Supplier Meeting regarding supply of Low Carbon Vending Services Steph Holmes Head of Procurement Jessica Osowski Category Manager – Business Services

Agenda 09.30- Registration and refreshments 10.00- Welcome and introduction to the day 10.10- The Low Carbon Vending Services Project, the INNOCAT Project and Procurement Process Questions and discussion 11.00- Workshop session and feedback 12.00- Closing address- Mrs Pat McGrath- Director of Accommodation and Commercial Services 12.10- Coffee and networking 12.30- Self-guided Site Visit- Please see the campus map at the back of the room. 15/11/2018 © The University of Sheffield

Who is here today? Representation from the: Supply chain UoS project team Buyers group INNOCAT 15/11/2018 © The University of Sheffield

Our commitment to low carbon Challenging carbon reduction target 43% reduction by 2020 on a 2005 baseline Vending is one of a number of carbon reduction projects: Others include: Combined Heat and Power for Western Bank Energy saving initiatives Green Impact (an environmental accreditation and awards scheme run by the National Union of Students) Commitment to sustainable procurement through the DEFRA flexible framework 15/11/2018 © The University of Sheffield

Low Carbon Vending Services UoS current vending service contract ends November 2015 Review of requirements Customer demand staff, students, visitors Carbon strategy operational and embedded carbon Collaboration with other buyers University's Sustainable Procurement Group INNOCAT 15/11/2018 © The University of Sheffield

Current Scope and Scale University of Sheffield and Students Union – 75 vending machines Wider buyers group - still growing……in excess of 1000 Currently contract split between 3 suppliers Mixture of: Cold drinks Hot drinks Confectionery More information: You can crop a picture (trim slices from the side, top or bottom) by selecting on the slide the picture that you want to crop, going to the “format” menu, selecting “picture…” and in the “picture” dialog box clicking the “picture” button. This opens the crop options. The preview button allows you to see whether the crop achieves the effect you wanted. (If you have an old version of PowerPoint these controls may be located differently - refer to the PowerPoint Help menu.) Before importing a picture into your presentation save it in a suitable format (eg jpeg) at a resolution of 72 dots per inch if possible. This resolution keeps the size of the picture file small but still displays fine on screen – particularly important if you’re using several pictures, because half a dozen taken on a five megapixel digital camera and imported at full resolution could mean that your presentation is over 20 megabytes in size. This means it will take up unnecessary disk space, will be slow to open and run on many less powerful computers – and will be too big to e-mail. 15/11/2018 © The University of Sheffield

Market Engagement Communicated the ‘unmet need’ Early market engagement Pre-procurement Invited your views on the feasibility of the requirement and the capability and capacity of the market to offer a solution Contribute to achieving improvements in one or more aspects of the requirement Contribute to a total solution Provide a total solution, or Deliver incremental improvements or a step change in the short, medium and long term. 15/11/2018 © The University of Sheffield

The unmet need is for a vending service that will: Meet the current and future vending needs of the customer population and client 
 Demonstrate a progressive reduction in operational and embodied carbon over the life of the contract 
 Deliver a net positive income stream for the client (based on whole life cycle costs) 15/11/2018 © The University of Sheffield

15/11/2018 © The University of Sheffield

Buyers Group 15/11/2018 © The University of Sheffield

Response from the supply chain? Positive - clearly some suppliers motivated Confident that we can deliver progressive reduction in carbon footprint without compromising income and quality Need to work together with supplier(s) Develop a procurement strategy and contract that facilitates the required outcomes 15/11/2018 © The University of Sheffield

Procurement Strategy Following market engagement we will develop a Procurement Strategy Specification Procurement approach Evaluation criteria Contract arrangements How can our procurement process support on-going supply chain innovation to deliver a progressively lower carbon vending services? 15/11/2018 © The University of Sheffield

Indicative Procurement Timeline Nov/Dec 2014 – Summary findings of market consultation – opportunity to comment End Jan 2015– Advertise tender and pre-qualification End Feb 2015– ITPD distributed May 2015– Competitive Dialogue August 2015– Best and Final offers Autumn 2015 – Award Jan 2016 – New contract on site 15/11/2018 © The University of Sheffield