LGOPC Update Programme of Work Executive Lounge Old County Buildings, Mullingar 11:00am to 1:30pm 15th September 2015

LGOPC Project Pipeline Coding Update Savings SupplyGov AOB AGENDA LGOPC Project Pipeline Coding Update Savings SupplyGov AOB

LGOPC Project Pipeline

Local Authority Frameworks – Fuels (Slide 1 of 1) DRAFT TENDER DOCS ADVERTISE EVALUATION STANDSTILL FRAMEWORK LIVE Fuels Framework –Live Since 1st September A multi-party Framework for the supply of Fuels, including petroleum and oils, to Local Authorities went live on the 1st of September 2015. The Framework will run for 24 months with an option to extend for a further 24 months. There are 15 successful suppliers appointed to the Framework with 27 Contracting Authorities. The contract is expected to deliver Local Authorities significant reductions in terms of price and reduced administration. Kerry County Council has realised savings of 3.67% January 2015 to July 2015 through a similar competitive procurement process. KPMG (Dec 2014) found that “ the LA Quotes framework presents the market with a challenge and opportunity to continually compete for business and on-going competition exists. Where there is on- going competitive tension there is a good prospect of achieving value for money”

Local Authority Frameworks – Energy Retrofit (Slide 1 of 1) DRAFT TENDER DOCS ADVERTISE EVALUATION STANDSTILL FRAMEWORK LIVE Energy Retrofit Framework (Regions 1 – 6 & Dublin Region) – Evaluation Stage (Projected Go Live Q4 2015) Regions 1 – 6 comprises 25 Contracting Authorities Framework Award Criteria 100% Price Standstill Period to Commence 17th September 2015 to 02nd October 2015 Framework Comprises Two Lots – ITT Available on SupplyGov

Local Authority Frameworks – Bitumen (Slide 1 of 4) DRAFT TENDER DOCS ADVERTISE EVALUATION STANDSTILL FRAMEWORK LIVE Bitumen – Draft Tender Documents Stage (Projected Go Live Q4 2015) Scheduled to be advertised 17th September Framework scheduled to commence in December 2015 for 13 months (until the end of calendar year 2016) from establishment, with an option of a further 12 month extension Framework Minimum Suitability Criteria Award Criteria 100% Price Lot 1 pricing for Supply Only of Bitumen Emulsion products Lot 2 pricing for the Supply & Spraying of Bitumen Emulsion products Mini Competition MEAT 20% Quality / 80% Price Contract Award & Price Equivalence Mini-competitions conducted in December 2015

Local Authority Frameworks – Bitumen (Slide 2 of 4) DRAFT TENDER DOCS ADVERTISE EVALUATION STANDSTILL FRAMEWORK LIVE Bitumen Lot 1 - Mini Competition Award Criteria

Local Authority Frameworks – Bitumen (Slide 3 of 4) DRAFT TENDER DOCS ADVERTISE EVALUATION STANDSTILL FRAMEWORK LIVE Bitumen Lot 2 - Mini Competition Award Criteria

Local Authority Frameworks – Bitumen (Slide 4 of 4) DRAFT TENDER DOCS ADVERTISE EVALUATION STANDSTILL FRAMEWORK LIVE Bitumen Framework provides that the Contracting Authority will be obliged to allocate some of the Authority’s product requirements to the second, third, and if applicable, fourth ranked tenderers. This distribution of requirements will be allocated in accordance with the following Allocation Matrices -: Allocation Based on Three Tenderers

Local Authority Frameworks – Voids (Slide 1 of 3) DRAFT TENDER DOCS ADVERTISE EVALUATION STANDSTILL FRAMEWORK LIVE Voids (Refurbishment & Adaption of Local Authority Housing Stock) – Draft Tender Documents Stage (Projected Go Live Q1 2016) Framework 1 - Refurbishment Works Framework 2 - Grant Aid Adaptation Schemes Framework 1 Returning Vacant Units to Productive Use (Voids) Returning Derelict Homes to Productive Use Improvement works in lieu of Local Authority Housing (IWIL’s) General Building Works inc Extensions / Renovations Framework 2 Housing Adaptation Grant – General Housing Adaptation Grant - People with a Disability. (DPG’s) Housing Adaptation Grant - Older People Housing Adaptation Grant - Mobility Aid Scheme

