Ann Melia Head of Procurement & Contracts 20 th November MeetWest Business Networking 2014

 Model of Procurement at NUI Galway  Some spend information  Is your company a match?  Building Relationships  Common mistakes  Contact details Procurement & Contracts Office2

To be successful you need to understand how the Institution works:-  We operate a Decentralised Budget Management System  Procurement & Contracts Office (PCO) is the central repository for information and supports (incl. all necessary templates quotation / tendering documentation etc.) to the Institution  Our role (PCO) is to empower our staff with the use of specifically designed tools:- ◦ Designed an 8 stage methodology for Tendering / Award of contracts (based on Prince 2 project management) ◦ Recently re-launched Internal PCO website which contains  Full process charts on “how to buy”  All centralised contracts – supplier contacts & pricing information  All quotation / tendering templates  Reference Section – containing more detailed information around legislation, tendering processes etc.  Design and deliver a bespoke procurement related Calendar of Training  Internal Procurement Policy - complies with all regulation Procurement & Contracts Office 3 Model of Procurement at NUI Galway

Procurement & Contracts Office 4 Some Spend Information

Before a formal tender situation arises - TAKE ACTION:-  Identify if there is a match between our business and your products /services  Check out our website (  Find possible “relevant” contacts  Make initial contact by phone / ask to meet people – explain why you believe you have a solution!!  Do your homework (be prepared) before you meet Procurement & Contracts Office 5 Is your company a match???

Start building relationships BEFORE our Institution has identified a requirement – it is too late when we are in competition stage i.e. Quotation / Tender: ◦ With NUI Galway (Budget Holder)  Understand our Institutions requirements / constraints / challenges ◦ With your peers (if relevant)  Consortia bidding (if applicable) ◦ Both require investment in time and effort ◦ eTenders - are you aware and appropriately registered ◦ Outsourcing, preparation of your bid submission  Its up to you! Procurement & Contracts Office 6 Building Relationships

 Failure to understand the rules of engagement (i.e. National & EU Procurement Regulations)  Leave responding until just before the deadline for responses  Biding like an incumbent ◦ How - by making assumptions  Failure to clarify the Institutions requirements ◦ ASK Questions  Lack of attention to detail ( “cut & paste”) ◦ Leaving unanswered questions ◦ Answering what you would have liked to have been asked and not what you were actually asked !!  Be innovative in your submission - don’t forget the “extras” ◦ Without the added cost 7 Common Mistakes when tendering / quoting for an NUI Galway contract Procurement & Contracts Office

 What does it take to win business at NUI Galway:- ◦ Skills & Knowledge  Of your product / service ◦ Awareness of Public Sector Procurement Rules ◦ Persistence – don’t stop trying ◦ Learn from your mistakes ◦ Building Relationships – put in the time and effort ◦ Innovation ◦ Systems e.g. P2P Procurement & Contracts Office8

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