E-Procurement

You asked

1. Please provide the name of and provider of your e-procurement / e-tendering system?

2. Of the modules you have purchased this, which are you actively using?

3. What do you see as the limitations to the current system;
   a. Does the current system meet your needs
   b. User friendliness / intuitiveness
   c. Workflows / processes unclear
   d. Hard to navigate
   e. Pages have too much information on them
   f. No user guide available
   g. No on-demand / immediate support
   h. Terminology / wording not suited to all types and levels of staff within the organisation
   i. Not efficient
   j. Other, please specify
   

4. Does your organisation have clearly defined and documented processes in relation to contract management?
   Yes
   No

5. If yes, approximately what % of Council staff use this;
   a) Below 25%
   b) 25%
   c) 50%
   d) 75%
   e) Over 75%

6. Do you have a dedicated contract management or monitoring function within the Council?
   Yes
   No

7. If Yes, where does this function sit within the organisation i.e. Procurement, Audit. Please provide a copy of Terms of Reference / Strategy for this function

8. Do you have a central contracts register for all third party contracts and agreements entered in to by the Council? Please note, ‘Central’ refers to all contract data being held in one place i.e. within a legal or procurement function

9. If yes, what is the lower limit of contracts placed on the register?

10. If yes, is the contract register;
    a. Own, bespoke - Excel, access type database
    b. Third party system / e-procurement solution - the Contracts Register Service, JCAD

11. How many current / active contracts do you have on your contracts register?

12. Of those current / active contracts on your register, how many do you have physical contact for (whether as a soft or hard copy)? It is approximately,
    a) less than 25%,
    b) 25%
    c) 50%
    d) 75%
    e) don’t know

13. Of those current / active contracts on your register, what is their combined total contract value

14. Of those current / active contracts on your register, what is their combined annual value

15. Of those current / active contracts, how many have you successfully renegotiated, varied or engaged and what was the saving you achieved in the last financial year from this activity in the last full financial year (2014/15)? a) Answer -
    b) Don’t know

We said

1. Delta

2. All modules, except for contract management

3. Other - an end to end solution for e-tendering and contract management is an optimum solution for the ONS

4. Yes

5. a) ONS is not a Council it is a central government department reporting directly to parliamnet. Of all staff below 25% will use contract management processes

6. Yes

7. It sits within Commercial Services Branch in Business Services and Development Directorate

8. Yes

9. There is no lower limit

10. Third party system

11. 122 but this is always subject to change as contracts expire, go live etc

12. d) 75%

13. This figure is difficult to calculate based on the question as change will alter the contract value. Current information held on our central contract database suggests this figure is over £200m

14. This figure is difficult to calculate but based on information from the financial system for the last available year (13/14) ONS was billed £64m

15. b) Don't know