1. Glasgow City Council: Spend & Opportunity
Aim of this presentation is to give you some information on how GCC is currently structured, where procurement is controlled within that structure. What that means for suppliers looking to bid for GCC contracts. How those opportunities will be advertised and how a supplier can become ‘Glasgow Ready’
Presented by
Gerry Quinn, Contract Manager, Corporate Procurement Unit

2. Council procurement landscape The spend per service and commodities
The role of PCS
Quick Quotes
Contract and supplier management
Glasgow ready
Any questions
Other assistance can be found at the Supplier Development Programme webpage:
To date the SDP has:
It has over 5000 registered businesses
In 2012/13 delivered 68 (SDP) events with 879 attendees
Annual ‘Meet the Buyer’ event attended by over 1200 business and 37 public sector exhibitors
Increased the number of tenders by registered businesses threefold

3. The first thing we’d like to communicate is that Glasgow City Council is one organisation with many different parts. Today those parts comprises 7 core departments and 10 Arms Length Earning Organisations (or ALEO’s). GRA recently renamed Jobs & Business Glasgow. Separate from this there is also the G2014 Organising Committee who are advertising all work for the games through the Glasgow Business Portal.
Also G2014.

4. Fiscal Year 12/13 - Commercial spend £698 million
Of which 54% Glasgow-based suppliers
Small and Medium Enterprise (SME) suppliers represent 50% of spend
Small 23%
Medium 27%
Spend is categorised across 88 commodities and five procurement groups.
Definition of commercial is influenceable spend’ (i.e. where we have gone to the market. The category of micro, small and medium-sized enterprises (SMEs) is made up of enterprises which employ fewer than 250 persons and which have an annual turnover not exceeding £50 million (European Legislative Definition).

5. Commercial Spend by Procurement Group FY 12/13
Corporate Procurement Unit, which Gerry and I are members of, represents the largest % of the commercial spend.

6. Facilities Management Services IT Services - Telecoms
Mobile Phones - IT Equipment
IT Software & Licenses
Photocopiers & Facsimile
Provision of in-house IT support through joint venture with Serco. Spend focused on goods to support service provision.
200 High Street
Glasgow
G4 0QW
Telephone: +44 (0)

7. Building Materials & Products Furniture & Fittings Electrical Supplies
Adaptations - Industrial Supplies
Industrial Cleaning
Removals & Storage
Exterior Cleaning
In house provision of services. Spend focused on goods to support those services although there is a high spend in trades as well.
350 Darnick Street
Glasgow
G21 4BA
Telephone: +44 (0)

8. Cleaning & Janitorial Kit Medical Catering Equipment Catering Services
Food & Water
Aids for Daily Living
Cleaning & Janitorial Kit
Medical
Catering Equipment
Catering Services
In house provision of catering, cleaning and homecare services. Spend focused on goods to support those services.
Blair Court
100 Borron Street
Glasgow
G4 9XE
Telephone: +44 (0)
Web form for enquiries at

9. Social Work (Contract Management & Project Support)
Care Homes - Other Social Care
Supplementation Establishments
Residential School
Accommodation For Clients
Contract Management & Project Support overseeing 7 commissioning teams (children & families, disabilities, 24 hour services, community services, mental health, criminal justice and homelessness)
City Chambers East
40 John St
Glasgow
G2 1DU
Telephone: +44 (0)

10. Corporate Procurement Unit (CPU)
60 Commodities in total
14 Commodities utilising SXL or Scottish Procurement
46 Commodities contracted directly by CPU
City Chambers
Glasgow
G2 1DU
Telephone: +44 (0)

11. Sports & Recreation Equipment Clothing Advertising
Refuse & Waste
Vehicle Hire
Teaching Supplies
Sports & Recreation Equipment
Clothing
Advertising
Photographic & Audio Visual Equipment
Street Road Lighting
Signs
Category B
Renfrewshire House
Cotton Street
Paisley
PA1 1AR
Telephone: +44 (0)
Web form for enquiries at

12. Scottish Procurement & Commercial
Recruitment & HR
Stationery & Computer Consumables
Post & Courier
Utilities & Fuel
Management Consultancy
Category A
Telephone: +44 (0)

13. Corporate Procurement Unit (CPU) - £235m (34%)
Construction & Trades
Financial Services
Vehicle Purchase
Coach Hire
Vehicle Services & Parts
Learning & Development
Security & Safety Services
Road Materials
Events
Constructions Consultancy
Taxis
Traffic Control
Plant Hire
Professional Services
Legal Consultancy
Demolition
Timber
Books & Publications
Marketing & Promotion
Grounds Maintenance
Print & Reprographics
Security & Safety Equipment
Playground Equipment
Plant Equipment
Tools
Linens & Fabrics
Livestock, Animals & Plants
Scientific & Technical
Domestic Appliances
Parking
Franking Machines
Minerals, Earth & Stone
Pest Control
Special Waste
Distribution & Mailing
Farming, Fishing & Forestry
Testing Instruments
Grit & Aggregates
Everything else. Descending order of spend.

