Executive Summary - Operational Procedure - Code of Practice for Suppliers
This code is for all in the supply chain including Kent Fire and Rescue Service staff. This summary provides a summary of the complete Code of Practice showing the joint responsibilities of both KFRS staff and suppliers.
More detailed guidance on specific responsibilities of KFRS staff and suppliers can be found in the full version of the code (obtainable from Kent Fire & Rescue Service Headquarters).
Fairness
The members of the supply chain will act fairly during the competitive process and throughout the business relationship by jointly:
- Managing and participating in competitions fairly
- Providing accurate and timely information
- Respecting the confidentiality of third parties and members of the supply chain
- Understanding the need for KFRS to comply with the commercial policy and legal framework.
Honesty and openness
The members of the supply chain will be honest and open when conducting business with each other by jointly:
- Working together to manage expectations
- Advising each other of any significant reservations about requirements
- Working together to ensure that pricing structures are aimed at realising and demonstrating value for money
- Sharing views of risks and contingency plans for the procurement and contract performance and working to achieve a realistic position on the appropriate allocation and management of risk
- Raising any issues of concern at an early stage
- Being open about any interest that may have a bearing on the relationship
- Dealing with each other in good faith about their capabilities, skills, products and resources, and their respective strengths and limitations throughout the relationship
Efficiency and effectiveness
The members of the supply chain will contribute to improving the efficiency and effectiveness of the Authority's commercial activities by jointly:
- Striving for the highest standards of performance and best practice, within the context of best value for money
- Seeking to mitigate disruption, delays and additional costs, however they may be caused
- Taking into account, as far as is reasonable, the wider business goals of the other party
- If the need to consider or propose changes to the contract arises, doing so constructively and in consultation with the other party, seeking to maintain value for money
- Working to secure appropriate business relationships, including developing longer-term collaborative and strategic partnerships to deliver value for money
- Meeting commitments in a timely manner and making sure, wherever possible, that published procurement and implementation timetables are adhered to
- Working together to manage contracts in a way which does not duplicate resources and effort
Professionalism
The members of the supply chain will work to a high standard of professionalism. They will do this by jointly:
- Acting with courtesy, consideration and integrity during the project, including before, during and after the procurement phase
- Actively respecting people, for example through health and safety and training commitments
- Adequately resourcing the planning, preparation and delivery stages of projects, fulfilling commitments on staffing levels, skills and competencies
- Avoiding unrealistic and unnecessary changes in dates or timescales but ensuring that key decisions are communicated promptly to all parties in the event that the programme is revised
- Making sure that roles and responsibilities are clear and understood
- Making sure that there is adequate continuity between staff and activities through the whole lifecycle of projects, before, during and after the procurement phase
- Filling posts on projects with staff that have the necessary experience, knowledge and expertise
- Ensuring that there is appropriate management backing for projects from the outset and until completion
- Working actively together to solve problems at the earliest possible stage and seeking to resolve contractual disputes using alternative dispute resolution mechanisms wherever appropriate
- Responding promptly and courteously to communications and making sure that appropriate contact details are always given
- Behaving ethically in all business dealings
Kent Fire & Rescue Service Headquarters, The Godlands, Straw Mill Hill, Tovil,
Maidstone. Kent, ME15 6XB Tel: 01622 692121
|
|
|
|
|
|