joint procurement in scotland: delivering value for money by working together
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Joint Procurement in Scotland: delivering value for money by working together. SLIC FE College Librarians Conference Edinburgh 28 th November 2013 Jeremy Upton, Deputy Director Library Services, University of St Andrews. Joint procurement in Scotland. Summary Part 1: The How & Why - PowerPoint PPT PresentationTRANSCRIPT
SLIC FE COLLEGE LIBRARIANS CONFERENCE
EDINBURGH 28 T H NOVEMBER 2013J E R E M Y U P T O N , D E P U T Y D I R E C T O R L I B R A R Y
S E R V I C E S , U N I V E R S I T Y O F S T A N D R E W S
Joint Procurement in Scotland: delivering value for money by working together
Joint procurement in Scotland
Summary
Part 1: The How & WhyThe Scottish contextDelivering value and the Library SectorWider benefitsAPUCHowWhat makes Procurement workChallenges
Joint procurement in Scotland
Summary
Part 2: The practicalExisting Contracts
Print Books Electronic books Journals Scottish Higher Education Digital Library Binding Shared Library Platform?
Future plans
Joint procurement in Scotland
Context
“The management of externally-sourced public expenditure should be a very high priority and procurement is a distinct and important profession” – Review of public procurement in Scotland, March 2006 / John F. McClelland
Context: Scottish Government: “Building a better Scotland”, 2005
SCURL Strategy 2012-2014:
1. Effective collaborative content procurement
Our priorities will be to build on the longstanding successful record of collaborative content procurement across Scotland, to establish a viable SHEDL2 model and to complete the next round of collaborative procurement agreement for books and printed journals.
Joint procurement in Scotland
Joint procurement in Scotland
Delivering Value : “Better together”
Efficiencies from working together: shared serviceSave money and reduce costs: pooling purchasing powerIntroduce best professional practiceContinuous improvement and influenceRigorous review and analysisTrue partnership with suppliersBest use of shared data: e-book contract, better picture of
what is actually happening in Scotland
Joint procurement in Scotland
Wider Benefits
Question:How do the principles of socialization inherent in Communities of Practice (CoPs) improve staff morale and engender feelings of commitment and belonging, and improve operational efficiency in Scottish academic libraries and their clients and users?
Sharing wider best practiceSharing knowledge Development of professional skills of benefit to entire
information community
Joint procurement in Scotland
APUC: Advanced Procurement for Universities and Colleges
“Procurement is a distinct and important profession”
Professional and impartial adviceOwned by the sectorLimited Company: contracts on behalf of the whole
communityDeal with the legal and compliance issues
Joint procurement in Scotland
HowProcurement at the heart of SCURL activityEstablished structure to support procurement
SCOPNet Groupings for SHEDL, E-Books, Print books, Journals & Binding
Flexible structure to cope with the future E-book tender
Joint procurement in Scotland
Procurement GroupsChair and vice-chair elected by the Group: 2 year tenureRepresentatives from all member libraries plus
representative from APUC (User Intelligence Group)Sign-off contractsTake part in Contract review meetings
Review of queries Review customer satisfaction Review SLA
Elect Tender Evaluation PanelMembership of the email list
Joint procurement in Scotland
TenderingAPUC Established pathway for all tenders
Market research Procurement strategy
Creation of statement of requirements Agree balance between service and pricing: 40% v 60% Description of minimum requirements Creation of questions which focus on the critical areas of service
based on experience Separation of pricing: basket of titles for comparison
Tender Evaluation panel: constituency representativesFinal recommendation approved by whole group
Joint procurement in Scotland
Joint procurement in Scotland
What makes procurement workShared goals & needs
Book processing
Belief in the processThe right sizeThe right culture (libraries and Scotland do go well
together)
Joint procurement in Scotland
ChallengesMaintaining common purpose across large groupKeeping the marketplace competitiveCo-operation between competitive organizationsCost of change
Joint procurement in Scotland
Part 2: The PracticalInformation available from the GeM site
Includes tender documentation Buyers guide
Existing Procurement experts in the FE Sector Jean Priestley of Fife College, Carol Grey of New College Lanarkshire Loraine Forde of Glasgow Clyde Jennifer Loudon of City of Glasgow College
Joint procurement in Scotland
Print Books & Standing Orders (£2.8m)
Chair: Stuart Sharp (Glasgow); Vice-chair Elize Rowan (Edinburgh)
Contract: November 2013-2017 (3 years plus option 1 year)Preferred supplier: Dawson BooksRange of services including shelf-ready, catalogue records,
selection supportVariable pricing discounts to match purchasing mix of
institutions
Joint procurement in Scotland
Journals (£14m)
Chair: Sonia Wilson (Stirling); Vice-chair Anne Bell (Edinburgh)
Contract: November 2012-2015 (2 years plus option 1+1 years)Preferred supplier: EbscoRange of services including A-Z lists, e-journal usage
collection, package management, consolidationPricing: See GeMValue of contract shrinking
Joint procurement in Scotland
Journal binding and book repairs
Preferred supplier: Riley, Dunn & WilsonMainly journal binding and book repair but can offer other
more bespoke servicesBased in Scotland
Joint procurement in Scotland
E-books (£4m)
Chair: Alison Redpath (Edinburgh Napier); Vice-chair Wendy Walker (Glasgow)
Contract: November 2013-2017 (2 years plus option 2 years)
Tender in 3 lots
Lot 1: Individual supplyPreferred suppliers: 1. DawsonEra 2. EBL 3. AskewsRange of services including catalogue records, selection
supportRange of purchasing options including Patron Driven
Acquisition
Joint procurement in Scotland
Lot 2: eBook Collections with unconstrained DRMProcess on-going: mini-competition stageRecognition most books bought from top 10 academic
publishersGoing direct to publishers better terms: pricing & licensingExtract value by confirming limited pot of money up for
grabsPossible preferred model, evidence based pricing
Lot 3 Subscriptions with constrained DRM
Joint procurement in Scotland
Scottish Higher Education Digital Library
Chair: Richard Parsons (Dundee); Vice-chair Barbara Houston (Queen Margaret)
Direct publisher negotiations for journal content (more recently also including e-books)
Optimal solution: all-in rather than optionalWidening access as well as delivering better pricesMajor deals in place, further deals being added each yearOptions to include other Libraries
Joint procurement in Scotland
Future plansMaximise the benefits of sharing: holdings information into
JISC Project KB+True Scottish Digital Library?Other shared services?Further content procurement: commissioning OA text books
Joint procurement in Scotland
Jeremy Upton
Deputy Director Library Services,
University of St Andrews