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Purchasing kit deals and effective tender processes

Purchasing kit deals and effective tender processes. James Hayter, Director of Sport, Nottingham Trent University. Sport at NTU. To Autumn 2005, no University involvement NTU sports strategy Support aims of NTU strategic plan University & Students’ Union partnership

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Purchasing kit deals and effective tender processes

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  1. Purchasing kit deals and effective tender processes James Hayter, Director of Sport, Nottingham Trent University

  2. Sport at NTU • To Autumn 2005, no University involvement • NTU sports strategy • Support aims of NTU strategic plan • University & Students’ Union partnership • Competition and participation targets • Profile and image • Glue to bring together NTU community • Active within wider community • 40+ NTU Sports Clubs • Sport and fitness activities: over 5k per year

  3. British Universities & Colleges SportOverall Points Table 08 - 09: top 30

  4. Why have a central kit contract? • Anyone already got one? • Ideas for objectives on post it notes!

  5. Why we wanted a central contract at NTU… • Help us achieve our strategic aims: • Improve performance • Widen participation • Raise profile and awareness • Create a recognisable NTU Sport brand • Develop affinity with sport at NTU • Better value for money • Better control on clubs spending • Safety – club officers • Reduce risk of fraud • Initial one year contract…

  6. Why we wanted a new contract in year 2… • Reduce financial risk to NTU • Reduce administration burden • Increase uptake • improve brand awareness • Leisure wear & replicas • What features to look for in the contract…

  7. What are the first steps towards setting it up? • Post it time again!

  8. How we went about it… • Consultation – who at NTU? • NTSU Sports Sabbatical officer • Sports Executive Committee • Sports Council • Marketing Department • Senior Management Team • Finance Department (Purchasing Section) • Legal office • Compromise (e.g. University Crest) • More consultation • Market testing – inform tender process • Open communication

  9. Tender process • Work out approximate value of contract • If exceeds £139,000 probably need to do EU tender (max 4 years) • Students’ unions – take advice (may avoid EU)

  10. Tender considerations • Work back from contract start date • Include bid evaluation period • Lead in time for advert to appear (EU) • Shortlisting, sampling and interviewing • Clear set of weighted criteria • Consistency with all bidders • Process understood by all involved • Award contract • Stand still period • Feedback to unsuccessful bidders

  11. NTU Contract Award Criteria • The PRICE to provide the specified services - 25% • Ability to provide the required PRODUCT RANGE - 10% • The PRODUCT QUALITY [based on samples provided] - 20% • Ability to meet DELIVERY DEADLINES – 10% • ADDED VALUE initiatives - 10% • Ability to meet DESIGN / BRANDING CRITERIA - 5% • CONTRACT MANAGEMENT - 5% • SUSTAINAILITY/ ENVIRONMENTAL - 10 % • FINANCIAL STABILITY - 5%

  12. Managing the contract • Regular meetings with supplier • Feedback from end users • Forward planning • Anything else?

  13. Thank you - any questions?

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