14.
ALL Corporate Procurement contracts are advertised and tendered electronically through Public Contracts Scotland (PCS)
To develop the supplier base, the threshold we utilise for Quick Quotes we has been raised from £20k to £50k for Goods & Services and £300k to £500k for works.
Contracts for Goods/Services <£50k (<£500k works) will be tendered via Quick Quotes
In FY 12/ quick quotes were tendered.
Contracts for Goods/Services >£50k (>£500k works) will be tendered via PCS-Tenders system.
In FY 12/ contracts were awarded.
Glasgow played an active role in the development of the standard PQQ and continues to be one of the few Local Authorities represented at the PCS Working Group and as part of the E Contract Management system project.

15. Quick Quotes
Quick Quote process used for low value/low risk procurement for registered suppliers
Straightforward and less intensive tender process which can benefit SME suppliers
GCC Buyers use the PCS Supplier Finder
Quotes <£1,500 will be issued via .
Quotes between £1,500 & £50,000 Goods/Services and £500k Works will use PCS website
PCS Supplier finder allows them to search by commodity category, organisation name, region and post-code. See PCS system for additional notes on Company Highlights.
Goods & Services No. of suppliers to Minimum no. of
Value of quote to be invited responses required
Less than £1,
£1,500 - £20k
£20k - £50k
Works No. of suppliers to Minimum no. of
Value of quote to be invited responses required
£1,500 - £300k
£300k - £500k

16. How we manage the contract
All contracts are risk assessed over 4 criteria:
Value of contract
The volatility of the market place
Potential reputational risk to the council
Complexity of the procurement process
The level attributed determines the frequency and amount of actions (H, M, L):
Insurance and accreditation checks
Supplier performance reviews
Spend reports
Market analysis
Lessons learned throughout the process and lifetime of the contract are used to improve our performance.
The criteria for risk assessment is based on:
Value of contract
The volatility of the market place
Potential reputational risk to the council
Complexity of the procurement process
Points are tallied up:
<15 Low
15 – 29 Medium
30 – 40 High

17. Glasgow’s Supporting Businesses
Are you Glasgow Ready?
To modernise our accounts payable practices we are asking our suppliers to be Glasgow Ready.
This is a mandatory set of requirements and best practices for suppliers to follow that will allow your transactions to be validated and ready for payment through our Supplier Portal.

18. Glasgow’s Supporting Businesses
How will this benefit you?
Efficient Credit Control
Full visibility of the status of your transactions
Reduced Administration Costs
Improved Customer Service
Submit Electronic Invoices and Credits
Submit Proof of Deliveries
24/7 Access
Efficient Credit Control
See your account online.
Know when your invoices will be paid.
Download remittance advices.
Manage disputes.
Reduced Administration Costs
No paper invoices or credits.
No postage fees.
Reduced administration and stationery costs
Improved Customer Service
Send queries about invoices and receive responses.
All queries are tracked in Supplier Portal.
Fully visibility of all orders.
Submit Electronic Invoices and Credits
Invoices/Credits will be submitted electronically against the Purchase Order following a few simple steps.
Immediate delivery of invoices
Submit Proof of Deliveries
Upload scanned copies of Proof of Deliveries upon request.
24/7 Access
24/7 access to Supplier Portal
Easy to use, secure, web based portal.

19. Glasgow’s Supporting Businesses
If you use Purchasing Cards, there are other advantages:
Payment within 4 Days
Improved Cash Flow
Eliminates Accounts “On Stop”
Increased Business Opportunities
Competitive Advantage
Payment within 4 days
Cleared funds are credited within 4 bank working days
Improve cashflow
You can use these funds immediately.
Potential to reduce overdraft costs by 1% % at current rates – based on payment terms of 30 days after invoice.
Stock levels can be replenished more effectively.
The financing costs of factoring or invoice
Discounting (these services improve cashflow) can be reduced
Increase Business Opportunities
Many suppliers advertise that they can accept purchasing cards. You can significantly increase turnover by attracting other purchasing card Buyers .
This list is distributed to all Buyers who have implemented or are planning implementation of their purchasing card programme.
Competitive edge
Details of your company will be included on the MasterCard list of all UK suppliers who can accept purchasing cards.

