How and how often is the quality of service provided by service suppliers to the council evaluated?

My first question in this months MD meeting;

How and how often is the quality of service provided by service suppliers to the council evaluated?

Report issued by Bernard Higgins, Head of Information Systems and Procurement: There are currently in the region of 3,000 active suppliers to Kildare County Council. Suppliers are monitored in a variety of ways depending on the value of the goods/services/works supplied; the conditions attached to the various tenders/contracts, the identity of the overall Contracting Authority and on the specific arrangements in place in the sections which in turn may be dependent on risk, criticality to the business, spend profile etc.

 

For suppliers who have been acquired as a result of a formal competitive tender process operated by KCC it is usual (though not mandatory) to have as part of the final contract a performance measurement and management requirement. This requirement will contain details of the expected standard (or refer to the standard in the Request for Tender) and the consequences of not delivering on that standard.  There will often be a stated requirement for monthly or quarterly meetings with vendors to discuss the contract and ensure that contracts stay on track. Some of the construction related contracts might also contain specific penalty/delay clauses as stated in the tender documents contained in the Construction Works Management Framework (issued and managed by the Department of Finance).  With regards to overall monitoring of supplier performance across the range of suppliers engaged, this is not done at a central level. Some of the categories of spend are managed by a category controller in KCC, e.g. legal services and issues are funneled via this person towards a resolution. Increasingly categories are being procured by external bodies on our behalf such as the Operational Procurement Centre in Kerry Co Co or the Office of Government Procurement (OGP) who take on this role for the frameworks that they have established in the market which we would use locally.