ePS Awareness Presentation: Collaborative Procurement Team

Collaborative Procurement Overview 2

Collaborative Procurement: Team Structure

Collaborative Procurement: Team Head of Collaborative Procurement - Frank Rowell Procurement Portfolio Specialist - Andy Anderson Procurement Assistant - Brett Bryce (Utilities, Vehicles, Insurance, Estates, Buildings and Facilities Management) Procurement Portfolio Specialist - Karen Anderson Procurement Assistant - Ruari Cathmoir (Library and Publications, Computer Supplies and Services, Travel and Transport, Telecommunications) Procurement Portfolio Specialist - Daron Gibb Procurement Assistant - Aleksandra Graf (Medical, Surgical, Nursing, Laboratory, Workshop and Maintenance (Laboratory and Estates or Facilities)) Procurement Portfolio Specialist - Billy Hislop Procurement Assistant - Barbara Munro (Printing and Reprographics, Postal and Mail Room, Stationery and Office Supplies) Procurement Portfolio Specialist - Anne Martin Procurement Assistant - Matt Prowd (Furniture, Furnishings and Textiles, Professional Fees and Bought-in Services, Safety and Security) 4

Collaborative Procurement: Team Procurement Development Specialist - Helen Foster Procurement Development Assistant - Stephen Connor Capital Projects Co-ordinator - Esther Hill Capital Projects Specialists - Allan Doyle & John McManus Procurement Specialists - Andrew Foulner & Mary Matheson 5

How –Dissemination of procurement policy and guidance from the APUC Centre of Expertise. –Leverage of economies of scale to reduce costs and improve service terms on contracts. –Support provided by APUC, thereby minimising duplication of effort and maximising resources. –Extension of local or specialised contracts to all. –Sound communication links with end users on specification development and contract management through the User Intelligence Groups (UIGs). –Initial focus for UIGs - delivery of Category A & B commodities. –Commodities will be tackled over a number of months & implemented in waves. –Process of assessment & prioritisation

Classification of Contracts 3 levels of Contracting –Category A – National (Procurement Scotland) –Category B – Sector (APUC) –Category C – Regional/Local (APUC Capital team / Institutions) C – General Contracts – any single or recurring contracts not classed as a Category A or B C1 – Local / Regional Contracts – Local cross sector / regional consortium

8 Public Procurement Reform Programme Category A – National Contracts Category C – Local Contracts Category B – Sectoral Contracts Reform Programme Reform Programme People & Skills Manage- ment Information Best Practice Policy & Guidance Competitive Supply Base e-Tools Health Boards Central Government Local Authorities Fire & Rescue Services Police Services Universities & Colleges NHS National Procurement Fire Scotland Excel APUC CGCoPE Police

User Intelligence Groups: UIGs User Intelligence Groups (UIGs) provide a forum for sharing information, experiences and understanding of a commodity area. This allows UIGs to appropriately influence supplier negotiations to achieve optimal collaborative contracts. UIGs ensure specifications and service levels meet institutions’ requirements and support the management of supplier performance and innovation. The requirement for UIGs is even more essential in collaborative procurement where commodity management and contract strategy involves input from different institutions with differing needs. The UIG forums ensure all interests are represented. 9

UIG Responsibilities Participate in interviews, meetings and workshops Provide commodity and supply base knowledge Assist in the development of the commodity strategy to identify opportunities across the Tertiary Education sector Provide operating information essential for effective management of suppliers (for example, product or/and service specifications) To focus on strategic issues rather than administrative duties To feed/agree specifications and evaluation criteria within the sector Provide user information and network with other users Support the implementation of the agreed commodity strategy To ensure customer requirements are met To communicate to all Institutions & departments and build a network Bring a pro-active approach and idea’s to the team To challenge the current way of working 10

Commodity UIGs Category B Audiovisual (Category B) Catering (Category B) Utilities (Category B) External Print (Category B) Hair and Beauty (Category B) Laboratories (Category B) Maintenance (Category B) Marketing & Communication (Category B) Recruitment Advertising and Temporary Staff (Category B) SNIPES Library Periodicals (Category B) Video-Conferencing (Category B) Category A Office Supplies (Category A) Office Equipment (Category A) Professional Services (Category A) Electricity (Category A) Telecoms (Category A / Category B) IT Hardware (Category A) 11