Local Authority Frameworks – Voids (Slide 2 of 3) DRAFT TENDER DOCS ADVERTISE EVALUATION STANDSTILL FRAMEWORK LIVE

Local Authority Frameworks – Voids (Slide 3 of 3) DRAFT TENDER DOCS ADVERTISE EVALUATION STANDSTILL FRAMEWORK LIVE

Local Authority Frameworks – Plumbers & Electrical (Slide 1 of 2) DRAFT TENDER DOCS EVALUATION STANDSTILL FRAMEWORK LIVE Plumbing Services & Electrical Services – Draft Tender Documents Stage (Projected Go Live Q1 2016) Working Group bi-laterals in progress Plumbers Two Frameworks (Framework 1 less than €500K & Framework 2 greater than €500K) Lot 1 – Domestic Gas Works Lot 2 - All other Domestic Plumbing Services Electrical Two Frameworks (Framework 1 less than €500K & Framework 2 greater than €500K) 1 Lot – Domestic Electrical Works

Local Authority Frameworks – Plumbers & Electrical (Slide 2 of 2) DRAFT TENDER DOCS EVALUATION STANDSTILL FRAMEWORK LIVE Next Steps Tender Documents Legal Proofing Issue Tender Docs to Local Authorities and each asked to declare interest in participating Anticipated Advertising Date: November 2015

Upcoming Projects (Slide 1 of 1) DRAFT TENDER DOCS EVALUATION STANDSTILL FRAMEWORK LIVE A number of Frameworks will be re-run in Q4 2015 and Q1/Q2 2016: Q4 2015 Plant Hire - (Projected Go Live Q4 or Q1 TBC) Working Groups To Be Established – Email Asking CAs to Express Interest Will be Sent this Week Q1 2016 Road Making Materials (Supply & Place) Road Marking Services Readymix Concrete Road Making Materials (Supply Only) Footpath, Roadway Restoration and Ancillary Works Under Legal Review Hope to in a position to clarify in the next few weeks – the vehicle under which this is procured is it Framework / Panel or Dynamic Purchasing System TII formerly known with NRA. Specifications linked to roadmaking materials have changed so we are reviewing the Frameworks on that basis.

Coding (Slide 1 of 1) Coding Product descriptions used across the LA sector will be categorised into industry terms and used to tag spend centres. Coding will categorise spend and assist developing sourcing methodologies Coding Update Pilot - 10 of the 10 sites have the mapping complete Final version 1 of products codes was issued on 18th June 8Z has been proposed as the national ID to be used to link the local products to the national coding Roll Out to Remaining Local Authorities Procurement Officers Forum 22nd September Mapping Demonstrations PMU Demonstrations

Savings (Slide 1 of 1) Sourcing Organisations are required to develop 2016 Forecast Savings & Forecast Secured Savings for the OGP LGOPC is currently developing their Sourcing Plan Savings Forecast Data Return 2015 & 2016 Estimated 2015 Local Authority Procurement Savings 2016 Local Authority Procurement Pipeline

SupplyGov (Slide 1 of 7)

SupplyGov (Slide 2 of 7) Launched on the 5th of August 2015. Operate in same manner as LAQuotes.ie Developed and enhanced to provide more user friendly experience Upgraded security and compliance functionality - increased audit function, increased validation when requesting RFT/RFQ Compatible with tablets and smartphones

New Feature – Register as a Buyer SupplyGov (Slide 3 of 7) New Feature – Register as a Buyer New feature which will allow buyers to self register. They click on ‘Register as a Buyer’ on the Homepage and complete the necessary steps. When they click ‘create’ an email will automatically be generated to all admin buyers in the Local Authority. The relevant Admin Buyer for that buyer (be in the procurement officer or head of section) will authorise the Buyer and add necessary groups and categories. Only the Buyer will have access to his password.

