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ePS Awareness Presentation:
Collaborative Procurement Team
Collaborative Procurement Overview
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Collaborative Procurement: Team Structure
Collaborative Procurement: Team
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Head of Collaborative Procurement - Frank Rowell
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Procurement Portfolio Specialist - Andy Anderson
Procurement Assistant - Brett Bryce
(Utilities, Vehicles, Insurance, Estates, Buildings and Facilities Management)
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Procurement Portfolio Specialist - Karen Anderson
Procurement Assistant - Ruari Cathmoir
(Library and Publications, Computer Supplies and Services, Travel and Transport, Telecommunications)
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Procurement Portfolio Specialist - Daron Gibb
Procurement Assistant - Aleksandra Graf
(Medical, Surgical, Nursing, Laboratory, Workshop and Maintenance (Laboratory and Estates or Facilities))
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Procurement Portfolio Specialist - Billy Hislop
Procurement Assistant - Barbara Munro
(Printing and Reprographics, Postal and Mail Room, Stationery and Office Supplies)
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Procurement Portfolio Specialist - Anne Martin
Procurement Assistant - Matt Prowd
(Furniture, Furnishings and Textiles, Professional Fees and Bought-in Services, Safety and Security)
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Collaborative Procurement: Team
• Procurement Development Specialist - Helen Foster
• Procurement Development Assistant - Stephen Connor
• Capital Projects Co-ordinator - Esther Hill
• Capital Projects Specialists - Allan Doyle & John McManus
• Procurement Specialists - Andrew Foulner & Mary Matheson
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How
– Dissemination of procurement policy and guidance from the APUC
Centre of Expertise.
– Leverage of economies of scale to reduce costs and improve service terms
on contracts.
– Support provided by APUC, thereby minimising duplication of effort and
maximising resources.
– Extension of local or specialised contracts to all.
– Sound communication links with end users on specification development
and contract management through the User Intelligence Groups (UIGs).
– Initial focus for UIGs - delivery of Category A & B commodities.
– Commodities will be tackled over a number of months & implemented in
waves.
– Process of assessment & prioritisation
Classification of Contracts
• 3 levels of Contracting
– Category A – National (Procurement Scotland)
– Category B – Sector (APUC)
– Category C – Regional/Local (APUC Capital team / Institutions)
• C – General Contracts – any single or recurring contracts not classed as a
Category A or B
• C1 – Local / Regional Contracts – Local cross sector / regional consortium
Public Procurement Reform Programme
NHS
National
Procurement
CGCoPE
Best
Practice
APUC
Management
Information
Category B –
Sectoral Contracts
Category C –
Local Contracts
Reform
Programme
People
& Skills
Category A –
National Contracts
Police
Policy &
Guidance
Competitive
Supply
Base
Scotland
Excel
e-Tools
Fire
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User Intelligence Groups: UIGs
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User Intelligence Groups (UIGs) provide a forum for sharing information, experiences
and understanding of a commodity area. This allows UIGs to appropriately influence
supplier negotiations to achieve optimal collaborative contracts.
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UIGs ensure specifications and service levels meet institutions’ requirements and
support the management of supplier performance and innovation. The requirement
for UIGs is even more essential in collaborative procurement where commodity
management and contract strategy involves input from different institutions with
differing needs. The UIG forums ensure all interests are represented.
