OGP Open for Business’ - HEAnet · • Licensing arrangements will need to reflect need for...

OGP‘Open for Business’

HEAnet Conference, November 12th 2015

Mary Fennelly, Office of Government Procurement

Procurement Portfolio Manager for Information & Communication Technology Inc. Office Equipment.

An Overview of Procurement Reform

Operating Model

Customer Engagement

ICT Portfolio

Progress Update

Agenda

• The Office of Government Procurement:

– commenced sourcing operations in 2014

– operates as an office of the Department of PublicExpenditure and Reform

• A key public service reform programme - to reducecosts and achieve better value for money throughreform of public procurement

• The Office of Government Procurement establishedto lead on the public procurement reformprogramme

Procurement reform overview

The current model is highly fragmented:• different prices in different public service bodies

for the same goods and services• limited systems and data upon which to make

decisions

Government strategy is to:• centralise procurement more• enable consistency and standardisation of

approach• align policy with operations• deliver better value for the taxpayer• deliver broader policy goals in a consistent fashion

Government Strategy

Today, public procurement takes place in all Government Departments and offices including in organisations under their aegis spread across the whole of Ireland

Expenditure Categories Health Local Govt Education Defence Justice Other Central Govt NPS

Professional Services P P P P P P P

Facilities Management P P P P P P P

Utilities P P P P P P P

ICT & Office Equipment P P P P P P P

Mkting, Print, Stationary P P P P P P P

Travel & HR Services P P P P P P P

Fleet & Plant P P P P P P P

Managed Services P P P P P P

Plant Hire P

Minor Build & Civils P P P P P P

Med. Prof. Services P P P P P

Med. Equip & Supplies P P P

Med. Devices & Diagnostics P P

Lab Diagnostics P P P P P P

Farming P P P P

Defence P P

Previous Procurement Model

Expenditure Categories Health Local Govt Education Defence Central Govt OGP

Professional Services P

Facilities Management P

Utilities P

ICT & Office Equipment P

Mkting, Print, Stationery P

Travel & HR Services P

Fleet & Plant P

Managed Services P

Plant Hire P

Minor Build & Civils P

Med. Prof. Services P

Med. Equip & Supplies P

Med. Devices & Diagnostics P

Lab Diagnostics P

Farming P

Defence P

Expenditure category ownership

Procurement strategy reformed

Responsibility SplitOver the last two years, procurement savings enabled by the OGP and its partners have amounted to €100m.

The benefits of the reform programme include:

enabling cost reductions, resisting inflationary increases, reducing implementation risk, improved supplier performance, increased expenditure transparency and facilitating consistent aligned policy implementation.

The potential for further benefits for the State remains strong.

Benefits of procurement reform

Responsibility Split

In addition to savings, benefits arising from centralised procurement include: administrative savings from reduced duplication of tendering; greater purchasing expertise; improved consistency; enhanced service

levels and legal certainty.

Some specific examples of the range of cost reductions achieved:

New Electricity Frameworks: First 2 contracts awarded - €4.8m savings. Further 13 contracts planned.

OGP Computer Devices Frameworks secured approx. €3m savings

Non Framework Sourcing activity contributing to savings. Example -Managed IT Service for a Government Department resulted in savings of €3m

Examples of cost reductions


Operating Model

Customer Engagement

ICT Portfolio

Progress Update

Agenda

Common Policies

Common Systems, Processes and Data Management

Common Governance

Office of Government Procurement(8 Common Categories)

Health (3)

Defence (1)

Education (4)

Local Government

(2)

‘One voice’ to the market. Common categories will be sourced from one office – the OGP. Health, Education, Local Government and

Defence will each retain a sector procurement function to procure sector-specific categories.

