Background SCURL Procurement Groups Scottish Consortium of Academic Book Supply (SCABS) Scotland Northern Ireland PEriodical Supply (SNIPES) Scottish Higher Education Digital Library (SHEDL)

Other Procurement Groups Joint Information Systems Committee (JISC) English Local Authorities English Higher Education Institutions Welsh Higher Education Libraries Forum (WHELF) Scottish NHS NES Library Scottish Library and Information Council (SLIC) and JISC Collections

Joint Information Systems Committee (JISC)

English Local Authorities

English Higher Education Institutions

Welsh Higher Education Libraries Forum (WHELF)

Scottish NHS NES Library

Scottish Library and Information Council (SLIC) and JISC Collections

SHEDL Steering Group 2009

Drivers for Collaborative Procurement Scottish Government’s Shared Services Agenda Advanced Procurement for Universities and Colleges Tight Economic Times Currency fluctuations Librarians’ power to strike a better deal

Scottish Government’s Shared Services Agenda

Advanced Procurement for Universities and Colleges

Tight Economic Times

Currency fluctuations

Librarians’ power to strike a better deal

Toolkit Essential Tools Assets Behaviours Legal Compliance

Essential Tools

Assets

Behaviours

Legal Compliance

Behaviours Risktaking Pioneer Commitment Loyalty Trust

Risktaking

Pioneer

Commitment

Loyalty

Trust

Assets Expenditure Commodity knowledge Experience Collaborative environment of supportive colleagues Library Directors SCURL Business Committee Scottish Library and Information Council

Expenditure

Commodity knowledge

Experience

Collaborative environment of supportive colleagues

Library Directors

SCURL Business Committee

Scottish Library and Information Council

Legal Intellectual Property Rights Copyright Institutional sign-up to procurement agency?

Intellectual Property Rights

Copyright

Institutional sign-up to procurement agency?

Establish Your Requirements Do You Know What You Need To Know? Before you begin discussions with the preferred procurement agency you must: Define the Timeframe Establish the committed/projected expenditure Define the commodity parameters Ensure complete agreement from your members of the consortia

Before you begin discussions with the preferred procurement agency you must:

Define the Timeframe

Establish the committed/projected expenditure

Define the commodity parameters

Ensure complete agreement from your members of the consortia

First Steps Extend current contract or Create a new contract Establish membership Encourage new partners or Acknowledge partners’ resignation Establish and share current expenditure pa per institution on the commodity

Extend current contract or

Create a new contract

Establish membership

Encourage new partners or

Acknowledge partners’ resignation

Establish and share current expenditure pa per institution on the commodity

First Steps: Continued Anticipated expenditure pa per institution on the commodity Total value of the contract Institutional commitment to participate in the creation of the tender and contract Desk hours absorbed in a different activity Identify who is responsible for workflow in colleague’s absence

Anticipated expenditure pa per institution on the commodity

Total value of the contract

Institutional commitment to participate in the creation of the tender and contract

Desk hours absorbed in a different activity

Identify who is responsible for workflow in colleague’s absence

Commence Discussions with Procurement Agency Establish what you need from the procurement agency The Timeframe: is it SMART? Confirmation of the procurement agency’s business plan and financial operating costs – sustainable? Confirm continuity of “your” procurement agent’s contract/succession planning

Establish what you need from the procurement agency

The Timeframe: is it SMART?

Confirmation of the procurement agency’s business plan and financial operating costs – sustainable?

Confirm continuity of “your” procurement agent’s contract/succession planning

Discussions: continued (1) Confirm the procurement agent intends to manage the contract throughout its lifetime Confirm if Scottish legislation differs from UK/European legislation and the impact Establish criteria used to verify tenderers’ financial viability: is it a UK proven source? Agree sight of the final document before issuing to Official Journal etc

Confirm the procurement agent intends to manage the contract throughout its lifetime

Confirm if Scottish legislation differs from UK/European legislation and the impact

Establish criteria used to verify tenderers’ financial viability: is it a UK proven source?

Agree sight of the final document before issuing to Official Journal etc

Discussions: Continued (2) Confirm options available: Mini Competition, http://www.apuc-scot.ac.uk/uploads//Docs/pdf/Minicompguidanceoct09.pdf Framework Agreement Regional Lots Dialogues etc Or Single Supplier Justification

Confirm options available:

Mini Competition, http://www.apuc-scot.ac.uk/uploads//Docs/pdf/Minicompguidanceoct09.pdf

Framework Agreement

Regional Lots

Dialogues etc

Or

Single Supplier Justification

Not Required Establish and confirm the following: The agent should not weight nor score the suppliers’ responses to the commodities The agent must not display authoritarian or dictatorial tendencies

Establish and confirm the following:

The agent should not weight nor score the suppliers’ responses to the commodities

The agent must not display authoritarian or dictatorial tendencies

Governance Agree the operational needs and information cascade User Intelligence Group (UIG) Steering Group Working Group Minute/note taker

Agree the operational needs and information cascade

User Intelligence Group (UIG)

Steering Group

Working Group

Minute/note taker

Mobilised Contracts Ensure the procurement agent contacts the supplier/s before the launch date Collate a list of named contacts Retain a “snagging” list for suppliers’ meetings and Resolve the “snagging” list with procurement agent Diary dates for suppliers’ meetings

Ensure the procurement agent contacts the supplier/s before the launch date

Collate a list of named contacts

Retain a “snagging” list for suppliers’ meetings and

Resolve the “snagging” list with procurement agent

Diary dates for suppliers’ meetings

Dialogue and Advice Contact, liaise and confer with your colleagues in: SCURL SNIPES SCURL SCABS SCURL SHEDL JISC Collections APUC Procurement For Libraries (PfL) Scottish Library and Information Council National Library of Scotland

Contact, liaise and confer with your colleagues in:

SCURL SNIPES

SCURL SCABS

SCURL SHEDL

JISC Collections

APUC

Procurement For Libraries (PfL)

Scottish Library and Information Council

National Library of Scotland

In Conclusion Procurement Challenging Demanding (of your patience!) Carries significant responsibility Rewarding

Procurement

Challenging

Demanding (of your patience!)

Carries significant responsibility

Rewarding

Enjoy! Jill Evans SCURL Service Development Manager [email_address] 0131 623 3940

Jill Evans

SCURL Service Development Manager

[email_address]

0131 623 3940