We are committed to delivering an open and transparent service and it is our intention to publish each month information that the public have an interest in viewing. However, as we are also committed to protecting the communities we serve, and given the nature of police work, preventing and detecting crime, it must recognised that certain information will not be disclosed.
Any information concerning ongoing investigations, investigative methods, Intelligence and the use of related operational techniques must be protected. This is crucial to ensure the Constabulary’s operational activities are not compromised and we are able to continue to effectively meet our policing obligations.
To this aim, we will apply, when appropriate, reasonable consideration of the exemptions afforded under the Freedom of Information Act.
October 2016 - Please note following Constabulary advice we've made some changes to the information published in the spending reports.
Spend over £500 for the first PCC term (2012 - April 2016) can be viewed here.
Using the information
Information is published in a Microsoft Excel format. This allows the data to be sorted and examined to meet individual requirements.
- Service Division Org. - A High level view of the Service area of the organisation that the cost can be attributed to such as ‘Support’.
- Detailed Expense Type - A description of the type of expenditure, for example ‘Energy costs’.
- Expense code - The General Ledger (GL) code which is used to allocate the cost within the accounts of the Constabulary e.g. ‘Electricity’.
- Amount - The net amount, i.e... exclusive of VAT.
- Supplier - The name of the company supplying the service.
- Police & Crime Commissioner (PCC) spending
Spend/ Orders Over £500
Our SAP system ensures that all purchase orders are routed through the Strategic Procurement Service (SPS) for approval. SPS carry out various checks prior to order release to ensure that;
Contract Standing Orders are complied with
Corporate Contracts are utilised where appropriate
Budget approval has been received
In addition all new vendor requests are approved by SPS
SPS apply Category Management methodology to the overall management of the force’s expenditure on goods and services. SPS, as part of this methodology, monitor cumulative and aggregated expenditure to ensure the most appropriate contracts and supply strategies are in place. Periodic analysis of spend and orders is carried out and reported on.
Expenditure not routed through the purchase order process is limited to certain categories of expenditure agreed by the CCCFO and monitored as part the category management process.
In accordance with Contract Standing Orders the following procurement processes are followed:
Category A: Below £10,000
For orders below £10k Standing orders require that good procurement practice is followed to ensure value for money.
Category B: £10,000-£50,000
Items above a value of £10,000 but below a value of £50,000 are to be procured by way of competitive quotation and from not less than three suitable persons or organisations.
Category C: Over £50,000
Items in excess of £50,000 shall be referred to SPS to be procured through formal tender, which may involve compliance with EU regulations for tendering if the EU threshold is exceeded.
In all cases orders may be raised for frameworks or contracts with values in Categories A to C.
Value for money framework
We aim to give you value for money policing. The PCC sets the annual budget including its own costs which are approximately 0.5% of the total police budget. For all the latest information about police spending click here.
The PCC has a rigorous scheme of governance and financial control in place to ensure that value for money is achieved in all expenditure over £500.
Financial control involves a control structure which ensures that all resources are used as efficiently and effectively as possible to attain the PCC’s overall objectives and targets. Internal financial control systems are in place to minimize the risk of loss, unlawful expenditure or poor value for money, and to maximize the use of the PCC’s assets and limited resources.
The PCC’s and Constabulary’s financial management framework follows national and/ or professional best practice and its key elements are set out below:
- Financial Regulations establish the principles of financial control. They are designed to ensure that the PCC conducts its financial affairs in a way which complies with statutory provision and reflects best professional practice. Standing Orders set out the rules and limits to be followed in respect of contracts for the supply of goods and services. The financial regulations and standing orders can be found here.
- In accordance with the Prudential Code and best accounting practice the Constabulary and PCC produce a four year medium term financial plan (“MTFP”) and a five year capital programme. These are considered in the autumn each year and form the basis of further discussion and debate on the annual revenue budget and capital programme.
- Responsibility and accountability for resources rest with managers in the organizations who are responsible for their service areas.
- The revenue budget provides budget holders with the authority to incur expenditure up to a set limit and a basis on which to monitor expenditure.
- Budget spend is carefully monitored at all devolved levels of budget holding and the PCC monitors the expenditure outturn quarterly to ensure budgetary control.
- All expenditure is managed and controlled on an enterprise resource planning system (SAP) which has authorization controls in place to set up suppliers, request purchase orders, receive goods and services and match invoices to orders and goods received. The control system also ensures segregation of duties to minimize any risk of fraudulent payments.
- In order to ensure compliance best practice in procurements we undertake our procurement related activities through the services of the strategic procuirement service of Southwest One which is staffed by teams that include MCIPS qualified procurement professionals who advise upon, manage and facilitate their spend related activities. In doing so Southwest One determine the best approach to the market and undertake fair and open tender processes that ensure whole life costing, and requirements management approaches are applied to determine the best value option for the PCC and/or the force, taking account of the entire life cycle of the purchase.
- As a result of this, all our activities are undertaken through either full market approach tender processes or mini-competitions run via compliant Framework agreements from the Home Office, or other compliant bodies, in order to deliver best value to the public.
- Capital expenditure is an important element in the development of the PCC’s service since it represents major investment in new and improved assets. The PCC approves a capital programme each year and monitors its implementation and funding closely at Finance meetings. New expenditure requires prior approved business cases before procurement.
Freedom of Information
This publication of this information is intended to meet the requirements of the Freedom of Information (FOI) Act. However, if you feel this report does not provide adequate information you can contact us.