouthshire County Council and Gwent Police that delivers economic, efficient and effective outcomes for both parties. 3. KEY ISSUES: 3.1 Since 1996 MCC has provided technical property services for Gwent Police via a Service Level Agreement and developed a substantial amount of knowledge of the Police estate. For the past two years both organisations have piloted a collaborative arrangement and thereby aligned and streamlined their processes to improve efficiency and achieve value for money for both organisations. Examples of this include: 1 A Framework Contract between Gwent Police, MCC and Torfaen County Borough Council. This is a joint contract to use the combined purchasing power of the three organisations to reduce the costs of Estate works. For Premises Management and Maintenance, Electrical Testing and Inspections, Grounds Maintenance, Asbestos Management and Legionnaire’s Disease Management both organisations share management policies and processes. Joint site working at Police Headquarters and co-ordination of work programmes to achieve best use of professional skills. A joint Estate and Facilities Service helpdesk. All calls for Gwent Police estate related issues are now received and processed by MCC. Payments to contractors on behalf of Gwent Police are made by MCC under an approved process agreed between the two organisations’ respective Finance Departments. 3.2 An element of the property and FM service covers cyclical inspections, testing and certification of premises so that they comply with all the legislation for safe working in premises. This work cannot be left unattended and must be managed by experienced and trained individuals. 3.3 The aforementioned experiences have led to a realisation by both organisations that the existing traditional method of working could be improved and that the overall provision of Property and Facility Management services can be made more efficient and resilient via a collaborative approach. 4. REASONS: 4.1 There are numerous benefits to establishing this agreement and working in a collaborative way including resilience, streamlined processes, greater purchasing power, improved knowledge retention and career development. 4.2 A Summary of the benefits of establishing a collaboration between Gwent Police and MCC are detailed in the table below. 2 Category Description User Experience Shared Help Desk facility, with streamlined processes which also provides greater resilience. Single Point of contact for all internal and external customers. Staff Streamlined tasking process within both MCC and Gwent Police. More efficient allocation of appropriately skilled staff; promoting greater staff and customer satisfaction. Greater opportunities for staff to develop skills and experience enabling a greater range of projects to be undertaken. Develop the knowledge and skills of the staff involved with the joint estate. Reduction in duplication of processes resulting in improved value of service delivery Business Continuity Guarantee of future work and income generation. Ability to provide technical services on major works investment providing additional fee income. Seamless transition from contract model to collaborative model saving the time and cost of transition arrangements. Resilience is developed for both organisations so that demands caused by staff absence and unplanned works can be met without the need to use external resources or reduce the quality of services offered. Legislative Compliance Maintain the knowledge and skills of the staff involved with the joint estate, including knowledge of legislation on public sector buildings. Health & Safety Service delivered across both organisations by joint team, creating consistency and economies of scale. Opportunities to cover more of the joint estate with compliance and monitoring officers Information Shared asset management information and project data to avoid duplication and information clashes. Shared Project Data to enable learning and best practice of projects. Systems Single Estate Management System for statutory and reporting requirements. Management Streamlined management process within both MCC and Gwent Police. More efficient allocation of staff resources. Procurement Elimination of time spent completing pre-qualification questionnaires and tender submissions. Reduction in time and cost spent on developing OJEU tender documents. Greater purchasing power is available. Staff time spent on market testing and procuring the services that can be delivered by a collaborative venture. Electronic Order and payment processes reducing the cost of transactions. 3 Finance Streamlined payment to contractors enabling improved payment times. Improved payment periods for contractors benefiting SMEs cash flows. Reduced time spent invoicing for services provided against current service level agreement. Value for Money The establishment of a collaborative model that other public sector organisations can join or replicate, potentially reducing the contributions required by existing members of the collaboration. Exemplar Provision Demonstration of MCC and Gwent Police commitment to collaboration as highly recommended by Welsh Government and Constructing Excellence Wales 4.3 The collaboration will change processes that create separation and replace them with one streamlined process supported by single procedures that comply with Standing Orders and other Corporate Governance requirements. This can be achieved as the two organisations have the same goals and objectives to deliver appropriate facilities and estate services. 5. RESOURCE IMPLICATIONS: 5.1 The collaboration will be governed by a board with representatives from both Gwent and MCC. The board will oversee the governance and financial aspects of the collaboration. 5.2 The services provided by the collaborative model are under the day to day management of staff from MCC. 5.3 Operational delivery will be from a combination of MCC and Gwent Police resources. 5.4 Set-up and implementation of the collaboration will be done using existing resources from MCC and Gwent Police. 5.5 There will not be any financial implications of implementing this collaboration 6. SUSTAINABLE DEVELOPMENT AND EQUALITY IMPLICATIONS: Attached 4 7. CONSULTEES: All Cabinet Members Leadership Team 8. BACKGROUND PAPERS: Appendix 1 – Business Case 9. AUTHOR: R M O’Dwyer – Property Business Services Manager 10. CONTACT DETAILS: Tel: 01633 644452 E-mail: [email protected] 5 Appendix 1 Business Case For Change Gwent Police and Monmouthshire County Council Joint Business Case for the Delivery of Estates and Facilities Management Service Reference: MCC/GPA RMOD V9.2 Scheme Description: Collaboration between Gwent Police and Monmouthshire County Council for the provision of Estates and Facilities Management Services. Date: 5th February 2014 Version:9.2 Contact Name: David Young, Principal Financial Accountant. Contact Number: 710 4479, 01633 642466 2a. Estates Facilities Collaboration Business Case Index Section Page 1 Executive Summary 3 2 Introduction 4 3 Objectives 7 4 Services 7 5 Benefits 10 6 Governance 11 7 Finance 11 8 Conclusions, Recommendations and Approval 12 9 Staff Consultation 14 10 Benefits Management 14 11 Project Team 14 Appendices Page 1 Gwent Police Estate 15 2 MCC Estate 23 3 Gwent Police Estate and Facilities Department – 27 Organisation Chart 4 Gwent Police Estate and Facilities Department – Staff 28 Budget 2013/14 5 Gwent Police Estate and Facilities Department – 29 Planned/Un-planned Maintenance Budget 2013/14 6 MCC Property Services Department – Organisation Chart 30 7 MCC Property Services Department – Staff Budget 31 2013/14 8 MCC Property Services Department – Planned/Un-planned 32 Maintenance Budget 2013/14 9 Services and Service Levels 33 10 Weekly Inspection Logs 41 11 Cost of Collaborative Service Provision 42 12 Governance Arrangements EFS 43 2 1. EXECUTIVE SUMMARY 1.1 This business case presents the provision of Gwent Police’s Estates and Facilities Services and Monmouthshire County Council’s (MCC) Property and Facilities Management Services. 1.2 The Gwent Police estate comprises of 66 properties covering 48,215m2 and the MCC estate comprises 315 properties covering 162,474m2. 1.3 Gwent Police’s Estate & Facilities Department consists of a team of 9.01FTE staff. Professional services such as architecture, engineering, surveying and design have been resourced from MCC since 1996. This currently exists on a contractual basis which ends 31st March 2014. 1.4 The MCC Property Services Department consists of a team of 32.90 FTE staff. 1.5 The budgeted running cost of the Gwent Police estate subject to the collaboration in 2013/14 is £1.121m and the budgeted running cost of the MCC estate subject to the collaboration is £8.529m. 1.6 Since 1996 MCC has developed a substantial amount of knowledge of the Gwent Police estate. For the past two years both organisations have aligned and streamlined their processes to improve efficiency and adopt