New Procedure - Request to add category to RFQ SupplyGov (Slide 4 of 7) New Procedure - Request to add category to RFQ Review of RFQ categories will be completed 18th September New Form to be signed by Procurement Officer and Buyer and sent to LGOPC via email eproc@kerrycoco.ie. Form includes details of the Local Authority, the Buyer, the requested Category and the Procurement Officer. Decision to grant or deny the request within 5 days of receipt of the form by the LGOPC. List of updated categories will be circulated to Procurement Officers Some categories will be removed due to lack of interest in the category OR the category is already covered in a current Framework.   Please note that all categories attached to live RFQ competitions will remain in place until the orders have been placed in those competitions. In future, if a Local Authority wishes to add a category to the RFQ platform, they must complete a form and sent it to us. This form outlines details of the Local Authority, the Buyer, the requested Category and the Procurement Office. The form must be completed and signed by the Procurement Officer and Buyer. The completed form must be emailed to eproc@kerrycoco.ie . You will be notified of the decision to grant or deny the request within 5 days of receipt of the form by the LGOPC. This process will streamline the process of documenting requests, it will keep the Procurement Officer informed of requests by Buyers and it will assist in the LGOPC’s examination of requests (as to whether or not a category is required or already covered by a Framework).

SupplyGov (Slide 5 of 7) List of updated categories will be circulated to Procurement Officers Some categories will be removed due to lack of interest in the category OR the category is already covered in a current Framework.   Please note that all categories attached to live RFQ competitions will remain in place until the orders have been placed in those competitions. In future, if a Local Authority wishes to add a category to the RFQ platform, they must complete a form and sent it to us. This form outlines details of the Local Authority, the Buyer, the requested Category and the Procurement Office. The form must be completed and signed by the Procurement Officer and Buyer. The completed form must be emailed to eproc@kerrycoco.ie . You will be notified of the decision to grant or deny the request within 5 days of receipt of the form by the LGOPC. This process will streamline the process of documenting requests, it will keep the Procurement Officer informed of requests by Buyers and it will assist in the LGOPC’s examination of requests (as to whether or not a category is required or already covered by a Framework).

Complaints received from Suppliers re RFT/RFQ SupplyGov (Slide 6 of 7) Complaints received from Suppliers re RFT/RFQ and general procurement processes. Complaints or misunderstandings received from Suppliers Previous procedure – advise Supplier to contact Buyer or Procurement Officer in the Local Authority. New procedure – Helpdesk will copy the Buyer, the Procurement Officer and the Compliance Officer in the LGSPC in our replies to Suppliers. Purpose- Keep all relevant parties informed of any issues that arise. The Helpdesk at SupplyGov.ie from time to time receives complaints from Suppliers regarding the awarding of an RFT/RFQ or a particular procurement process run by a Local Authority. Often these complaints are founded in miscommunication or lack of clarity in a particular procurement process.   To date, we have advised Suppliers that they should contact the Buyer in the Local Authority to discuss the matter. If the Buyer is not available, we advise them to contact the Procurement Officer. In an effect to communicate these issues back to the Local Authorities, we will be adopting a new procedure whereby we will also copy the Buyer, the Procurement Officer and the Compliance Officer in the LGSPC in our replies to Suppliers. It is hoped that this process will keep all relevant parties informed of any issues that arise.

Training SupplyGov (Slide 7 of 7) The Helpdesk at SupplyGov.ie from time to time receives complaints from Suppliers regarding the awarding of an RFT/RFQ or a particular procurement process run by a Local Authority. Often these complaints are founded in miscommunication or lack of clarity in a particular procurement process.   To date, we have advised Suppliers that they should contact the Buyer in the Local Authority to discuss the matter. If the Buyer is not available, we advise them to contact the Procurement Officer. In an effect to communicate these issues back to the Local Authorities, we will be adopting a new procedure whereby we will also copy the Buyer, the Procurement Officer and the Compliance Officer in the LGSPC in our replies to Suppliers. It is hoped that this process will keep all relevant parties informed of any issues that arise.

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