17. Some contracts may prescribe the roles and responsibilities of the parties in the review and this should take precedent over this guidance. However, the exercise should be seen as a working partnership. Information should be shared and communication maintained through regular meetings and progress reports.
18. The VFM Review is the responsibility of the Authority's contract management team who are accountable to the projects' Senior Responsible Owner for conducting it. Therefore, if roles are not identified within the contract MOD PFU recommends that the VFM Review team should be led by the Authority drawing on relevant resources and input from the MOD PFU, the acquisition team, the Service Provider, customers/users, Partnerships UK and external assistance (where required and approved by MOD PFU in accordance with Defence Information Notes 2006DIN04-110, 2007DIN05-003 and 2007DIN08-020).
Authority VFM Review team roles and responsibilities
• Establish Value for Money Review Team with required skills and experience in discussion with PFU
• Produce Plan for review
• Request information from Service Provider and Stakeholders, using questionnaires and proforma where appropriate
• Gather internal documentation, evidence and information
• Analyse, interrogate and interpret information and data received
• Produce Value For Money draft review report
• Discuss with the Service Provider the actual or likely conclusions of the review
• Consider and negotiate in good faith any proposals for variations to the Contract which the may materially improve the value for money which accrues to the public sector under the Contract, while preserving a fair and reasonable return of profit for the Contractor and its Shareholders.
Service Provider roles and responsibilities
• Lend reasonable assistance to the Authority in conducting such review;
• Provide such information as may be reasonably requested by the Authority for the purposes of such review;
• Discuss with the Authority the actual or likely conclusions of any such review;
• Consider and negotiate in good faith any proposals for variations to the Contract which the Authority reasonably believes will materially improve the value for money which accrues to the public sector under the Contract, while preserving a fair and reasonable return of profit for the Contractor and its Shareholders;
• Highlight any potential areas of innovation or efficiency to the review team.
Customer/Users
• Lend reasonable assistance to the Authority in conducting such review;
• Provide such information as may be reasonably requested by the Authority for the purposes of such review.
19. If the acquisition team have any uncertainties regarding roles and responsibilities for their VFM Review they should consult MOD PFU.