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CILIPS Introduction to Procurement 9th November 2009
Background
SCURL Procurement GroupsScottish Consortium of Academic Book Supply (SCABS)Scotland Northern Ireland PEriodical Supply (SNIPES)Scottish Higher Education Digital Library (SHEDL)
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CILIPS Introduction to Procurement 9th November 2009
Other Procurement Groups
• Joint Information Systems Committee (JISC)
• English Local Authorities• English Higher Education Institutions• Welsh Higher Education Libraries Forum
(WHELF)• Scottish NHS NES Library • Scottish Library and Information Council
(SLIC) and JISC Collections
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CILIPS Introduction to Procurement 9th November 2009
SHEDL Steering Group 2009
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CILIPS Introduction to Procurement 9th November 2009
Drivers for Collaborative Procurement
• Scottish Government’s Shared Services Agenda
• Advanced Procurement for Universities and Colleges
• Tight Economic Times
• Currency fluctuations
• Librarians’ power to strike a better deal
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CILIPS Introduction to Procurement 9th November 2009
Toolkit
Essential Tools
• Assets
• Behaviours
• Legal Compliance
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CILIPS Introduction to Procurement 9th November 2009
Behaviours
• Risktaking
• Pioneer
• Commitment
• Loyalty
• Trust
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CILIPS Introduction to Procurement 9th November 2009
Assets
• Expenditure• Commodity knowledge• Experience• Collaborative environment of supportive
colleagues• Library Directors• SCURL Business Committee• Scottish Library and Information Council
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CILIPS Introduction to Procurement 9th November 2009
Legal
• Intellectual Property Rights
• Copyright
• Institutional sign-up to procurement agency?
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CILIPS Introduction to Procurement 9th November 2009
Establish Your RequirementsDo You Know What You Need To Know?
Before you begin discussions with the preferred procurement agency you must:
• Define the Timeframe
• Establish the committed/projected expenditure
• Define the commodity parameters
• Ensure complete agreement from your members of the consortia
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CILIPS Introduction to Procurement 9th November 2009
First Steps
• Extend current contract or
• Create a new contract
• Establish membership
• Encourage new partners or
• Acknowledge partners’ resignation
• Establish and share current expenditure pa per institution on the commodity
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CILIPS Introduction to Procurement 9th November 2009
First Steps: Continued
• Anticipated expenditure pa per institution on the commodity
• Total value of the contract
• Institutional commitment to participate in the creation of the tender and contract
• Desk hours absorbed in a different activity
• Identify who is responsible for workflow in colleague’s absence
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CILIPS Introduction to Procurement 9th November 2009
Commence Discussions with Procurement Agency
Establish what you need from the procurement agency
• The Timeframe: is it SMART?
• Confirmation of the procurement agency’s business plan and financial operating costs – sustainable?
• Confirm continuity of “your” procurement agent’s contract/succession planning
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CILIPS Introduction to Procurement 9th November 2009
Discussions: continued (1)
• Confirm the procurement agent intends to manage the contract throughout its lifetime
• Confirm if Scottish legislation differs from UK/European legislation and the impact
• Establish criteria used to verify tenderers’ financial viability: is it a UK proven source?
• Agree sight of the final document before issuing to Official Journal etc
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CILIPS Introduction to Procurement 9th November 2009
Discussions: Continued (2)
Confirm options available: • Mini Competition,
http://www.apuc-scot.ac.uk/uploads//Docs/pdf/Minicompguidanceoct09.pdf
• Framework Agreement
• Regional Lots
• Dialogues etc
Or
• Single Supplier Justification
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CILIPS Introduction to Procurement 9th November 2009
Not Required
Establish and confirm the following:
• The agent should not weight nor score the suppliers’ responses to the commodities
• The agent must not display authoritarian or dictatorial tendencies
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CILIPS Introduction to Procurement 9th November 2009
Governance
Agree the operational needs and information cascade
• User Intelligence Group (UIG)
• Steering Group
• Working Group
• Minute/note taker
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CILIPS Introduction to Procurement 9th November 2009
Mobilised Contracts
• Ensure the procurement agent contacts the supplier/s before the launch date
• Collate a list of named contacts
• Retain a “snagging” list for suppliers’ meetings and
• Resolve the “snagging” list with procurement agent
• Diary dates for suppliers’ meetings
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CILIPS Introduction to Procurement 9th November 2009
Dialogue and Advice
Contact, liaise and confer with your colleagues in:SCURL SNIPESSCURL SCABSSCURL SHEDLJISC CollectionsAPUCProcurement For Libraries (PfL)Scottish Library and Information CouncilNational Library of Scotland
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CILIPS Introduction to Procurement 9th November 2009
In Conclusion
Procurement
• Challenging
• Demanding (of your patience!)
• Carries significant responsibility
• Rewarding
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CILIPS Introduction to Procurement 9th November 2009
Enjoy!
• Jill Evans
• SCURL Service Development Manager
• 0131 623 3940