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ePS Awareness Presentation: Collaborative Procurement Team


Video-Conferencing (Category B) Category A. Office Supplies (Category A) ... Car and Van Rental (Short Term Hire) Collaborative contract with NWUPC/NEUPC ... – PowerPoint PPT presentation

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Title: ePS Awareness Presentation: Collaborative Procurement Team

ePS Awareness Presentation Collaborative
Procurement Team
Collaborative Procurement Overview
Collaborative Procurement Team Structure
Collaborative Procurement Team
  • Head of Collaborative Procurement - Frank Rowell
  • Procurement Portfolio Specialist - Andy Anderson
  • Procurement Assistant - Brett Bryce
  • (Utilities, Vehicles, Insurance, Estates,
    Buildings and Facilities Management)
  • Procurement Portfolio Specialist - Karen Anderson
  • Procurement Assistant - Ruari Cathmoir
  • (Library and Publications, Computer Supplies and
    Services, Travel and Transport,
  • Procurement Portfolio Specialist - Daron Gibb
  • Procurement Assistant - Aleksandra Graf
  • (Medical, Surgical, Nursing, Laboratory,
    Workshop and Maintenance (Laboratory and Estates
    or Facilities))
  • Procurement Portfolio Specialist - Billy Hislop
  • Procurement Assistant - Barbara Munro
  • (Printing and Reprographics, Postal and Mail
    Room, Stationery and Office Supplies)
  • Procurement Portfolio Specialist - Anne Martin

Collaborative Procurement Team
  • Procurement Development Specialist  - Helen
  • Procurement Development Assistant - Stephen
  • Capital Projects Co-ordinator - Esther Hill
  • Capital Projects Specialists - Allan Doyle John
  • Procurement Specialists - Andrew Foulner Mary

  • Dissemination of procurement policy and guidance
    from the APUC Centre of Expertise.
  • Leverage of economies of scale to reduce costs
    and improve service terms on contracts.
  • Support provided by APUC, thereby minimising
    duplication of effort and maximising resources.
  • Extension of local or specialised contracts to
  • Sound communication links with end users on
    specification development and contract management
    through the User Intelligence Groups (UIGs).
  • Initial focus for UIGs - delivery of Category A
    B commodities.
  • Commodities will be tackled over a number of
    months implemented in waves.
  • Process of assessment prioritisation

Classification of Contracts
  • 3 levels of Contracting
  • Category A National (Procurement Scotland)
  • Category B Sector (APUC)
  • Category C Regional/Local (APUC Capital team /
  • C General Contracts any single or recurring
    contracts not classed as a Category A or B
  • C1 Local / Regional Contracts Local cross
    sector / regional consortium

Public Procurement Reform Programme
NHS National Procurement
Policy Guidance
Best Practice
Reform Programme
Scotland Excel
Manage- ment Information
Competitive Supply Base
People Skills
Category A National Contracts
Category B Sectoral Contracts
Category C Local Contracts
User Intelligence Groups UIGs
  • User Intelligence Groups (UIGs) provide a forum
    for sharing information, experiences and
    understanding of a commodity area. This allows
    UIGs to appropriately influence supplier
    negotiations to achieve optimal collaborative
  • UIGs ensure specifications and service levels
    meet institutions requirements and support the
    management of supplier performance and
    innovation. The requirement for UIGs is even more
    essential in collaborative procurement where
    commodity management and contract strategy
    involves input from different institutions with
    differing needs. The UIG forums ensure all
    interests are represented.

UIG Responsibilities
  • Participate in interviews, meetings and workshops
  • Provide commodity and supply base knowledge
  • Assist in the development of the commodity
    strategy to identify opportunities across the
    Tertiary Education sector
  • Provide operating information essential for
    effective management of suppliers (for example,
    product or/and service specifications)
  • To focus on strategic issues rather than
    administrative duties
  • To feed/agree specifications and evaluation
    criteria within the sector
  • Provide user information and network with other
  • Support the implementation of the agreed
    commodity strategy
  • To ensure customer requirements are met
  • To communicate to all Institutions departments
    and build a network
  • Bring a pro-active approach and ideas to the
  • To challenge the current way of working

Commodity UIGs
  • Category B
  • Category A
  • Audiovisual (Category B)
  • Catering (Category B)
  • Utilities (Category B)
  • External Print (Category B)
  • Hair and Beauty (Category B)
  • Laboratories (Category B)
  • Maintenance (Category B)
  • Marketing Communication (Category B)
  • Recruitment Advertising and Temporary Staff
    (Category B)
  • SNIPES Library Periodicals (Category B)
  • Video-Conferencing (Category B)
  • Office Supplies (Category A)
  • Office Equipment (Category A)
  • Professional Services (Category A)
  • Electricity (Category A)
  • Telecoms (Category A / Category B)
  • IT Hardware (Category A)

