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Support Services Procurement Cycle

M.Sc Facilities Management D31SQ Service Procurement and Provision Lecturer: Daniel Wong MBA, MSc, BBus. Support Services Procurement Cycle. UNIT 3. Learning Objectives. The key stages in the procurement cycle How to assess requirements before going to the market

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Support Services Procurement Cycle

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  1. M.Sc Facilities Management D31SQ Service Procurement and Provision Lecturer: Daniel Wong MBA, MSc, BBus

  2. Support Services Procurement Cycle UNIT 3

  3. Learning Objectives • The key stages in the procurement cycle • How to assess requirements before going to the market • How to develop an Invitation to Tender • How to identify costs associated with outsourcing • How to choose the service provider • How to develop a transition schedule

  4. Stage 1 - Baseline Perspective andStage 2 - Target Perspective • Where are we at the moment?? • Where should we be at the moment? • Where do we want to be in X years time?

  5. Existing Strategy • Are the required levels of service delivery known? • Have the affected stakeholders been identified? • Do the above two relate to the organisation’s corporate strategy?

  6. Existing Opportunities • Are there closely-related services already being provided (or available)? • Is there an overlap in service provision? • Are there opportunities for integrating with another service? • Do the services provide value for money as perceived by the organisation?

  7. Existing Control Mechanisms • Is there an existing service level agreement? • Is there a service plan that reflects strategic and tactical intentions? • Is service performance currently monitored and reported to managers and other stakeholders?

  8. Existing Review Procedures • Are the current service arrangements subject to market testing? • Are the current service arrangements subject to departmental or business unit reviews? • Are the current service arrangements subject to customer service reviews? • Are the current service arrangements reviewed with the service provider?

  9. Stage 3 - Invitation to Tender • Letter of invitation • Intention to tender form • Instruction to tenderers • Tender statement • Specification • Schedule of rates • Terms and conditions • Quality requirements • Tender evaluation criteria

  10. Stage 4 - Tendering Process • European Legislation • Public Supplies Directive 1993 - 93/36/EEC • Public Services Directive1992 - 92/50/EEC • Amending Directive 1997 - 97/52/EC (amends the two directives above). • UK Interpretation • The Public Supply Contracts Regulations 1995 S.I. No. 201 • The Public Services Contracts Regulations 1993 S.I. No. 3228

  11. Three Procedures • Open • Restricted • Negotiated

  12. RESTRICTED TENDER PROCEDURE

  13. Stage 5Transition Arrangements Table 3.1 Transition Activities

  14. Stage 6 – Monitoring and Change Management • Assignment of a change controller • Periodic change review meetings • Document changes (input) • Revised contract specification • Post-mortem review • Emergency change procedure

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