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)


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


SHEDL Steering Group 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


Toolkit

Essential Tools

• Assets

• Behaviours

• Legal Compliance


Behaviours

• Risktaking

• Pioneer

• Commitment

• Loyalty

• Trust


Assets

• Expenditure• Commodity knowledge• Experience• Collaborative environment of supportive

colleagues• Library Directors• SCURL Business Committee• Scottish Library and Information Council


Legal

• Intellectual Property Rights

• Copyright

• Institutional sign-up to procurement agency?


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


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


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


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


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


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


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


Governance

Agree the operational needs and information cascade

• User Intelligence Group (UIG)

• Steering Group

• Working Group

• Minute/note taker


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


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


In Conclusion

Procurement

• Challenging

• Demanding (of your patience!)

• Carries significant responsibility

• Rewarding


Enjoy!

• Jill Evans

• SCURL Service Development Manager

• [email protected]

• 0131 623 3940

mailto:[email protected]

cilips procurement priorities

Education

preferred procurement

procurement agent diary

scottish legislation

libraries pfl scottish

new contract

current contract

shedl steering group

current expenditure