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Files\Content.Outlook\ENZEFTXH\DIT Procurement Progress Report 24Oct2011.docx
Comments: Document outlining progress on DIT Procurement Projects Author: Mark Deegan Update: Marion O’Sullivan
This Version: 18-Nov-2011 11:25
DIT Procurement Progress Update October 2011
Table of Contents
Introduction .................................................................................................................................................. 3
List of Active Projects .................................................................................................................................... 3
1 Projects ................................................................................................................................................. 3
1.1 TR1001: Mobile Telephony ........................................................................................................... 3
1.2 TR1002: Laptop Tender (Collaborative – Led by UL) .................................................................... 3
1.3 TR1003: Lab Consumables (Collaborative – Led by TCD).............................................................. 4
1.4 TR1004: Stationery and Paper Consumables ................................................................................ 4
1.5 TR1005: Building Works Framework ............................................................................................. 5
1.6 TR1006: Desktop PC Framework (Collaborative – Led by UL) ...................................................... 5
1.7 TR1007: Waste Management (Pending) ....................................................................................... 5
1.8 TR1008: Server Infrastructure ....................................................................................................... 5
1.9 TR1009: AV Framework Tender .................................................................................................... 5
1.10 TR1010: Electricity and Natural Gas (M&C on behalf of NPS/OPW) ............................................ 6
1.11 TR1011: Apple Framework (Collaborative - led by TCD) ............................................................... 6
1.12 TR1012: Travel (Collaborative – led by UCC) ................................................................................ 6
1.13 TR1013: Lab Gases (Collaborative – Led by UCD) ......................................................................... 6
1.14 TR1015: New Fexco System Implementation - Agresso ............................................................... 7
1.15 TR1101: Internal Audit Services .................................................................................................... 7
1.16 TR1102: Library Books & Journals Tenders ................................................................................... 7
1.17 TR1103: Legal Framework ............................................................................................................. 7
1.18 TR1104: Advertising ...................................................................................................................... 7
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1.19 TR1105: FOCAS Extension ............................................................................................................. 7
1.20 TR1106: Agresso 5.5(6) ................................................................................................................. 8
1.21 TR1107 Banking Services .............................................................................................................. 8
1.22 TR1108: Chemicals and Reagents Tender (Collaborative – Led by UCD) ...................................... 8
1.23 TR1109: Cleaning (Collaborative – Led by DIT) ............................................................................. 8
1.24 TR1110: Firewall and Network Security ........................................................................................ 9
1.25 TR1111: Insurance Brokerage (Collaborative - Led by NUIG) ....................................................... 9
1.26 TR1113: Staff Printing ................................................................................................................... 9
1.27 TR1115: Office Equipment ............................................................................................................ 9
1.28 TR1116: Executive Coaching ......................................................................................................... 9
1.29 TR1117: Medmark ......................................................................................................................... 9
1.30 TR1118: Research Consultant for EI Project ................................................................................. 9
1.31 TR1123: Food Ingredients ........................................................................................................... 10
1.32 TR1128: PRTLI 5 ........................................................................................................................... 10
1.33 TR1129: Procurement Services ................................................................................................... 10
2 2010 Priority List ................................................................................................................................. 10
3 2011 Priority List ................................................................................................................................. 12
4 List of Contracts put in place .............................................................................................................. 14
5 List of Future Projects Requiring Procurement Effort 2012 ............................................................... 14
5.1 IS Projects .................................................................................................................................... 15
5.2 Savings Report............................................................................................................................. 15
5.3 ERC Presentations ....................................................................................................................... 15
6 Operational ......................................................................................................................................... 16
6.1 New Revenue Requirements ...................................................................................................... 16
6.2 Operational resource issue ......................................................................................................... 16
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Introduction This document lists and describes the status of Purchasing and Procurement Projects at DIT in the period
January 2011 to October 2011
List of Active Projects Members of DIT Procurement and Purchasing staff are currently working on a number of tender and
operational requirements for use across the Institute. These projects span 2010 and 2011 and are being
undertaken either on a DIT only basis or on a collaborative basis for some tenders with other public
bodies.
1 Projects
1.1 TR1001: Mobile Telephony This project involves the participation by DIT from Jan 2011 until Jan 2012 in the CMOD Mobile
Telephony Framework as established by the Department of Finance in 2008.
1.1.1 Status
The mini-competition was completed by Louisa Hartnett and Mark Deegan and the contract was
awarded to Vodafone in Jan 2011.
