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Comments: Document outlining progress on DIT Procurement Projects Author: Mark Deegan Update: Marion O’Sullivan

This Version: 18-Nov-2011 11:25

DIT Procurement Progress Update October 2011

Table of Contents

Introduction .................................................................................................................................................. 3

List of Active Projects .................................................................................................................................... 3

1 Projects ................................................................................................................................................. 3

1.1 TR1001: Mobile Telephony ........................................................................................................... 3

1.2 TR1002: Laptop Tender (Collaborative – Led by UL) .................................................................... 3

1.3 TR1003: Lab Consumables (Collaborative – Led by TCD).............................................................. 4

1.4 TR1004: Stationery and Paper Consumables ................................................................................ 4

1.5 TR1005: Building Works Framework ............................................................................................. 5

1.6 TR1006: Desktop PC Framework (Collaborative – Led by UL) ...................................................... 5

1.7 TR1007: Waste Management (Pending) ....................................................................................... 5

1.8 TR1008: Server Infrastructure ....................................................................................................... 5

1.9 TR1009: AV Framework Tender .................................................................................................... 5

1.10 TR1010: Electricity and Natural Gas (M&C on behalf of NPS/OPW) ............................................ 6

1.11 TR1011: Apple Framework (Collaborative - led by TCD) ............................................................... 6

1.12 TR1012: Travel (Collaborative – led by UCC) ................................................................................ 6

1.13 TR1013: Lab Gases (Collaborative – Led by UCD) ......................................................................... 6

1.14 TR1015: New Fexco System Implementation - Agresso ............................................................... 7

1.15 TR1101: Internal Audit Services .................................................................................................... 7

1.16 TR1102: Library Books & Journals Tenders ................................................................................... 7

1.17 TR1103: Legal Framework ............................................................................................................. 7

1.18 TR1104: Advertising ...................................................................................................................... 7

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1.19 TR1105: FOCAS Extension ............................................................................................................. 7

1.20 TR1106: Agresso 5.5(6) ................................................................................................................. 8

1.21 TR1107 Banking Services .............................................................................................................. 8

1.22 TR1108: Chemicals and Reagents Tender (Collaborative – Led by UCD) ...................................... 8

1.23 TR1109: Cleaning (Collaborative – Led by DIT) ............................................................................. 8

1.24 TR1110: Firewall and Network Security ........................................................................................ 9

1.25 TR1111: Insurance Brokerage (Collaborative - Led by NUIG) ....................................................... 9

1.26 TR1113: Staff Printing ................................................................................................................... 9

1.27 TR1115: Office Equipment ............................................................................................................ 9

1.28 TR1116: Executive Coaching ......................................................................................................... 9

1.29 TR1117: Medmark ......................................................................................................................... 9

1.30 TR1118: Research Consultant for EI Project ................................................................................. 9

1.31 TR1123: Food Ingredients ........................................................................................................... 10

1.32 TR1128: PRTLI 5 ........................................................................................................................... 10

1.33 TR1129: Procurement Services ................................................................................................... 10

2 2010 Priority List ................................................................................................................................. 10

3 2011 Priority List ................................................................................................................................. 12

4 List of Contracts put in place .............................................................................................................. 14

5 List of Future Projects Requiring Procurement Effort 2012 ............................................................... 14

5.1 IS Projects .................................................................................................................................... 15

5.2 Savings Report............................................................................................................................. 15

5.3 ERC Presentations ....................................................................................................................... 15

6 Operational ......................................................................................................................................... 16

6.1 New Revenue Requirements ...................................................................................................... 16

6.2 Operational resource issue ......................................................................................................... 16


Introduction This document lists and describes the status of Purchasing and Procurement Projects at DIT in the period

January 2011 to October 2011

List of Active Projects Members of DIT Procurement and Purchasing staff are currently working on a number of tender and

operational requirements for use across the Institute. These projects span 2010 and 2011 and are being

undertaken either on a DIT only basis or on a collaborative basis for some tenders with other public

bodies.

1 Projects

1.1 TR1001: Mobile Telephony This project involves the participation by DIT from Jan 2011 until Jan 2012 in the CMOD Mobile

Telephony Framework as established by the Department of Finance in 2008.

1.1.1 Status

The mini-competition was completed by Louisa Hartnett and Mark Deegan and the contract was

awarded to Vodafone in Jan 2011.

Work to commence on rolling out Vodafone billing system and call tagging to all DIT users.

