Agenda item

Report of the Chief Fire Officer

Mick Sharman, Assistant Chief Fire Officer for Strategic Collaboration for Nottinghamshire

and Derbyshire Fire and Rescue Services, presented the report which provides an update on the progress to replace the current tri-service call handling and mobilisation system.

The following points were highlighted and responses provided to member’s questions;

a)  All Fire Services have a statutory duty to ensure they are operating an appropriate 999 call handing and response system;

b)  The current system requires replacement and is only being maintained by Systell, the provider, until October 2024, by which time a replacement system must be procured and implemented;

c)  Within the last few months, Leicestershire Fire and Rescue has given notice that it is withdrawing from the current tri-service arrangement when the contract concludes and will be working independently of Derbyshire and Nottinghamshire Services to procure its own new mobilising system;

d)  With just 2 partners taking part on the procurement, the risks are greater to each party, and so too the cost is predicted to be higher, particularly as existing suppliers are currently quoting prices which are significantly higher than the allocated budget. This is a serious concern;

e)  A dedicated working group is desegregating the current tri-service agreement, amending business continuity management arrangements, call fail-over processes and call management practices in busy periods, such as spate, and working to protect the interests of Derbyshire and Nottinghamshire’s Services;

f)  With 2 rather than 3 partners, the required system is less complicated, particularly as operation will be from only one control room;

g)  Procurement of a new system with additional features including mobile data terminals, which are crucial for communication and mapping safety, and improved security connectivity is being undertaken in lots;

h)  Tenders were published in May 2023 and it is anticipated that the successful suppliers being announced in September/October 2023, but with high demand and few capable suppliers, alongside the withdrawal of Leicestershire, the end costs are uncertain, although £2 million has been budgeted as an earmarked reserve by Nottinghamshire, it is now anticipated that the final cost will be far in excess of this estimated figure;

i)  There is potential to enter into new partnership agreements with other Fire and Rescue Services, but none have been identified as of yet;

j)  The Joint control Centre receives 47,000 calls per year and supports incidents, not just in dispatching assistance, but is a vital resource for the Service to respond effectively;

k)  The level of funding required will depend on the type of system. Some systems will be self-hosted and so require capital outlay, whilst some of the Cloud-based systems will be revenue costs based;

l)  Legal advice is ongoing regarding the procurement, liabilities and contingency planning if it is not be possible to secure a new system prior to the 2024 contract end with Systelle, including the potential to further extend the existing provision temporarily;

m)  Under current tri-service arrangements, cross-county boarder communications and response are seamless. Following the contract end in October 2024, Fire and Rescue Services will continue to co-respond, but there may be additional considerations to the co-ordinated response agreement, but these are likely to be little more than a few minutes to determine a course of action or referral;

There are no significant liabilities for which Leicestershire are likely to be responsible for once the tri-service contract with Systell is closed.

Members commented:

n)  the importance of an effective system is appreciated so the details of any alternative contingency arrangements, should securing a system by before 2024 is not possible, should be shared with members;

o)  A UK supplier would be welcomed but it is appreciated that even companies based in the UK are international suppliers;

p)  It is a very real concern that the costings will not be known until the tenders are submitted.

Resolved to note the report.