Work to commence on rolling out Vodafone billing system and call tagging to all DIT users.
Louisa to build a hierarchy of staff and email addresses relevant to mobile contract management
to implement above.
Louisa will draw up a short manual to allow others to manage the account in her absence.
Project in Contracts Management phase for billing, upgrades, new connections and general
down time support.
Implementation of Least Cost routing completed by Network department.
Awaiting feedback from Dept re new contract.
1.2 TR1002: Laptop Tender (Collaborative – Led by UL) Mini Competition drawing from CMOD, Dept of Public Expenditure & Reform Notebook Framework
implemented 8th Dec 2009.
1.2.1 Status
Collaborative Tender led by UL with other Third Level Institutes. Commenced in June 2011. DIT
evaluation team Bridget Gleeson, Ian Campbell, Liam O’Donnell, Paul Doyle, Barry Duignan,
Nigel Orr, Alan Pike and Marion O’Sullivan.
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Evaluation team agreed Base specification Standard Laptop and Lightweight Laptop.
Base Specification laptops and pricing details loaded onto Agresso and Procurement website by
Louisa Hartnett.
Updated agreed Business Case process also on website.
All staff email communication circulated by Melda 15th Oct 2011.
Following Director of F&R managers meeting of 19th Oct CIO to confirm if there is an on-going
requirement to hold mini tender competitions as required by 02/09 rules for Laptop
requirements outside the base specification following communication with Dept of E&R.
1.3 TR1003: Lab Consumables (Collaborative – Led by TCD) Lab consumables for science and engineering schools across DIT
1.3.1 Status
Contract review meeting held 12th Aug 2011. Price increases have been implemented by VWR
and Fisher.
Current Pricing schedule for 13 lots on Procurement website for framework suppliers, Fisher,
VWR, Sparks, Cruinn, MSC, Sarstedt not showing revised pricing.
VWR and Fisher pricing circulated to technicians in colleges.
Additional administration required in Colleges due to contract prices not being set up on
Agresso.
1.4 TR1004: Stationery and Paper Consumables Procurement project conducted with the assistance of Martin Tully and Colin Lawlor of the ClearView
consultancy group. This tender was broken into three lots.
Lot 1: Office Stationery
Lot 2: Paper
Lot 3: IT Consumables
1.4.1 Status
Office Stationery and Paper contract signed with Office Depot Aug 2011.
Agresso and Product catalogue updated with contract pricing by Louisa Hartnett manually.
All staff communication circulated.
Updates to core list and contract being managed by purchasing dept.
Printer consumables contract due back 24th Oct from Datapac.
New contract pricing will need to be manually updated on Agresso to reduce order admin in
user departments.
Communicate same to all staff when complete.
On-going contract management required for additional products.
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1.5 TR1005: Building Works Framework
1.5.1 Status
Framework Established and Contracts in Place.
A suite of documents for use by buildings managers has been published in a protected folder on
the Central Procurement Intranet. http://intranet.dit.ie/finance/purchasing/docs/Buildings/
An Email has been sent to buildings managers indicating that this information is available.
Finance and Resources Director has instructed the Buildings Office to use this framework to ensure
compliance following Mazars audit of Estates procurement
1.6 TR1006: Desktop PC Framework (Collaborative – Led by UL) Implemented in DIT Jan 2011.
1.6.1 Status
On-going contract management.
Five mini competitions ran by Louisa Hartnett central procurement with technical assistance
from I.S. Problems identified with one framework supplier not supplying specification as
tendered, notified to CMOD.
Awaiting report from research site on current mini competition results.
Following Director of F&R managers meeting of 19th Oct CIO to confirm if there is an on-going
requirement to hold mini tender competitions as required by 02/09 rules for Desktop PC
requirements outside the base specification following communication with Dept of E&R.
1.7 TR1007: Waste Management (Pending)
1.7.1 Status
Worked on a collaborative tender with UCD in 2010.
We withdrew from this process as it did not meet DIT’s requirements which would have lead to
VFM not being achieved.
Property and Facilities department want to proceed with this tender in Jan 2012.
1.8 TR1008: Server Infrastructure
1.8.1 Status
Not yet started awaiting input from I.S. Meeting scheduled for 27th Oct 2011
1.9 TR1009: AV Framework Tender AV Framework for Teaching and Meeting Spaces in DIT
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1.9.1 Status
Framework Established and operational.
Project in Contracts Management phase
Pricing needs to be uploaded for hire of equipment.