Operating model

OGP Led Categories

• Professional Services

• Facilities Management and Maintenance

• Utilities

• ICT and Office Equipment

• Marketing, Print and Stationary

• Travel and HR Services

• Fleet and Plant

• Managed Services

Sector Led Categories

• Local Government– Minor Building Works and Civils– Plant Hire

• Health– Medical Professional Services– Medical and Diagnostic Equipment

and Supplies– Medical, Surgical and

Pharmaceutical Supplies

• Defence– Defence and Security

• Education– Veterinary and Agriculture– Laboratory, Diagnostics and

Equipment

Operating model

Board

Executive

Sourcing Teams

Category Councils

} {

Steering

Sector

Nominees

Education

Sector

Nominee -

Justice

………

Governance structure


Budgeting

and

Planning

Sourcing and Category

Management

Contract Management

Requisition to Payment

The sourcing function focuses on market sourcing strategies and tendering. The OGP will manage supplier relationships not contracts.

128 dedicated sourcing staff aligned to c.25 specialised category teams and working on category strategies and c. 180 sourcing projects.

Responsibility split


Operating Model

Customer Engagement

ICT Portfolio

Progress Update

Agenda

• Approximately 5,000 individual client requirements gathered to date.

• OGP Schedule of Frameworks and Contracts published on www.procurement.ie detailing planned delivery dates by quarter up to and including Q2 2016. Schedule updated quarterly so that a rolling nine month forward view is always visible.

• Published schedule will deliver arrangements that should address in excess of 70% of requirements (over €25,000) that fall within the OGP’s remit, ranging from 60% in the case of ICT requirements to 97% in the case of utilities.

Initiation

2013

Planning & Scoping

2014

Implementation

2015

Operation

On-going Review

Progress update

http://www.procurement.ie/

• Waste Management• Photocopying & Multi-Purpose

Office Paper• Fleet – Vans, Cars, SUVs,

Motorcycles• Notebooks & Tablet Computers• Personal Computers• Personal Protective Equipment• Natural Gas• Bulk Fuels• Electricity• Advertising Placement• Custom Envelopes• Stationery & Office Supplies• FOI Training

• Purchasing Cards

• Fuel Charge Cards

• Managed Print Services

• ICT Consumables

• External Workplace Investigation Services

• Taxi Services (Greater Dublin)

• Foreign Travel Insurance

• Travel Management Services

• ICT Research & Advisory Services

• Hydraulic Excavators

• Uniforms and Clothing

• Security Printing

Full listing, with details, can be found on www.procurement.ie

Current framework arrangements

• Good procurement needs good data.

• OGP is leading on programme to gather and analyse procurement expenditure across the public service.

• Publication of OGP Spend and Tendering Analysis Report a major milestone

• First robust analysis of how public procurement monies are spent across the public service

Public service spend analysis

• 93% of public procurement expenditure remains within the State

• 66% of public procurement expenditure is directly with SMEs

• Government procurement is accessible: typical published contract estimated values ranged from €50,000 to €500,000 across categories.

Report findings

• We continue to drive pro-active engagement with the SMEs

• We continue to standardise our tender and contract documents

• We are in the process of transposing the three new EU Procurement Directives which were agreed as part of the Irish Presidency.

– The implementation of many of these we have already accelerated through our Circular 10/14.

Non-sourcing activity


Operating Model

Customer Engagement

ICT Portfolio

Progress Update

Agenda


Category Councils

Agree Category sourcing strategies

(Interactive)

www.procurement.ie

Key Account Manager

Develop Relationship within Sector

(Proactive)

[email protected]

076 100 8125

Help DeskCustomer support

(Reactive)

[email protected]

076 100 8000

Customer engagement channels

mailto:[email protected]

mailto:[email protected]

• Objective is to deliver contracts that meet the needs of customer organisations and that deliver value for money for the tax-payer.

• Role of Category Councils is decide the sourcing strategies for goods and services, taking into account customers’ requirements, market dynamics and the savings required.

• Each Council made up of members who are nominated by the Departments and Agencies that are the main users of the category.

Customer Needs & Category Councils

Category councils

Procurement.ie

Existing Arrangements

Schedule of Planned Arrangements

Helpdesk

Practical steps

www.procurement.ie

Published schedule

• Overview

• What is in scope?

