Cilips Procurement Priorities
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Transcript of 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
• 0131 623 3940