Louisa to build a hierarchy of staff and email addresses relevant to mobile contract management

to implement above.

Louisa will draw up a short manual to allow others to manage the account in her absence.

Project in Contracts Management phase for billing, upgrades, new connections and general

down time support.

Implementation of Least Cost routing completed by Network department.

Awaiting feedback from Dept re new contract.

1.2 TR1002: Laptop Tender (Collaborative – Led by UL) Mini Competition drawing from CMOD, Dept of Public Expenditure & Reform Notebook Framework

implemented 8th Dec 2009.

1.2.1 Status

Collaborative Tender led by UL with other Third Level Institutes. Commenced in June 2011. DIT

evaluation team Bridget Gleeson, Ian Campbell, Liam O’Donnell, Paul Doyle, Barry Duignan,

Nigel Orr, Alan Pike and Marion O’Sullivan.


Evaluation team agreed Base specification Standard Laptop and Lightweight Laptop.

Base Specification laptops and pricing details loaded onto Agresso and Procurement website by

Louisa Hartnett.

Updated agreed Business Case process also on website.

All staff email communication circulated by Melda 15th Oct 2011.

Following Director of F&R managers meeting of 19th Oct CIO to confirm if there is an on-going

requirement to hold mini tender competitions as required by 02/09 rules for Laptop

requirements outside the base specification following communication with Dept of E&R.

1.3 TR1003: Lab Consumables (Collaborative – Led by TCD) Lab consumables for science and engineering schools across DIT

1.3.1 Status

Contract review meeting held 12th Aug 2011. Price increases have been implemented by VWR

and Fisher.

Current Pricing schedule for 13 lots on Procurement website for framework suppliers, Fisher,

VWR, Sparks, Cruinn, MSC, Sarstedt not showing revised pricing.

VWR and Fisher pricing circulated to technicians in colleges.

Additional administration required in Colleges due to contract prices not being set up on

Agresso.

1.4 TR1004: Stationery and Paper Consumables Procurement project conducted with the assistance of Martin Tully and Colin Lawlor of the ClearView

consultancy group. This tender was broken into three lots.

Lot 1: Office Stationery

Lot 2: Paper

Lot 3: IT Consumables

1.4.1 Status

Office Stationery and Paper contract signed with Office Depot Aug 2011.

Agresso and Product catalogue updated with contract pricing by Louisa Hartnett manually.

All staff communication circulated.

Updates to core list and contract being managed by purchasing dept.

Printer consumables contract due back 24th Oct from Datapac.

New contract pricing will need to be manually updated on Agresso to reduce order admin in

user departments.

Communicate same to all staff when complete.

On-going contract management required for additional products.


1.5 TR1005: Building Works Framework

1.5.1 Status

Framework Established and Contracts in Place.

A suite of documents for use by buildings managers has been published in a protected folder on

the Central Procurement Intranet. http://intranet.dit.ie/finance/purchasing/docs/Buildings/

An Email has been sent to buildings managers indicating that this information is available.

Finance and Resources Director has instructed the Buildings Office to use this framework to ensure

compliance following Mazars audit of Estates procurement

1.6 TR1006: Desktop PC Framework (Collaborative – Led by UL) Implemented in DIT Jan 2011.

1.6.1 Status

On-going contract management.

Five mini competitions ran by Louisa Hartnett central procurement with technical assistance

from I.S. Problems identified with one framework supplier not supplying specification as

tendered, notified to CMOD.

Awaiting report from research site on current mini competition results.

Following Director of F&R managers meeting of 19th Oct CIO to confirm if there is an on-going

requirement to hold mini tender competitions as required by 02/09 rules for Desktop PC

requirements outside the base specification following communication with Dept of E&R.

1.7 TR1007: Waste Management (Pending)

1.7.1 Status

Worked on a collaborative tender with UCD in 2010.

We withdrew from this process as it did not meet DIT’s requirements which would have lead to

VFM not being achieved.

Property and Facilities department want to proceed with this tender in Jan 2012.

1.8 TR1008: Server Infrastructure

1.8.1 Status

Not yet started awaiting input from I.S. Meeting scheduled for 27th Oct 2011

1.9 TR1009: AV Framework Tender AV Framework for Teaching and Meeting Spaces in DIT

http://intranet.dit.ie/finance/purchasing/docs/Buildings/


1.9.1 Status

Framework Established and operational.

Project in Contracts Management phase

Pricing needs to be uploaded for hire of equipment.