Initial drawdown with Premier AV due to expire Dec 2011
Mini Competition required for any new projects from Jan 2012
1.10 TR1010: Electricity and Natural Gas (M&C on behalf of NPS/OPW)
1.10.1 Status
Meetings held in IUA offices, e3 going to tender in Nov 2011.
DIT going out with other 3rd level bodies in Jan/Feb 2012 for implementation beginning March
2012.
Need to tie in contract end dates with DIT and e3 sites.
1.11 TR1011: Apple Framework (Collaborative - led by TCD)
1.11.1 Status
Mini competition completed with technical input from Bridget Gleeson and I.S. staff.
Contract signed with Typetec 23rd Aug 2011 to avail of 6% discount on Educational pricing.
SLA to be agreed with I.S. Support, Procurement and Typetec.
1.12 TR1012: Travel (Collaborative – led by UCC) Travel contract for DIT staff in Place.
1.12.1 Status
Contract awarded to Club Travel.
Other suppliers have been parked.
Issues with invoice queries on price increases due to delays in raising orders from time of quotes
received.
On-line booking tool to be implemented following agreement of the travel policy detailing:
o Approval to travel process.
o Value Limit for point to point direct booking.
o Authorised on-line bookers
o Any other requirements from agreed travel policy.
1.13 TR1013: Lab Gases (Collaborative – Led by UCD)
1.13.1 Status
Contract review meeting held Sept 2011
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Price increase implemented by BOC.
Product pricing in Agresso to be updated.
All open orders to be changed to new pricing to avoid invoice queries.
1.14 TR1015: New Fexco System Implementation - Agresso This involved the Fexco Implementation on Agresso.
1.14.1 Status
Project completed successfully by Louisa Hartnett on Supplier Master File
1.15 TR1101: Internal Audit Services
1.15.1 Status
Templates and user manual developed with Clearview & MOB on X drive.
Mini Competitions required as new projects arise.
1.16 TR1102: Library Books & Journals Tenders
1.16.1 Status
Existing contracts extended to avail of Universities collaborations.
IUA will not be tendering for Books. DIT to tender directly.
IUA will be tendering for Journals, DIT to avail of collaboration, awaiting timelines.
1.17 TR1103: Legal Framework
1.17.1 Status
Tender responses received and evaluations in progress.
1.18 TR1104: Advertising
1.18.1 Status
Template Tender documents sent to Deirdre Curley to input specification requirements.
Meetings arranged to progress specification and tender documents.
1.19 TR1105: FOCAS Extension
1.19.1 Status
Evaluation carried out by Bruce Shaw and Assoc and Anthony Reddy.
Clarifications received by Buildings Office. Building office confirmed that DIT will implement
contract with winning tenderer following clarifications received.
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1.20 TR1106: Agresso 5.5(6)
1.20.1 Status
Procurement team met with Triona Gaynor from Mentec Plus 15th Feb 2011 for review of
existing processes.
Notification of route 66 project commencement with Mentec Plus and DIT received at
Procurement workshop 5th September 2011, with very tight deadlines, that did not take account
of functional and change management requirements within the project.
Resourcing to be agreed regarding Project and On-going Procurement/Purchasing central
operational requirements of Supplier set up, Mobile devices account Mgt, PC and Laptop
account mgt, Savings reports, website updates, Central contract product pricing updates and
admin, procurement advice to DIT staff as required.
Louisa Hartnett identified in Charter as Agresso project team member covering Route 66
Agresso procurement modules Supplier Master, Product Master, Requisitions and Purchase
order managed by Central Purchasing. The Procurement manager was not consulted. Gwen
Burke, the only other operational staff member in central procurement will be commencing
maternity leave in December.
1.21 TR1107 Banking Services
1.21.1 Status
Not started, awaiting award of Legal Tender
1.22 TR1108: Chemicals and Reagents Tender (Collaborative – Led by UCD) DIT evaluation completed by Louisa Hartnett and Brian Murphy.
1.22.1 Status
Framework awarded to 26 suppliers.
Need Chemical Expertise to assist in compiling core list to complete mini tender for DIT specific
requirements, to reduce workload in Colleges.
Spreadsheet pricing for 26 suppliers too much for DIT staff to go through to compare pricing in
order to manually raise orders.
1.23 TR1109: Cleaning (Collaborative – Led by DIT)
1.23.1 Status
Tender process completed by Michelle O’Brien and Yvonne Cooke.
