August 2012 – July 2013 Procurement Report

PROCUREMENT REPORT

1 August 2012 to 31 July 2013

Prepared by Anne Martin, Head of Procurement

Submitted to

Audit Committee – June2014

GlasgowCaledonianUniversity - Finance Office – Procurement Unit

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August 2012 – July 2013 Procurement Report

1Executive Summary

1.1Introduction

This Procurement Report documents performance over the period August 2012 to July 2013.

1.2Procurement Structure

In August 2011, the University utilised a shared services arrangement with Advanced Procurement for Universities and Colleges (APUC). This arrangement currently provides a Head of Procurement (0.5 FTE) a Procurement Manager – Advanced (1.0 FTE)and a Procurement Manager– Operational (1.0 FTE).

1.3Background

The profile of Procurement has increased across the University with the change in the structure of Procurement. This influence includes an increase in Procurement involvement in Estates capital projects and tenders for a variety of professional and building services through the placement of a Procurement Manager in Estates one day a week.

1.4Savings and benefits

Collaborative procurement benefits statements have been received for this period and savings have been calculated for the tenders undertaken on an institutional basis.Collaborative savings currently received from APUC activities are £319k cash and £99k non cash. These figures are still unconfirmed, but are expected to rise, as they omit savings on some Scottish Government led agreementswhere the collation of MI follows a more protracted process.

Savings figures on institutional tenders have been calculated as £404K (using accepted bid price less average bid price from all bidders as basis.)

2Procurement Activity over the Period

During the period August 2012 to July 2013, 12contracts were advertised at a total value of £1.3M, with an additional 14 mini competition exercises being undertaken against existing collaborative agreements to the value of £1.1M.During the reporting period contracts were concluded for Finance, Estates and FM services and a variety of capital projects. These included contracts for theSupply, Installation and Commissioning of an HD-Video Management System, Debt Collection Services and various Heart of Campus projects.

A list of these tenders is included as Appendix A.

2.1Procurement Strategy and Action Plan

To ensure that Procurement is assisting the University in the achievement of its strategic goals, we have the Procurement Strategy tofurther support the Goals of the University’s Strategy 2015. Key areas covered by procurement strategy are: collaboration, key stakeholder engagement, management of the supply base and sustainability.

The Procurement Strategy is supported by an action plan which ensures that Procurement has aligned its activities to the University Strategy. The plan covers Actions such as increasing the University’s use of collaborative agreements (as recommended in the Diamond Review), a review of all Procurement processes and documentation to align with Scottish Government and APUC templates, and the introduction of a managed Supplier/Contract Management process to ensure the University is getting the best provision from its key suppliers.

An update on the progress against this Strategy plan will be submitted to Audit Committee in October.

2.2Procurement Capability Assessment

Procurement Capability Assessment (PCA) is a pan-Scotland improvement programme to develop procurement capability against a framework of common standards across public and publicly funded bodies.

The University didn’t undertake an assessment during this reporting period as it had achieved a level in 2011/2012 which meant that its next assessment was due in the academic year 2014/2015. Previous assessments have shown an increase in our scorefrom 70 in 2010/2011 to 73 in 2011/2012 however the assessment questions have now been amended making the process a lot more rigorous and challenging.

The University has undertaken a trial of the new PCA questions and the predicted score, albeit lower than our score under the previous question set, represents a reasonable outcome given the greater stringency of standards and evidence requirements set out in the revised 2013 PCA review format. While overall GCU maintains a position among the highest scoring HE institutions by performing well in most areas, to offset this realignment in score, we are producing an internal Improvement Plan identifying areas in which we can improve our procurement capability, where appropriate, to our structure and resource. Key themes identified as requiring expansion are:

  • Contract Register
  • Spend Analysis
  • Supplier Segmentation
  • Strategy
  • Stakeholder mapping and engagement

GlasgowCaledonianUniversity - Finance Office – Procurement Unit

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PROCUREMENT STRATEGY - DRAFT

Appendix A - Contracts Awarded between August 2012 and July 2013
Contracts / Value
Procurement of a Solar Simulator and PV-IV measurement solution / £48,233
The supply, installation and commissioning of an HD-Video Management System / £174,053
The School of Health and Life Science – Charles Oakley Research Laboratory Upgrade – Floor one / £422,338
Procurement of High Fidelity Manikins for the Interprofessional Clinical Simulation Centre / £91,301
Procurement of a Raman Spectrometer/Microscope / £115,850
Procurement of a Total Organic/Nitrogen Analyser / £29,869
Provision of Painting Services / £8,774
Provision of Pre-sessional English to students of Glasgow Caledonian University (GCU) London Campus / £154,140
Provision of Signage Services / £8,404
Provision of Debt Collection Services / £151,665
Provision of Survey Services for measuring societal views on health care resource allocation / £60,800
Procurement of a Multi Use Games Area / £92,680
Total / £1,358,107
Mini-competition/Quick Quotes / Value
Vehicle Leasing / £26,626
Provision of Sanitary Disposal and Additional Services / £14,348
Web design for the Social Innovation Network (An Interreg Atlantic Area Project) / £7,800
Demolition of 90 Dobbies Loan / £44,100
Supply of Server Hardware / £264,094
Provision of Offsite Storage / £7,900
Provision of a Camera Recording System for the Inter-professional Clinical Simulation Suite (ICSC) / £153,142
Water Quality Management Services / £39,598
Hamish Wood Building , Plant Room Roof Refurbishment / £109,824
Procurement of Low Fidelity Manikins for the School of Health and Life Sciences / £6,231
Provision of Pest Control Services / £6,221
Supply, Delivery and Installation of Fridges and Freezers for a Research Science Laboratory / £25,492
Provision of International Airmail Services / £107,324
Provision of Accurate Mass – Mass Spectrometer & High Pressure Liquid Chromatography System (LC-MS) / £315,000
Total / £1,127,700
Overall Total / £2,485,807

GlasgowCaledonianUniversity - Finance Office – Procurement Unit

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