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

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

3. LGOPC Project Pipeline

4. 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 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”

5. 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

6. 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

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

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

9. 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

10. 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

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

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

13. 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

14. 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

15. Upcoming Projects (Slide 1 of 1)
DRAFT TENDER DOCS
EVALUATION
STANDSTILL
FRAMEWORK
LIVE
A number of Frameworks will be re-run in Q and Q1/Q2 2016:
Q4 2015
Plant Hire - (Projected Go Live Q4 or Q1 TBC)
Working Groups To Be Established – 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.

16. 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

17. 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

18. SupplyGov (Slide 1 of 7)

19. 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

20. 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 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.

21. 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
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 ed to .
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).

22. 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 ed to .
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).

23. 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.

24. 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.

25. Slán agus Beannacht Q
&
uestions
nswers A