Contract details to be agreed ready for commencement in Jan 2012
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1.24 TR1110: Firewall and Network Security
1.24.1 Status
Meeting scheduled for 27th Oct to discuss procurement and ICT projects.
1.25 TR1111: Insurance Brokerage (Collaborative - Led by NUIG)
1.25.1 Status
Tender Advertised and clarification questions answered.
awaiting tender responses.
1.26 TR1113: Staff Printing
1.26.1 Status
Meeting scheduled for 27th Oct to discuss procurement and ICT projects.
1.27 TR1115: Office Equipment
1.27.1 Status
DIT did not participate due to problems compiling specification of requirements.
1.28 TR1116: Executive Coaching
1.28.1 Status
Clearview group are running this National tender with Phil Kenna.
Shortlisted supplier presentations complete.
Award to take place by end of Nov 2011
1.29 TR1117: Medmark
1.29.1 Status
Agreed to get 3 quotes due to low value of this service and existing priorities, this will be
removed from list.
1.30 TR1118: Research Consultant for EI Project
1.30.1 Status
Order needs to be raised. Details discussed with Tony. Will be removed from list.
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1.31 TR1123: Food Ingredients
1.31.1 Status
Waiting on revised meeting date. Brid Grant project sponsor.
1.32 TR1128: PRTLI 5
1.32.1 Status
Not required until 2013.
1.33 TR1129: Procurement Services
1.33.1 Status
Need to tender for this service based on expenditure to date (over €40K over last 10 months)
Need approval from ERC to prioritise this tender.
2 2010 Priority List 2010
Priority
Project Resources Status
1 TR1001: Mobile Framework LH, MOS Contract
Management
2 TR1006: Desktop Computer
LH, BG,
MOS.
DS.
Contract Complete.
Contract Mgt.
Review process for
non standard quote
requirements.
3 TR1003: Lab Consumables LH, Contract
Management.
Update required for
price increases 2011.
4 TR1004: Stationery, Paper and Consumables MOB, CL
(CV)
Tender process
complete. Contract
Docs and operational
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requirements to be
implemented.
5 TR1005: Minor Works Framework for DIT buildings
up to value €5M
PMCD,
MOS
Contract
Management.
Buildings must seek
on-going quote
requirements within
Framework. Working
on streamlining quote
process.
6 TR1002: Laptop Framework MOS, BG,
LH
Mini Competition
complete for Base
Specification
requirements.
7 TR1007: Waste Management MOS, YC, Scheduled to
commence Jan 2012
TR1008: Server Infrastructure MOS, DOR Awaiting Update from
I.S. Meeting
arranged.
TR1009: AV Tender VA, BG,
GM
Contract
Management. Mini
tenders required from
Dec 2011
TR1011: Apple Framework MOS, LH,
BG
Mini Competition
Complete.
Communication to
staff and website
updated. Contract
Management. SLA to
be finalised.
TR1012: Travel MOS, GM,
CW.
Tender complete,
awaiting revised
travel policy to
implement on-line
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booking and portal.
TR1110: Electricity and Natural Gas 2012 MOS, RS,
BF, NPS
Existing contract
expiry due Mar 2012.
Work has commenced
on new tender.
TR1013: Lab Gases LH, GM Contract
Management.
Update required on
Agresso for price
increases to reduce
admin in colleges.
3 2011 Priority List 2011
Priority
Project Resources Status
TR1002: Laptop Framework LH, MOS,
BG,
DS
Mini competition
complete for Base
Specification, Agresso
and Website updated
and communicated to
staff. Contract Mgt.
Review process for
non standard quote
requirements.
TR1201: Waste Management 2012 YC, VA Tender process not
Started to commence
in Jan 2012
TR1008: Server Infrastructure MOS, DOR Not Started, awaiting
details from I.S.
Meeting arranged.
TR1103: Legal framework MOS, VA,
MT, DC, PF,
NOC, TF,
Tenders received and
being evaluated.
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BC, BF
TR1110: Electricity and Natural Gas MOS, RS,
BF, M&C
New tender
requirements in
Progress
TR1116: Executive Coaching MT, PK, DC In Progress
TR1102: Library Books and Journals MOS, PC,
IUA
Existing contracts
extended to allow
inclusion in IUA
tender. These tenders
will be split out.
TR1109: Cleaning (Collaborative with TCD) MOB, YC Tender process
complete. New
contract to be agreed
for commencement in
Jan 2012
TR1111: Insurance Brokerage VA, YC, FK,
NUIG
In Progress
TR1101: Internal Audit VA On-going, mini
tenders required for
new project
requirements.
