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Joint Procurement in Scotland: delivering value for money by working together

Joint Procurement in Scotland: delivering value for money by working together . SLIC FE College Librarians Conference Edinburgh 28 th November 2013 Jeremy Upton, Deputy Director Library Services, University of St Andrews. Joint procurement in Scotland. Summary Part 1: The How & Why

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Joint Procurement in Scotland: delivering value for money by working together

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  1. Joint Procurement in Scotland: delivering value for money by working together SLIC FE College Librarians Conference Edinburgh 28th November 2013 Jeremy Upton, Deputy Director Library Services, University of St Andrews

  2. Joint procurement in Scotland Summary Part 1: The How & Why The Scottish context Delivering value and the Library Sector Wider benefits APUC How What makes Procurement work Challenges

  3. Joint procurement in Scotland Summary Part 2: The practical • Existing Contracts • Print Books • Electronic books • Journals • Scottish Higher Education Digital Library • Binding • Shared Library Platform? • Future plans

  4. Joint procurement in Scotland Context “The management of externally-sourced public expenditure should be a very high priority and procurement is a distinct and important profession” – Review of public procurement in Scotland, March 2006 / John F. McClelland Context: Scottish Government: “Building a better Scotland”, 2005 SCURL Strategy 2012-2014: 1. Effective collaborative content procurement Our priorities will be to build on the longstanding successful record of collaborative content procurement across Scotland, to establish a viable SHEDL2 model and to complete the next round of collaborative procurement agreement for books and printed journals.

  5. Joint procurement in Scotland

  6. Joint procurement in Scotland Delivering Value : “Better together” Efficiencies from working together: shared service Save money and reduce costs: pooling purchasing power Introduce best professional practice Continuous improvement and influence Rigorous review and analysis True partnership with suppliers Best use of shared data: e-book contract, better picture of what is actually happening in Scotland

  7. Joint procurement in Scotland Wider Benefits Question: How do the principles of socialization inherent in Communities of Practice (CoPs) improve staff morale and engender feelings of commitment and belonging, and improve operational efficiency in Scottish academic libraries and their clients and users? Sharing wider best practice Sharing knowledge Development of professional skills of benefit to entire information community

  8. Joint procurement in Scotland APUC: Advanced Procurement for Universities and Colleges “Procurement is a distinct and important profession” Professional and impartial advice Owned by the sector Limited Company: contracts on behalf of the whole community Deal with the legal and compliance issues

  9. Joint procurement in Scotland How • Procurement at the heart of SCURL activity • Established structure to support procurement • SCOPNet • Groupings for SHEDL, E-Books, Print books, Journals & Binding • Flexible structure to cope with the future • E-book tender

  10. Joint procurement in Scotland Procurement Groups • Chair and vice-chair elected by the Group: 2 year tenure • Representatives from all member libraries plus representative from APUC (User Intelligence Group) • Sign-off contracts • Take part in Contract review meetings • Review of queries • Review customer satisfaction • Review SLA • Elect Tender Evaluation Panel • Membership of the email list

  11. Joint procurement in Scotland Tendering • APUC Established pathway for all tenders • Market research • Procurement strategy • Creation of statement of requirements • Agree balance between service and pricing: 40% v 60% • Description of minimum requirements • Creation of questions which focus on the critical areas of service based on experience • Separation of pricing: basket of titles for comparison • Tender Evaluation panel: constituency representatives • Final recommendation approved by whole group

  12. Joint procurement in Scotland

  13. Joint procurement in Scotland What makes procurement work • Shared goals & needs • Book processing • Belief in the process • The right size • The right culture (libraries and Scotland do go well together)

  14. Joint procurement in Scotland Challenges Maintaining common purpose across large group Keeping the marketplace competitive Co-operation between competitive organizations Cost of change

  15. Joint procurement in Scotland Part 2: The Practical • Information available from the GeMsite • Includes tender documentation • Buyers guide • Existing Procurement experts in the FE Sector • Jean Priestley of Fife College, • Carol Grey of New College Lanarkshire • Loraine Forde of Glasgow Clyde • Jennifer Loudon of City of Glasgow College

  16. Joint procurement in Scotland Print Books & Standing Orders (£2.8m) Chair: Stuart Sharp (Glasgow); Vice-chair Elize Rowan (Edinburgh) Contract: November 2013-2017 (3 years plus option 1 year) Preferred supplier: Dawson Books Range of services including shelf-ready, catalogue records, selection support Variable pricing discounts to match purchasing mix of institutions

  17. Joint procurement in Scotland Journals (£14m) Chair: Sonia Wilson (Stirling); Vice-chair Anne Bell (Edinburgh) Contract: November 2012-2015 (2 years plus option 1+1 years) Preferred supplier: Ebsco Range of services including A-Z lists, e-journal usage collection, package management, consolidation Pricing: See GeM Value of contract shrinking

  18. Joint procurement in Scotland Journal binding and book repairs Preferred supplier: Riley, Dunn & Wilson Mainly journal binding and book repair but can offer other more bespoke services Based in Scotland

  19. Joint procurement in Scotland E-books (£4m) Chair: Alison Redpath (Edinburgh Napier); Vice-chair Wendy Walker (Glasgow) Contract: November 2013-2017 (2 years plus option 2 years) Tender in 3 lots Lot 1: Individual supply Preferred suppliers: 1. DawsonEra 2. EBL 3. Askews Range of services including catalogue records, selection support Range of purchasing options including Patron Driven Acquisition

  20. Joint procurement in Scotland Lot 2: eBook Collections with unconstrained DRM Process on-going: mini-competition stage Recognition most books bought from top 10 academic publishers Going direct to publishers better terms: pricing & licensing Extract value by confirming limited pot of money up for grabs Possible preferred model, evidence based pricing Lot 3 Subscriptions with constrained DRM

  21. Joint procurement in Scotland Scottish Higher Education Digital Library Chair: Richard Parsons (Dundee); Vice-chair Barbara Houston (Queen Margaret) Direct publisher negotiations for journal content (more recently also including e-books) Optimal solution: all-in rather than optional Widening access as well as delivering better prices Major deals in place, further deals being added each year Options to include other Libraries

  22. Joint procurement in Scotland Future plans Maximise the benefits of sharing: holdings information into JISC Project KB+ True Scottish Digital Library? Other shared services? Further content procurement: commissioning OA text books

  23. Joint procurement in Scotland Jeremy Upton Deputy Director Library Services, University of St Andrews jeremy.upton@st-andrews.ac.uk

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