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UIG Responsibilities
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Participate in interviews, meetings and workshops
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Provide commodity and supply base knowledge
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Assist in the development of the commodity strategy to identify opportunities
across the Tertiary Education sector
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Provide operating information essential for effective management of suppliers
(for example, product or/and service specifications)
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To focus on strategic issues rather than administrative duties
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To feed/agree specifications and evaluation criteria within the sector
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Provide user information and network with other users
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Support the implementation of the agreed commodity strategy
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To ensure customer requirements are met
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To communicate to all Institutions & departments and build a network
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Bring a pro-active approach and idea’s to the team
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To challenge the current way of working
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Commodity UIGs
Category B
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Audiovisual (Category B)
Catering (Category B)
Utilities (Category B)
External Print (Category B)
Hair and Beauty (Category B)
Laboratories (Category B)
Maintenance (Category B)
Marketing & Communication (Category B)
Recruitment Advertising and Temporary Staff
(Category B)
SNIPES Library Periodicals (Category B)
Video-Conferencing (Category B)
Category A
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Office Supplies (Category A)
Office Equipment (Category A)
Professional Services (Category A)
Electricity (Category A)
Telecoms (Category A / Category B)
IT Hardware (Category A)
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Current Activity - Ongoing Wave One
• Audio Visual (Equipment &
Conferencing)
• Temporary Staff
• Recruitment Advertising
• Hair and Beauty
• Library Services (periodicals &
Books)
• Utilities (Electricity, Gas & Water)
• Outsourced Print
• Media Buying
• Minor IT Hardware
• Electrical Sundries
• Electronic Consumables
• Gases Medical and Research
• Laboratory Consumables
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IT Software (Category A)
IT Computer Systems (Category A)
Telecoms (Category A)
Office Equipment (Category A)
Office Supplies (Category A)
Electricity (Category A)
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Contracts Awarded to Date
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Water Coolers – Bottled
Bakery Products
Dairy Products
Supply of HH Electricity, NHH Electricity and Natural Gas
Water & Wastewater Services Agreement
• Car and Van Rental (Short Term Hire) – Collaborative contract with
NWUPC/NEUPC
• Desktops, Laptops & Monitors - Cat A Contract
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Recommended Contracts
• CuPID is the sectors' central contract database provided by
Procureweb, and can be accessed at:
http://www.cupid.ac.uk
• APUC currently promote certain recommended contracts to the
Scottish HE and FE sectors, and these can be found on our
website at:
http://www.apuc-scot.ac.uk/uploads//docs/contracts approved
by apuc170408.xls
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Category B Commodities
Category B commodities - wave 2
Furniture, fittings and equipment
Professional services - estates, buildings and facilities
management
- Architects
- Quantity surveyors
- Project managers
Professional services
- Patents
- Legal services
Estates, buildings and facilities management
- Decorator services
- Lift maintenance
Laboratory
- Microscopes
- Chemicals
- Gases
- Small laboratory equipment
Libraries and publications
- Books and e-books
Postal and mail room services
- Mail room equipment purchase, lease, hire, maintenance and
repair
Vehicles
- Vehicle lease (long term) and purchase
Insurance
Contact
Capital Projects Team
Capital Projects Team
Anne Martin
Billy Hislop
Daron Gibb
Karen Anderson
Billy Hislop
Andy Anderson
Andy Anderson
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Category A Commodities
Category A commodities - waves 1 and 2
Telecoms
- Services, mobiles and equipment, network and communications
Stationery and computer consumables
Copiers
- Multifunctional devices (MFDs)
- Printers
Travel
- Rail
- Air
- Hotel and conferencing
IT
- Computer systems
- Software sales and development
Professional services
- Business and management consultants
- Accountants
- IT consultants
- Financial services - audit, banking, advisory
Utilities
- Electricity
- Gas
Mail services
- Postal, freight and couriers
Wave
Contact
1
Karen Anderson
1
Billy Hislop
2
Billy Hislop
2
Karen Anderson
2
Karen Anderson
2
Anne Martin
1
2
Andy Anderson
2
Billy Hislop
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Best Practice / Procurement Policy
• Category B Procurements
APUC regularly update their Procurement Manual and suite of documentation in order to reflect best
practice and changes in procurement policy and EU legislation, and to ensure incorporation into the
Category B procurement processes.
• Sector Procurement Manual for HE and FE
The sector manual is envisaged to be concluded and available for use at the end of 2008/early 2009 and
will incorporate procedures, guidance, and templates on Category C, C1, and low-value procurements as
well as encompassing contract management guidance.
• Pan Scotland Policy Forum, Best Practice Forum, & People & Skills Working
Group
APUC, together with nominated individuals form universities and colleges represent our sector on these
forums. This ensures that APUC and the sector are fully engaged in tackling issues common to
procurement across the Scottish public sector, including CSR and climate change.
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Why - Benefits and Savings
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APUC is piloting a price optimisation exercise and, where appropriate, migration
to existing contracts. To date, benefits secured from migrating institutions to existing
contracts amounts to £466,000 each year.
Savings secured against the contracts let to date are £291K. Cost benefits of Energy
Contracts still being evaluated
Improved Management Information combined with Collaborative Procurement allows
greater transparency and leverage with suppliers to access more economically
advantageous terms, improved benchmarking and lower-cost bespoke solutions from
suppliers; the ability to measure future sector performance provides an improved
negotiation platform in future.
Standardisation of Terms and Conditions provides a transparent platform for
institutions to deal with suppliers in a consistent manner.
“Soft-savings” through best-practice and reduced duplication of effort.
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Questions
Any Questions?
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