LGOPC Update Programme of Work Executive Lounge Old

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

AGENDA 1. LGOPC Project Pipeline 2. Coding Update 3. Savings 4. Supply. Gov 5. AOB

LGOPC Project Pipeline

Local Authority Frameworks – Fuels (Slide 1 of 1) DRAFT TENDER DOCS ADVERTISE EVALUATION STANDSTILL FRAMEWORK LIVE • Fuels Framework –Live Since 1 st September o A multi-party Framework for the supply of Fuels, including petroleum and oils, to Local Authorities went live on the 1 st of September 2015. The Framework will run for 24 months with an option to extend for a further 24 months. o There are 15 successful suppliers appointed to the Framework with 27 Contracting Authorities. o 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. o KPMG (Dec 2014) found that “ the LA Quotes framework presents the market with a challenge and opportunity to continually compete for business and ongoing competition exists. Where there is on- going competitive tension there is a good prospect of achieving value for money”

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 Q 4 2015) o Regions 1 – 6 comprises 25 Contracting Authorities o Framework Award Criteria 100% Price o Standstill Period to Commence 17 th September 2015 to 02 nd October 2015 o Framework Comprises Two Lots – ITT Available on Supply. Gov

Local Authority Frameworks – Bitumen (Slide 1 of 4) DRAFT TENDER DOCS ADVERTISE EVALUATION STANDSTILL FRAMEWORK LIVE • Bitumen – Draft Tender Documents Stage (Projected Go Live Q 4 2015) o Scheduled to be advertised 17 th September o 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 o 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 o Mini Competition MEAT 20% Quality / 80% Price Contract Award & Price Equivalence o Mini-competitions conducted in December 2015

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

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

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

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 Q 1 2016) o Framework 1 - Refurbishment Works o 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

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

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

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 Q 1 2016) o Working Group bi-laterals in progress o Plumbers Two Frameworks (Framework 1 less than € 500 K & Framework 2 greater than € 500 K) o Lot 1 – Domestic Gas Works o Lot 2 - All other Domestic Plumbing Services o Electrical Two Frameworks (Framework 1 less than € 500 K & Framework 2 greater than € 500 K) o 1 Lot – Domestic Electrical Works

Local Authority Frameworks – Plumbers & Electrical (Slide 2 of 2) DRAFT TENDER DOCS EVALUATION § Next Steps o Tender Documents Legal Proofing o Issue Tender Docs to Local Authorities and each asked to declare interest in participating o Anticipated Advertising Date: November 2015 STANDSTILL FRAMEWORK LIVE

Upcoming Projects (Slide 1 of 1) DRAFT TENDER DOCS EVALUATION STANDSTILL FRAMEWORK LIVE • A number of Frameworks will be re-run in Q 4 2015 and Q 1/Q 2 2016: Q 4 2015 o Plant Hire - (Projected Go Live Q 4 or Q 1 TBC) Working Groups To Be Established – Email Asking CAs to Express Interest Will be Sent this Week Q 1 2016 o Road Making Materials (Supply & Place) o Road Marking Services o Readymix Concrete o Road Making Materials (Supply Only) o Footpath, Roadway Restoration and Ancillary Works

Coding (Slide 1 of 1) • Coding o Product descriptions used across the LA sector will be categorised into industry terms and used to tag spend centres. o Coding will categorise spend assist developing sourcing methodologies • Coding Update o Pilot - 10 of the 10 sites have the mapping complete o Final version 1 of products codes was issued on 18 th June o 8 Z 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 o Procurement Officers Forum 22 nd September o Mapping Demonstrations o PMU Demonstrations

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 o Estimated 2015 Local Authority Procurement Savings o 2016 Local Authority Procurement Pipeline

Supply. Gov (Slide 1 of 7)

Supply. Gov (Slide 2 of 7) • Launched on the 5 th 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

Supply. Gov (Slide 3 of 7) New Feature – Register as a Buyer

Supply. Gov (Slide 4 of 7) New Procedure - Request to add category to RFQ • Review of RFQ categories will be completed 18 th September • New Form to be signed by Procurement Officer and Buyer and sent to LGOPC via email eproc@kerrycoco. ie. • 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.

Supply. Gov (Slide 5 of 7)

Supply. Gov (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.

Supply. Gov (Slide 7 of 7) Training

Q &A Slán agus Beannacht uestions nswers