Initial drawdown with Premier AV due to expire Dec 2011

Mini Competition required for any new projects from Jan 2012

1.10 TR1010: Electricity and Natural Gas (M&C on behalf of NPS/OPW)

1.10.1 Status

Meetings held in IUA offices, e3 going to tender in Nov 2011.

DIT going out with other 3rd level bodies in Jan/Feb 2012 for implementation beginning March

2012.

Need to tie in contract end dates with DIT and e3 sites.

1.11 TR1011: Apple Framework (Collaborative - led by TCD)

1.11.1 Status

Mini competition completed with technical input from Bridget Gleeson and I.S. staff.

Contract signed with Typetec 23rd Aug 2011 to avail of 6% discount on Educational pricing.

SLA to be agreed with I.S. Support, Procurement and Typetec.

1.12 TR1012: Travel (Collaborative – led by UCC) Travel contract for DIT staff in Place.

1.12.1 Status

Contract awarded to Club Travel.

Other suppliers have been parked.

Issues with invoice queries on price increases due to delays in raising orders from time of quotes

received.

On-line booking tool to be implemented following agreement of the travel policy detailing:

o Approval to travel process.

o Value Limit for point to point direct booking.

o Authorised on-line bookers

o Any other requirements from agreed travel policy.

1.13 TR1013: Lab Gases (Collaborative – Led by UCD)

1.13.1 Status

Contract review meeting held Sept 2011


Price increase implemented by BOC.

Product pricing in Agresso to be updated.

All open orders to be changed to new pricing to avoid invoice queries.

1.14 TR1015: New Fexco System Implementation - Agresso This involved the Fexco Implementation on Agresso.

1.14.1 Status

Project completed successfully by Louisa Hartnett on Supplier Master File

1.15 TR1101: Internal Audit Services

1.15.1 Status

Templates and user manual developed with Clearview & MOB on X drive.

Mini Competitions required as new projects arise.

1.16 TR1102: Library Books & Journals Tenders

1.16.1 Status

Existing contracts extended to avail of Universities collaborations.

IUA will not be tendering for Books. DIT to tender directly.

IUA will be tendering for Journals, DIT to avail of collaboration, awaiting timelines.

1.17 TR1103: Legal Framework

1.17.1 Status

Tender responses received and evaluations in progress.

1.18 TR1104: Advertising

1.18.1 Status

Template Tender documents sent to Deirdre Curley to input specification requirements.

Meetings arranged to progress specification and tender documents.

1.19 TR1105: FOCAS Extension

1.19.1 Status

Evaluation carried out by Bruce Shaw and Assoc and Anthony Reddy.

Clarifications received by Buildings Office. Building office confirmed that DIT will implement

contract with winning tenderer following clarifications received.


1.20 TR1106: Agresso 5.5(6)

1.20.1 Status

Procurement team met with Triona Gaynor from Mentec Plus 15th Feb 2011 for review of

existing processes.

Notification of route 66 project commencement with Mentec Plus and DIT received at

Procurement workshop 5th September 2011, with very tight deadlines, that did not take account

of functional and change management requirements within the project.

Resourcing to be agreed regarding Project and On-going Procurement/Purchasing central

operational requirements of Supplier set up, Mobile devices account Mgt, PC and Laptop

account mgt, Savings reports, website updates, Central contract product pricing updates and

admin, procurement advice to DIT staff as required.

Louisa Hartnett identified in Charter as Agresso project team member covering Route 66

Agresso procurement modules Supplier Master, Product Master, Requisitions and Purchase

order managed by Central Purchasing. The Procurement manager was not consulted. Gwen

Burke, the only other operational staff member in central procurement will be commencing

maternity leave in December.

1.21 TR1107 Banking Services

1.21.1 Status

Not started, awaiting award of Legal Tender

1.22 TR1108: Chemicals and Reagents Tender (Collaborative – Led by UCD) DIT evaluation completed by Louisa Hartnett and Brian Murphy.

1.22.1 Status

Framework awarded to 26 suppliers.

Need Chemical Expertise to assist in compiling core list to complete mini tender for DIT specific

requirements, to reduce workload in Colleges.

Spreadsheet pricing for 26 suppliers too much for DIT staff to go through to compare pricing in

order to manually raise orders.

1.23 TR1109: Cleaning (Collaborative – Led by DIT)

1.23.1 Status

Tender process completed by Michelle O’Brien and Yvonne Cooke.

