cilips procurement priorities

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)

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

CILIPS Introduction to Procurement 9th November 2009

SHEDL Steering Group 2009

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

CILIPS Introduction to Procurement 9th November 2009

Toolkit

Essential Tools

• Assets

• Behaviours

• Legal Compliance

CILIPS Introduction to Procurement 9th November 2009

Behaviours

• Risktaking

• Pioneer

• Commitment

• Loyalty

• Trust

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

CILIPS Introduction to Procurement 9th November 2009

Legal

• Intellectual Property Rights

• Copyright

• Institutional sign-up to procurement agency?

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

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

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

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

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

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

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

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

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

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

CILIPS Introduction to Procurement 9th November 2009

In Conclusion

Procurement

• Challenging

• Demanding (of your patience!)

• Carries significant responsibility

• Rewarding

CILIPS Introduction to Procurement 9th November 2009

Enjoy!

• Jill Evans

• SCURL Service Development Manager

• J.evans@nls.uk

• 0131 623 3940