Current Activity - Ongoing Wave One
  • Audio Visual (Equipment Conferencing)
  • Temporary Staff
  • Recruitment Advertising
  • Hair and Beauty
  • Library Services (periodicals Books)
  • Utilities (Electricity, Gas Water)
  • Outsourced Print
  • Media Buying
  • Minor IT Hardware
  • Electrical Sundries
  • Electronic Consumables
  • Gases Medical and Research
  • Laboratory Consumables
  • IT Software (Category A)
  • IT Computer Systems (Category A)
  • Telecoms (Category A)
  • Office Equipment (Category A)
  • Office Supplies (Category A)
  • Electricity (Category A)

Contracts Awarded to Date
  • Water Coolers Bottled
  • Bakery Products
  • Dairy Products
  • Supply of HH Electricity, NHH Electricity and
    Natural Gas
  • Water Wastewater Services Agreement
  • Car and Van Rental (Short Term Hire)
    Collaborative contract with NWUPC/NEUPC
  • Desktops, Laptops Monitors - Cat A Contract

Recommended Contracts
  • CuPID is the sectors' central contract database
    provided by Procureweb, and can be accessed at
  • http//www.cupid.ac.uk
  • APUC currently promote certain recommended
    contracts to the Scottish HE and FE sectors, and
    these can be found on our website at
  • http//www.apuc-scot.ac.uk/uploads//docs/contract
    s approved by apuc170408.xls

Category B Commodities
Category B commodities - wave 2 Contact
Furniture, fittings and equipment Capital Projects Team
Professional services - estates, buildings and facilities management Capital Projects Team
- Architects Capital Projects Team
- Quantity surveyors Capital Projects Team
- Project managers Capital Projects Team
Professional services Anne Martin
- Patents Anne Martin
- Legal services Anne Martin
Estates, buildings and facilities management Billy Hislop
- Decorator services Billy Hislop
- Lift maintenance Billy Hislop
Laboratory Daron Gibb
- Microscopes Daron Gibb
- Chemicals Daron Gibb
- Gases Daron Gibb
- Small laboratory equipment Daron Gibb
Libraries and publications Karen Anderson
- Books and e-books Karen Anderson
Postal and mail room services Billy Hislop
- Mail room equipment purchase, lease, hire, maintenance and repair Billy Hislop
Vehicles  Andy Anderson
- Vehicle lease (long term) and purchase Andy Anderson
Insurance Andy Anderson
Category A Commodities
Category A commodities - waves 1 and 2 Wave Contact
Telecoms  1 Karen Anderson
- Services, mobiles and equipment, network and communications 1 Karen Anderson
Stationery and computer consumables  1 Billy Hislop
Copiers 2 Billy Hislop
- Multifunctional devices (MFDs) 2 Billy Hislop
- Printers 2 Billy Hislop
Travel 2 Karen Anderson
- Rail 2 Karen Anderson
- Air 2 Karen Anderson
- Hotel and conferencing 2 Karen Anderson
IT 2 Karen Anderson
- Computer systems 2 Karen Anderson
- Software sales and development 2 Karen Anderson
Professional services 2 Anne Martin
- Business and management consultants 2 Anne Martin
- Accountants 2 Anne Martin
- IT consultants 2 Anne Martin
- Financial services - audit, banking, advisory 2 Anne Martin
Utilities   Andy Anderson
- Electricity 1 Andy Anderson
- Gas 2 Andy Anderson
Mail services 2 Billy Hislop
- Postal, freight and couriers 2 Billy Hislop
Best Practice / Procurement Policy
  • Category B Procurements
  • APUC regularly update their Procurement Manual
    and suite of documentation in order to reflect
    best practice and changes in procurement policy
    and EU legislation, and to ensure incorporation
    into the Category B procurement processes.
  • Sector Procurement Manual for HE and FE
  • The sector manual is envisaged to be concluded
    and available for use at the end of 2008/early
    2009 and will incorporate procedures, guidance,
    and templates on Category C, C1, and low-value
    procurements as well as encompassing contract
    management guidance.
  • Pan Scotland Policy Forum, Best Practice Forum,
    People Skills Working Group
  • APUC, together with nominated individuals form
    universities and colleges represent our sector on
    these forums. This ensures that APUC and the
    sector are fully engaged in tackling issues
    common to procurement across the Scottish public
    sector, including CSR and climate change. 

Why - Benefits and Savings
  • APUC is piloting a price optimisation exercise
    and, where appropriate, migration to existing
    contracts. To date, benefits secured from
    migrating institutions to existing contracts
    amounts to 466,000 each year.
  • Savings secured against the contracts let to date
    are 291K. Cost benefits of Energy Contracts
    still being evaluated
  • Improved Management Information combined with
    Collaborative Procurement allows greater
    transparency and leverage with suppliers to
    access more economically advantageous terms,
    improved benchmarking and lower-cost bespoke
    solutions from suppliers the ability to measure
    future sector performance provides an improved
    negotiation platform in future.
  • Standardisation of Terms and Conditions provides
    a transparent platform for institutions to deal
    with suppliers in a consistent manner.
  • Soft-savings through best-practice and reduced
    duplication of effort.

  • Any Questions?

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