20. Glasgow’s Supporting Businesses
What if my company is not Glasgow Ready?
If you are not Glasgow Ready then you may not be taken on as a supplier
Payments may be delayed
We aim to have as many suppliers as possible Glasgow Ready and on the Supplier Portal by November 2013
Q&A
1. What do we need to do before I am able to enrol onto the Supplier Portal?
You are required to set up a new address which only you and the Customer and Business Services (CBS)
Supplier On-boarding Team will know. The CBS Supplier Onboarding Team will advise you of the address
you need to set up.
2. Why do we need to set up this address?
This address is required for security purposes, you will also use it to log onto the Portal once you have
enrolled. The address should only be known by your company and GCC
3. Do we need any specific software to use the Supplier Portal?
As this is a web based application, it is preferable that you use one of the browsers detailed below:
􀂙 Internet Explorer Version 6 or above
􀂙 Firefox
􀂙 Safari
4. What paperwork needs to be completed before we enrol onto the Supplier Portal?
The forms attached to this need to be completed:
􀂙 Supplier Master Data and Confirmation Sheet
􀂙 Terms and Conditions
Send the completed and signed forms to:
Or return by post to:
Glasgow City Council
Customer and Business Services
Supplier Onboarding Team
3rd Floor
220 High Street
Glasgow
G4 0QW
5. Is there a cost for using the Supplier Portal?
The Terms and Conditions document refers to a fee in clause 2 which is at the discretion of Glasgow City Council.
At the moment, Glasgow City Council is providing the Supplier Portal free of charge to its suppliers. Should this
change at some point in the future, we will notify you by or letter.

21. Glasgow’s Supporting Businesses
Glasgow Business Portal
Glasgow 2014 Commonwealth Games
New South Glasgow Hospital
Glasgow Royal Concert Hall Redevelopment
Residual Waste Treatment Facility…and more
GCC Dedicated Buyer Engagement Team
Q&A continued
6. How do we get access to the Supplier Portal?
Once you have completed and returned the required paperwork, CBS will contact you to advise you about what happens next. When you are ready to enrol, you will receive an with an enrolment guide to assist you. Enrolment is a quick and easy, 2 step process which is done online.
7. How many of our employees should have access to the Suppler Portal?
We recommend you identify at least two employees’ to use the Supplier Portal.
8. Does each employee require their own login?
No, you will have a single login which will be used by the employees you identify.
9. When will we get access to the Supplier Portal?
You will receive an to confirm the exact date that the Portal is available for you to use.
10. What benefits are there to using the Supplier Portal?
Once you have successfully enrolled onto the Supplier Portal you will be able to:
􀂙 Submit electronic invoices and credit notes.
􀂙 Submit proof of deliveries which will be visible to order requisitioners and the CBS AP Team.
􀂙 Record notes against invoices which will be visible to order requisitioners and CBS AP Team.
􀂙 Send messages to CBS AP Team.
􀂙 View your account to check unpaid invoices, invoices due to be paid, view or download remittances.
11. Will we still be required to submit paper invoices, credits, Proof of Deliveries and statements
of account?
Once you have successfully enrolled to the Supplier Portal, you will:
􀂙 No longer need to send paper invoices or credits. Instead, you will use the Supplier Portal to submit
these electronically.
􀂙 Upload scanned proof of deliveries against the invoice, where appropriate, to assist with dispute
resolution.
􀂙 View all of your invoices and credits, for example, .for payment due, invoices blocked for payment
and invoices paid.
12. What will happen if we do send in paper documents?
All paper documents received by the CBS Accounts Payable Team will be destroyed.
13. What orders will we be able to see in the Supplier Portal?
You will be able to see PECOS orders raised by GCC and its’ ALEO’s.

22. Glasgow Proud Host of the Commonwealth Games 2014
Any Questions?
Any questions that you may have later can be sent to Gerry Quinn at
For further information on how to procure with Glasgow, access our webpage on the Glasgow City Council internet by going to Working/Procurement
If you have a freedom of information enquiry, please it to or phone You can also use an online form at
Glasgow Proud Host of the Commonwealth Games 2014
Q&A Continued
14. What orders will I not be able to see in the Supplier Portal?
You will not be able to see orders from Land and Environmental Services which, begin with an S or a D, or orders from City Building Glasgow.
You will continue to receive them and submit invoices/credits in the same way you do just now. Later in 2013/14 you will be able to submit invoices for these types of orders through the Supplier Portal and we will confirm when you are able to do this.
However, you will be able to view payments for these orders within the Supplier Portal.
15. What support is available when we begin to use the Supplier Portal?
Once you have enrolled, a member of the CBS Supplier Onboarding Team will provide you with a brief overview of the Portal. A user guide, quick reference guide, handy hints and tips