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Cilips Procurement Priorities


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Presentation from Jill Evans at SLIC Introduction to procurement event, NLS, Edinburgh 09/11/2009.

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Cilips Procurement Priorities

  1. 1. Background SCURL Procurement Groups Scottish Consortium of Academic Book Supply (SCABS) Scotland Northern Ireland PEriodical Supply (SNIPES) Scottish Higher Education Digital Library (SHEDL)
  2. 2. Other Procurement Groups <ul><li>Joint Information Systems Committee (JISC) </li></ul><ul><li>English Local Authorities </li></ul><ul><li>English Higher Education Institutions </li></ul><ul><li>Welsh Higher Education Libraries Forum (WHELF) </li></ul><ul><li>Scottish NHS NES Library </li></ul><ul><li>Scottish Library and Information Council (SLIC) and JISC Collections </li></ul>
  3. 3. SHEDL Steering Group 2009
  4. 4. Drivers for Collaborative Procurement <ul><li>Scottish Government’s Shared Services Agenda </li></ul><ul><li>Advanced Procurement for Universities and Colleges </li></ul><ul><li>Tight Economic Times </li></ul><ul><li>Currency fluctuations </li></ul><ul><li>Librarians’ power to strike a better deal </li></ul>
  5. 5. Toolkit <ul><li>Essential Tools </li></ul><ul><li>Assets </li></ul><ul><li>Behaviours </li></ul><ul><li>Legal Compliance </li></ul>
  6. 6. Behaviours <ul><li>Risktaking </li></ul><ul><li>Pioneer </li></ul><ul><li>Commitment </li></ul><ul><li>Loyalty </li></ul><ul><li>Trust </li></ul>
  7. 7. Assets <ul><li>Expenditure </li></ul><ul><li>Commodity knowledge </li></ul><ul><li>Experience </li></ul><ul><li>Collaborative environment of supportive colleagues </li></ul><ul><li>Library Directors </li></ul><ul><li>SCURL Business Committee </li></ul><ul><li>Scottish Library and Information Council </li></ul>
  8. 8. Legal <ul><li>Intellectual Property Rights </li></ul><ul><li>Copyright </li></ul><ul><li>Institutional sign-up to procurement agency? </li></ul>
  9. 9. Establish Your Requirements Do You Know What You Need To Know? <ul><li>Before you begin discussions with the preferred procurement agency you must: </li></ul><ul><li>Define the Timeframe </li></ul><ul><li>Establish the committed/projected expenditure </li></ul><ul><li>Define the commodity parameters </li></ul><ul><li>Ensure complete agreement from your members of the consortia </li></ul>
  10. 10. First Steps <ul><li>Extend current contract or </li></ul><ul><li>Create a new contract </li></ul><ul><li>Establish membership </li></ul><ul><li>Encourage new partners or </li></ul><ul><li>Acknowledge partners’ resignation </li></ul><ul><li>Establish and share current expenditure pa per institution on the commodity </li></ul>
  11. 11. First Steps: Continued <ul><li>Anticipated expenditure pa per institution on the commodity </li></ul><ul><li>Total value of the contract </li></ul><ul><li>Institutional commitment to participate in the creation of the tender and contract </li></ul><ul><li>Desk hours absorbed in a different activity </li></ul><ul><li>Identify who is responsible for workflow in colleague’s absence </li></ul>
  12. 12. Commence Discussions with Procurement Agency <ul><li>Establish what you need from the procurement agency </li></ul><ul><li>The Timeframe: is it SMART? </li></ul><ul><li>Confirmation of the procurement agency’s business plan and financial operating costs – sustainable? </li></ul><ul><li>Confirm continuity of “your” procurement agent’s contract/succession planning </li></ul>
  13. 13. Discussions: continued (1) <ul><li>Confirm the procurement agent intends to manage the contract throughout its lifetime </li></ul><ul><li>Confirm if Scottish legislation differs from UK/European legislation and the impact </li></ul><ul><li>Establish criteria used to verify tenderers’ financial viability: is it a UK proven source? </li></ul><ul><li>Agree sight of the final document before issuing to Official Journal etc </li></ul>
  14. 14. Discussions: Continued (2) <ul><li>Confirm options available: </li></ul><ul><li>Mini Competition, </li></ul><ul><li>Framework Agreement </li></ul><ul><li>Regional Lots </li></ul><ul><li>Dialogues etc </li></ul><ul><li>Or </li></ul><ul><li>Single Supplier Justification </li></ul>
  15. 15. Not Required <ul><li>Establish and confirm the following: </li></ul><ul><li>The agent should not weight nor score the suppliers’ responses to the commodities </li></ul><ul><li>The agent must not display authoritarian or dictatorial tendencies </li></ul>
  16. 16. Governance <ul><li>Agree the operational needs and information cascade </li></ul><ul><li>User Intelligence Group (UIG) </li></ul><ul><li>Steering Group </li></ul><ul><li>Working Group </li></ul><ul><li>Minute/note taker </li></ul>
  17. 17. Mobilised Contracts <ul><li>Ensure the procurement agent contacts the supplier/s before the launch date </li></ul><ul><li>Collate a list of named contacts </li></ul><ul><li>Retain a “snagging” list for suppliers’ meetings and </li></ul><ul><li>Resolve the “snagging” list with procurement agent </li></ul><ul><li>Diary dates for suppliers’ meetings </li></ul>
  18. 18. Dialogue and Advice <ul><li>Contact, liaise and confer with your colleagues in: </li></ul><ul><li>SCURL SNIPES </li></ul><ul><li>SCURL SCABS </li></ul><ul><li>SCURL SHEDL </li></ul><ul><li>JISC Collections </li></ul><ul><li>APUC </li></ul><ul><li>Procurement For Libraries (PfL) </li></ul><ul><li>Scottish Library and Information Council </li></ul><ul><li>National Library of Scotland </li></ul>
  19. 19. In Conclusion <ul><li>Procurement </li></ul><ul><li>Challenging </li></ul><ul><li>Demanding (of your patience!) </li></ul><ul><li>Carries significant responsibility </li></ul><ul><li>Rewarding </li></ul>
  20. 20. Enjoy! <ul><li>Jill Evans </li></ul><ul><li>SCURL Service Development Manager </li></ul><ul><li>[email_address] </li></ul><ul><li>0131 623 3940 </li></ul>