Contract details to be agreed ready for commencement in Jan 2012


1.24 TR1110: Firewall and Network Security

1.24.1 Status

Meeting scheduled for 27th Oct to discuss procurement and ICT projects.

1.25 TR1111: Insurance Brokerage (Collaborative - Led by NUIG)

1.25.1 Status

Tender Advertised and clarification questions answered.

awaiting tender responses.

1.26 TR1113: Staff Printing

1.26.1 Status

Meeting scheduled for 27th Oct to discuss procurement and ICT projects.

1.27 TR1115: Office Equipment

1.27.1 Status

DIT did not participate due to problems compiling specification of requirements.

1.28 TR1116: Executive Coaching

1.28.1 Status

Clearview group are running this National tender with Phil Kenna.

Shortlisted supplier presentations complete.

Award to take place by end of Nov 2011

1.29 TR1117: Medmark

1.29.1 Status

Agreed to get 3 quotes due to low value of this service and existing priorities, this will be

removed from list.

1.30 TR1118: Research Consultant for EI Project

1.30.1 Status

Order needs to be raised. Details discussed with Tony. Will be removed from list.


1.31 TR1123: Food Ingredients

1.31.1 Status

Waiting on revised meeting date. Brid Grant project sponsor.

1.32 TR1128: PRTLI 5

1.32.1 Status

Not required until 2013.

1.33 TR1129: Procurement Services

1.33.1 Status

Need to tender for this service based on expenditure to date (over €40K over last 10 months)

Need approval from ERC to prioritise this tender.

2 2010 Priority List 2010

Priority

Project Resources Status

1 TR1001: Mobile Framework LH, MOS Contract

Management

2 TR1006: Desktop Computer

LH, BG,

MOS.

DS.

Contract Complete.

Contract Mgt.

Review process for

non standard quote

requirements.

3 TR1003: Lab Consumables LH, Contract

Management.

Update required for

price increases 2011.

4 TR1004: Stationery, Paper and Consumables MOB, CL

(CV)

Tender process

complete. Contract

Docs and operational


requirements to be

implemented.

5 TR1005: Minor Works Framework for DIT buildings

up to value €5M

PMCD,

MOS

Contract

Management.

Buildings must seek

on-going quote

requirements within

Framework. Working

on streamlining quote

process.

6 TR1002: Laptop Framework MOS, BG,

LH

Mini Competition

complete for Base

Specification

requirements.

7 TR1007: Waste Management MOS, YC, Scheduled to

commence Jan 2012

TR1008: Server Infrastructure MOS, DOR Awaiting Update from

I.S. Meeting

arranged.

TR1009: AV Tender VA, BG,

GM

Contract

Management. Mini

tenders required from

Dec 2011

TR1011: Apple Framework MOS, LH,

BG

Mini Competition

Complete.

Communication to

staff and website

updated. Contract

Management. SLA to

be finalised.

TR1012: Travel MOS, GM,

CW.

Tender complete,

awaiting revised

travel policy to

implement on-line


booking and portal.

TR1110: Electricity and Natural Gas 2012 MOS, RS,

BF, NPS

Existing contract

expiry due Mar 2012.

Work has commenced

on new tender.

TR1013: Lab Gases LH, GM Contract

Management.

Update required on

Agresso for price

increases to reduce

admin in colleges.

3 2011 Priority List 2011

Priority

Project Resources Status

TR1002: Laptop Framework LH, MOS,

BG,

DS

Mini competition

complete for Base

Specification, Agresso

and Website updated

and communicated to

staff. Contract Mgt.

Review process for

non standard quote

requirements.

TR1201: Waste Management 2012 YC, VA Tender process not

Started to commence

in Jan 2012

TR1008: Server Infrastructure MOS, DOR Not Started, awaiting

details from I.S.

Meeting arranged.

TR1103: Legal framework MOS, VA,

MT, DC, PF,

NOC, TF,

Tenders received and

being evaluated.


BC, BF

TR1110: Electricity and Natural Gas MOS, RS,

BF, M&C

New tender

requirements in

Progress

TR1116: Executive Coaching MT, PK, DC In Progress

TR1102: Library Books and Journals MOS, PC,

IUA

Existing contracts

extended to allow

inclusion in IUA

tender. These tenders

will be split out.

TR1109: Cleaning (Collaborative with TCD) MOB, YC Tender process

complete. New

contract to be agreed

for commencement in

Jan 2012

TR1111: Insurance Brokerage VA, YC, FK,

NUIG

In Progress

TR1101: Internal Audit VA On-going, mini

tenders required for

new project

requirements.

