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Brentwood Borough Council

FOI 6561

Depot Consultants and Plan B

Request

Before the current structure was in place at both the depot and for our environmental services department a review was undertaken by Plan B Management Solutions. Please may I be provided with the following documentation and information:

- Details copies of the market tender issued to receive bids from consultants to manage the change management programme or any such information
- Details and copies of all tenders received for this project
- Details of the decision to choose Plan B above those over tenders submitted.
- Details of every Member and Officer involved in the process of advertising, receiving, accepting, reviewing, approving and any other such role during the tender process
- Any declarations of interests made by Members or Officers during the tender or delivery process of the project

In terms of the work undertaken I would like the following provided to me:

- Details of all agreements and arrangements between BBC and Plan B
- The details of all seconded staff or Plan B staff who worked with or for BBC
- The total cost of the Plan B contract in addition to any contracts agreed, e.g. additional add on costs not known at the time of the tender process
- Details of the proposals suggested, implemented, delivered or attempted by Plan B
- Any subsequent internal or external reviews or reports produced to evaluate the value for money or success of the project

Response

There is a significant amount of paperwork involved with this project, which to copy would take the request over the time and cost threshold allowed by the Act. However in the interests of sharing the information with you I am suggesting that if you wish to view details of the original tender specification that you make an appointment to view all the files we hold at the Town Hall.

The decision to select Plan B is also documented in the files which you can view at the Town Hall.

- Details of every Member and Officer involved in the process of advertising, receiving, accepting, reviewing, approving and any other such role during the tender process
- Any declarations of interests made by Members or Officers during the tender or delivery process of the project
A list of the Members and Officers involved in this process is as follows:

• John Whelpdale, Head of Sustainable Communities and Public Places
• Peter McKenzie, Head of Resources
• Michael Glasspool, Procurement Officer
• Colin Heaps, Procurement Officer
• Barry Fagg, Head of Planning and Licensing (PQQ scoring)

In addition to this, the following officers were involved in the review of the evaluation process:
• Brian Keane, Head of Governance
• Kevin Ebbs, Legal Officer
• Alison Crowe, Managing Director

I can confirm that there were no declarations of interest received, although the MD confirmed that Plan B had worked at a previous authority when she was employed there.

Details of all agreements and arrangements between BBC and Plan B - these will be included in the files.

The details of all seconded staff or Plan B staff who worked with or for BBC
The individuals involved in the project from Plan B were:
• Glynn Davies, Project Director
• Midge Doyle, Project Manager
• Brian Caroll, Accountant
• David McGill,

The total cost of the Plan B contract in addition to any contracts agreed, e.g. additional add on costs not known at the time of the tender process

The original tender submitted by Plan B was for a sum of £101,200 based on a 6 month project of 4 days a week. They undertook a business re-engineering review of all depot based services, starting with the administrative, management and supervision of the service. The outcome of this was a new staffing structure for the management and supervision of the depot. Other outcomes of their work were clear recommendations for increasing productivity and methods for implementation and for bringing service standards and frequencies into line with industry norms.

Although not originally part of their contract, they provided resources for a number of vacancies with the service area. Most notably the Head of Sustainable Communities and Public Places was absent due to sickness and then the post was vacant, Plan B covered this for approximately a year. They also provided cover for a further 2 posts. In addition to covering for vacancies Plan B carried out a number of other initiatives such as the introduction of food waste collection in December 2011, vehicle re-procurement, reviewing procurement contracts amongst other things. Plan B finished their additional work in March 2012 although they provided some support to Accountancy until August 2012.

The invoice expenditure identified for Plan B totals £437,211.02, although £37,950 of this was charged to Essex County Council for the introduction of the food waste scheme, and includes work on the following:
• Covering vacancy for Head of Service for approximately a year
• Financial Analysis and Support
• Depot Transition and Transformation:
1. Identifying unit cost to inform recharges and value for money against industry norms
2. Vehicle and workshop review
3. Review of depot stores
4. An analysis of the productivity of all depot services and suggestions for improvement
5. A review of services against industry norms to drive out savings, reducing costs without compromising satisfaction
6. A review of fleet management and procurement of new vehicles
• Operational Service Review which included:
1. Renegotiation of the recycling contract
2. Re-organisation of the Grounds Maintenance Service
3. Re-organisation of the street cleansing service
4. More focused management/better control of orders and expenditure
5. Review of fees and charges
6. Roll out of the food waste scheme

Details of the proposals suggested, implemented, delivered or attempted by Plan B
Any subsequent internal or external reviews or reports produced to evaluate the value for money or success of the project

Progress reports and updates on the work carried out by Plan B, including those listed above, were reported to Members at regular intervals at the Environment, Housing and Community Panel and the Environment, Health and Housing Board and are available on the Council website.