• What is out of scope?

• Who is this available to?

• Current status

• Start date

• End date

• Drawdown arrangement (how to use)

• Drawdown timetable

Information sheets


Operating Model

Customer Engagement

ICT Portfolio

Progress Update

Agenda

• Estimated ICT & Office Equipment public service spend of €450m - €500m p.a.

• New “Whole of Government” approach

• OGP, working closely with the Office of the Government Chief Information Officer (OGCIO) and ICT Category Council, will deliver the commercial implementation of the Government ICT strategy

• Focus on reducing cost of ICT operations to enable investment in new technology and e-enabling citizens.

• Move to new Service Delivery models

• Strategic management of supplier performance

ICT procurement – key objectives

• High level of interaction with the market across all categories

• ICT suppliers will need to adapt to the new models.

• OGP will leverage the buying power of Government.

• Licensing arrangements will need to reflect need for flexibility and improved

pricing including maintenance/support costs.

• Recognise the value and innovation that SMEs can offer through frameworks

and lots.

• ICT Suppliers are a key source of information for the OGP on market structures,

market dynamics and future trends.

Market engagement

Internal Analysis Stakeholder analysis Business requirements Current & future requirements Supplier performance analysis

Sourcing Strategies must be backed with good data and intelligence on the supply market (Circular 10/2014) and PSB client needs

External Analysis Competitive environment Supplier landscape Cost driver analysis Business environment

Developing sourcing strategies

Telecoms

Network/Comms Equipment

Wide Area Connectivity

Video Conferencing

Telephony

International Circuits

Wi-Fi

Telephony

Mobile Voice & Data (future)

Fixed Voice & Data (future)

Telecoms Other

Professional Services

ICT Resources

ICT Contractors

Managed ICT Services

ICT Consultancy Services

ICT Helpdesk

Data Migration Services

Offsite Secure Media & Document Storage

ICT Resources

Mobile Application Development

Web Design and Development

Support and Maintenance Contracts

Professional Services Other

ICT Training

Software and Services

Operating System

Application Software

System Software

Development Software

Security Software

Database Software

Anti-Virus

Backup Software

EDRMS

Virtualisation Software

Desktop Applications

Software Licensing

Software Upgrade

Software Other

Unified Threat Management

Email Archiving Software

Email Security Gateway Software

Sundry ICT Software and Services

Hardware / Office Equipment

Desktop PC

Notebook

All in One

Thin Client

Zero Client

Tablet

Workstations

Hybrid Devices

Accessories

Parts (Batteries, Hard Drives, Memory etc)

Printers, MFDs

Scanners

Bar-code equipment

Web cams

Computer Peripherals (screens, keyboards etc

Audiovisual Equipment

Fax Machine

Shredders

Binding Machines

Franking Machines

Mailroom Equipment (Folder/Inserter, Letter Openers etc)

Dictation Equipment

Electronic Print Room Equipment

Payment Related (UV Scanners, Money Counters etc)

Infrastructure

Storage Area NetworksNAS

Physical Firewalls

Servers

Consolidated Infrastructure

Redundent Array of Independent Disk (RAID)

Radio Frequency Identification Equipment

Uninterruptable Power Supply (UPS) Systems

Data Centre

Cloud

SAAS

IAAS

PAAS

ETC

Not included at this point: OGCIO Fixed Voice & VOIP, OGCIO Mobile Services

Scope of ICT Portfolio

Current Arrangements

• OGP: Desktop, Notebook & Tablet (multi-supplier) expires 1st Dec 2015.

• HEAnet: Desktop & Notebook Computers (Dell) expires mid Jan 2016

New Arrangements

• New expanded OGP Framework to be in place December 2015

• HEAnet involvement in OGP process reflecting member’s requirements.