Current Activity - Ongoing Wave One Audio Visual (Equipment & Conferencing) Temporary Staff Recruitment Advertising Hair and Beauty Library Services (periodicals & Books) Utilities (Electricity, Gas & Water) Outsourced Print Media Buying Minor IT Hardware Electrical Sundries Electronic Consumables Gases Medical and Research Laboratory Consumables IT Software (Category A) IT Computer Systems (Category A) Telecoms (Category A) Office Equipment (Category A) Office Supplies (Category A) Electricity (Category A) 12

Contracts Awarded to Date Water Coolers – Bottled Bakery Products Dairy Products Supply of HH Electricity, NHH Electricity and Natural Gas Water & Wastewater Services Agreement Car and Van Rental (Short Term Hire) – Collaborative contract with NWUPC/NEUPC Desktops, Laptops & Monitors - Cat A Contract 13

Recommended Contracts CuPID is the sectors' central contract database provided by Procureweb, and can be accessed at: APUC currently promote certain recommended contracts to the Scottish HE and FE sectors, and these can be found on our website at: approved by apuc xls 14

Category B Commodities Category B commodities - wave 2Contact Furniture, fittings and equipment Capital Projects Team Professional services - estates, buildings and facilities management Capital Projects Team - Architects - Quantity surveyors - Project managers Professional services Anne Martin - Patents - Legal services Estates, buildings and facilities management Billy Hislop - Decorator services - Lift maintenance Laboratory Daron Gibb - Microscopes - Chemicals - Gases - Small laboratory equipment Libraries and publications Karen Anderson - Books and e-books Postal and mail room services Billy Hislop - Mail room equipment purchase, lease, hire, maintenance and repair Vehicles Andy Anderson - Vehicle lease (long term) and purchase Insurance Andy Anderson 15

Category A Commodities Category A commodities - waves 1 and 2WaveContact Telecoms 1Karen Anderson - Services, mobiles and equipment, network and communications Stationery and computer consumables 1Billy Hislop Copiers 2Billy Hislop - Multifunctional devices (MFDs) - Printers Travel 2Karen Anderson - Rail - Air - Hotel and conferencing IT 2Karen Anderson - Computer systems - Software sales and development Professional services 2Anne Martin - Business and management consultants - Accountants - IT consultants - Financial services - audit, banking, advisory Utilities Andy Anderson - Electricity1 - Gas2 Mail services 2Billy Hislop - Postal, freight and couriers 16

Best Practice / Procurement Policy Category B Procurements APUC regularly update their Procurement Manual and suite of documentation in order to reflect best practice and changes in procurement policy and EU legislation, and to ensure incorporation into the Category B procurement processes. Sector Procurement Manual for HE and FE The sector manual is envisaged to be concluded and available for use at the end of 2008/early 2009 and will incorporate procedures, guidance, and templates on Category C, C1, and low-value procurements as well as encompassing contract management guidance. Pan Scotland Policy Forum, Best Practice Forum, & People & Skills Working Group APUC, together with nominated individuals form universities and colleges represent our sector on these forums. This ensures that APUC and the sector are fully engaged in tackling issues common to procurement across the Scottish public sector, including CSR and climate change. 17

Why - Benefits and Savings APUC is piloting a price optimisation exercise and, where appropriate, migration to existing contracts. To date, benefits secured from migrating institutions to existing contracts amounts to £466,000 each year. Savings secured against the contracts let to date are £291K. Cost benefits of Energy Contracts still being evaluated Improved Management Information combined with Collaborative Procurement allows greater transparency and leverage with suppliers to access more economically advantageous terms, improved benchmarking and lower-cost bespoke solutions from suppliers; the ability to measure future sector performance provides an improved negotiation platform in future. Standardisation of Terms and Conditions provides a transparent platform for institutions to deal with suppliers in a consistent manner. “Soft-savings” through best-practice and reduced duplication of effort. 18

Questions Any Questions? 19