TR1105: FOCAS Extension MOB, HB,

PMD, PH

Tender Complete,

work commencing in

Nov 2011

TR1117: Medmark LMcM, GT Quotes only required

based on past value.

Will remove from list

TR1104: Advertising VA, DC In Progress

TR1107: Banking Services VA, CW,

BF, DC

Not started awaiting

Legal award.

TR1108: Chemicals and Reagents LH, BM, VA Framework awarded

to 26 suppliers. DIT

need to develop core


list for mini tender

within framework.

Assistance required

from colleges.

TR1118: Research Report Consultant for EI MOB, TB Complete. Will

remove from list.

4 List of Contracts put in place

Contract Date Expiry

PC Framework (Collaborative) 10th February 2011 31st August 2012

Mobile Framework 31st January 2011 28st February 2012

Travel 1st February 2011 1st Feb 2014

Minor Works Framework 7th February 2011 7th Jan 2015

Lab Consumables August 2010 End August 2013

Lab Gases 11th June 2010 11th June 2014

Irish Language Translation

Services

Maha Dynamometer

Equipment

3rd November 2011 3rd November 2021 unless

terminated by DIT

Apple Tender 23rd July 2011 23rd Jan 2013

5 List of Future Projects Requiring Procurement Effort 2012

Contract Tender Commencement Date Expiry Date of Current


Contract

Printing of Full Time Prospectus TBC 22nd August 2011

Mobile Framework TBC 28th February 2012

Library Books TBC 23rd May 2012

Library Journals TBC 20th October 2011

Advertising TBC No Contract in Place

Chemicals and Reagents mini

competition.

TBC Contractual arrangements to

be completed.

Mechanical and Electrical

Buildings

TBC No Contract in Place

Building Consultant TBC No Contract in Place

Buildings Maintenance

Contracts

TBC TBC

5.1 IS Projects In addition to the above list of projects for 2011, there are a number of projects in IS and other areas

which will require procurement effort in 2011/2012. Once the full list of such projects is known, a

priority will be assigned to each of the projects in the 2011/2012 list. A meeting is scheduled with I.S.

27th of Oct 2011 to review their projects.

5.2 Savings Report Louisa Hartnett produces a savings report for each SLT meeting. This savings report is also presented to

ERC.

5.3 ERC Presentations The Procurement team has been in regular attendance at ERC meetings. Procurement progress reports

are provided at each ERC meeting. The procurement priorities are also updated and agreed at each ERC

meeting.


6 Operational There are only two members of staff covering the central operational role in purchasing. One of these

members of staff is due to go on maternity leave in December 2011, with no replacement identified. The

other member of staff has been identified as a project team member in the Agresso Route 66 Charter.

There is a significant training requirement to release this member of staff but no replacement has been

identified.

6.1 New Revenue Requirements

RCT1 Revenue requirements for Relevant Contracts Tax. DIT cannot pay any subcontractors

until a file has been sent to revenue for them to agree the correct tax to use, this must be

implemented by Jan 2012. Process changes required in purchasing, buildings and accounts

payable. All existing and new construction contracts must be recorded in Supplier master and

purchase orders. Liam Duffy from I.S. working with functional team and Mentec technical team

on the report requirements

Section 891B reporting, revenue require all payments excluding expenses above €1000 to be

reported to them from 2008. Liam Duffy from I.S. working with purchasing and accounts

payable in designing the report. Supplier master files must be updated with new required fields.

Sundry creditors need to be split out to capture Irish trade creditors.

Professional Services withholding tax. All suppliers providing professional services to DIT

(regardless of value) must now be set up on the system.

Increased operational workload due to Revenue requirements, the number of active suppliers has gone

from 1491 in June to 1507. This number will increase significantly due to the above requirements.

6.2 Operational resource issue There are only two members of staff in central procurement 1 grade iii (due to go on maternity leave in

Dec) and 1 grade iv to manage the on-going Procurement/Purchasing central operational requirements

of Supplier set up process (CRO, Tax, Payroll check) and system input, Mobile Devices & Phone account

Mgt, PC and Laptop account mgt, Savings reports, website updates, Central contract product pricing

updates and admin, purchase orders for head office, procurement advice to DIT staff as required,

Liaising with accounts payables at payment run. They also provide assistance with compiling Audit and

reporting requirements from Dept of Expenditure and Reform, C&AG and National Procurement Service

on procurement activity and compliance.