TR1105: FOCAS Extension MOB, HB,
PMD, PH
Tender Complete,
work commencing in
Nov 2011
TR1117: Medmark LMcM, GT Quotes only required
based on past value.
Will remove from list
TR1104: Advertising VA, DC In Progress
TR1107: Banking Services VA, CW,
BF, DC
Not started awaiting
Legal award.
TR1108: Chemicals and Reagents LH, BM, VA Framework awarded
to 26 suppliers. DIT
need to develop core
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list for mini tender
within framework.
Assistance required
from colleges.
TR1118: Research Report Consultant for EI MOB, TB Complete. Will
remove from list.
4 List of Contracts put in place
Contract Date Expiry
PC Framework (Collaborative) 10th February 2011 31st August 2012
Mobile Framework 31st January 2011 28st February 2012
Travel 1st February 2011 1st Feb 2014
Minor Works Framework 7th February 2011 7th Jan 2015
Lab Consumables August 2010 End August 2013
Lab Gases 11th June 2010 11th June 2014
Irish Language Translation
Services
Maha Dynamometer
Equipment
3rd November 2011 3rd November 2021 unless
terminated by DIT
Apple Tender 23rd July 2011 23rd Jan 2013
5 List of Future Projects Requiring Procurement Effort 2012
Contract Tender Commencement Date Expiry Date of Current
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Contract
Printing of Full Time Prospectus TBC 22nd August 2011
Mobile Framework TBC 28th February 2012
Library Books TBC 23rd May 2012
Library Journals TBC 20th October 2011
Advertising TBC No Contract in Place
Chemicals and Reagents mini
competition.
TBC Contractual arrangements to
be completed.
Mechanical and Electrical
Buildings
TBC No Contract in Place
Building Consultant TBC No Contract in Place
Buildings Maintenance
Contracts
TBC TBC
5.1 IS Projects In addition to the above list of projects for 2011, there are a number of projects in IS and other areas
which will require procurement effort in 2011/2012. Once the full list of such projects is known, a
priority will be assigned to each of the projects in the 2011/2012 list. A meeting is scheduled with I.S.
27th of Oct 2011 to review their projects.
5.2 Savings Report Louisa Hartnett produces a savings report for each SLT meeting. This savings report is also presented to
ERC.
5.3 ERC Presentations The Procurement team has been in regular attendance at ERC meetings. Procurement progress reports
are provided at each ERC meeting. The procurement priorities are also updated and agreed at each ERC
meeting.
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6 Operational There are only two members of staff covering the central operational role in purchasing. One of these
members of staff is due to go on maternity leave in December 2011, with no replacement identified. The
other member of staff has been identified as a project team member in the Agresso Route 66 Charter.
There is a significant training requirement to release this member of staff but no replacement has been
identified.
6.1 New Revenue Requirements
RCT1 Revenue requirements for Relevant Contracts Tax. DIT cannot pay any subcontractors
until a file has been sent to revenue for them to agree the correct tax to use, this must be
implemented by Jan 2012. Process changes required in purchasing, buildings and accounts
payable. All existing and new construction contracts must be recorded in Supplier master and
purchase orders. Liam Duffy from I.S. working with functional team and Mentec technical team
on the report requirements
Section 891B reporting, revenue require all payments excluding expenses above €1000 to be
reported to them from 2008. Liam Duffy from I.S. working with purchasing and accounts
payable in designing the report. Supplier master files must be updated with new required fields.
Sundry creditors need to be split out to capture Irish trade creditors.
Professional Services withholding tax. All suppliers providing professional services to DIT
(regardless of value) must now be set up on the system.
Increased operational workload due to Revenue requirements, the number of active suppliers has gone
from 1491 in June to 1507. This number will increase significantly due to the above requirements.
6.2 Operational resource issue There are only two members of staff in central procurement 1 grade iii (due to go on maternity leave in
Dec) and 1 grade iv to manage the on-going Procurement/Purchasing central operational requirements
of Supplier set up process (CRO, Tax, Payroll check) and system input, Mobile Devices & Phone account
Mgt, PC and Laptop account mgt, Savings reports, website updates, Central contract product pricing
updates and admin, purchase orders for head office, procurement advice to DIT staff as required,
Liaising with accounts payables at payment run. They also provide assistance with compiling Audit and
reporting requirements from Dept of Expenditure and Reform, C&AG and National Procurement Service
on procurement activity and compliance.