Desktop, Notebook & Tablet PCs

Desktop & Notebooks

Thin/Zero Client

Tablet & Hybrid

iOS Devices

& Chrome books

FW in place: Computer hardware

ICT Research & Advisory Services Framework

• Live Framework Agreement. 3 Lots available for use.

• Full details, templates and how to guides available on www.procurement.ie

ICT Research Papers

• Framework Members

• Gartner

• How to Use

• Request for Quotation

ICT Analysis, Advisory and Consultancy

Services


• Accenture

• Analysys Mason

• Gartner

• IT Executive Focus

• How to Use

• Supplementary Request for Tender (Mini Competition)

ICT Research and Advisory Services


• Gartner

• Info-Tech Research Group

• IT Executive Focus

• How to use:


FW in place: ICT research & advisory services


Enterprise Applications Support Services Framework

• Framework Agreements signed.


Oracle


• Rimini Street

• Spinnaker

• PDG

• Version1

• Fujitsu

• How to Use


SAP


• Rimini Street

• Spinnaker

• IBM

• How to Use


IBM


• Origina

• How to use:


FW in place: Enterprise Application Support Services


Microsoft LSP Services Framework


General LSP Services


• Micromail

• BT

• Dell

• Insight

• Kelway

• SoftwareONE

• How to Use


Education Institution LSP Services


• Micromail

• Dell

• Insight

• Kelway

• SoftwareONE

• How to Use


FW in place: Microsoft LSP Services


• CRM Software (2 Lots)

• SAN/Server/NAS/Converged Infrastructure (8 Lots)

• Computer Devices (5 Lots)

Published / Evaluations

ongoing

• Virtualisation Reseller Services

• Backup/Recovery Reseller Services

• Desktop Software

• Enterprise Video Conferencing Solutions

• Network Equipment

• Support and Maintenance of Network Equipment

• Physical Firewalls

• ICT Professional Services

• Security Software

• ICT Specialist Training

Frameworks Scheduled

Frameworks current activity

Network Services team

New Network Equipment

• Enterprise level only

• Data centre switches

• Access switches

• Routers

• Wi-Fi equipment

• Support and Maintenance

• Services – installation, configuration etc.

• Separate Framework for Network equipment support and maintenance (legacy equipment)


Wide Area Connectivity

• For PSBs who wish to connect to the government networks or who wish to connect between their offices

• Lot 1: To meet needs of PSBs who require Service Providers with a national reach

• Lot 2: small and medium PSBs who require a more local reach

• We aim to admit local service providers who can provide connectivity in remote areas


Enterprise Video Conferencing Equipment

• Conference room to Conference room

• Open standards

• New equipment including Support and Maintenance

• Support and Maintenance of Legacy equipment

• Design, installation, configuration

OGP & HEAnet engagements

Subject Matter Expertise provided

• SAN/Server/NAS/ Converged Infrastructure

• Computer Devices Framework

• Video Conferencing

• Microsoft Licencing Solution Partner Services

Participation in Tender Evaluations

• SAN/Server/NAS/ Converged Infrastructure

• Computer Devices Framework

• Microsoft Licencing Solution Partner Services

Mini Competitions

• ICT Research and Advisory Framework

• Computer Devices Framework (when established)

OGP & HEAnet

Health Local Govt. Education D&J Other

On Board On Board On Board On Board On Board

ICT Category Council membership

ICT Category Council Members Organisation

Seamus Shaw Universities

Eoin Kenny HEAnet

Larry Carolan ETB Sector

Ann Mc Donnell Dept. Of Education

Philip Gurnett Education Procurement Service

Tim Willoughby LGMA

Michael Byrne Dept. of Defence

Daragh O’ Connor Dept. of Social Protection

Fran Thompson HSE ( ICT)

Helen Mc Quaid Defence Forces

Tony McGarry Dept. of Agriculture

Vincent Duffy Revenue

Liam Moroney Justice Group

Deirdre McDonough Enterprise Ireland

Bernard Higgins Local Authority HIS Council

Mary O’ Donoghue OGCIO

Liam Stewart OPW

Thank You

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