FOI Request - E-Procurement/Tendering Systems

Request 101000332509

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

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

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

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

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

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

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.

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.

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

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

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

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

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

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

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
 

Response 30-03-2015

PCS-Tender (for tenders) e5 Financials for procurement

Public Contracts Scotland - Tender (PCS-T) - eVendor Management, eContract Management  e5 Procurement module and Accountants Payable

a. yes

b. yes

c. no

d. no

e. no

f. no

g. no

h. no

i. no

j. N/A

Does your organisation have clearly defined and documented processes in relation to contract management?
Yes, Currently being rolled out.

Will be over 75% of Council staff who use this once the model is rolled out.

We do not have a dedicated contract management or monitoring function within the Council.

The lower limit of contracts placed on the contract register is £50,000.

The contract register is excel with report writer attached.  Contracts Register Service, JCAD

Current/active contracts varies from year to year; approximately 400.

Of those current / active contracts on your register, how many do you have physical contact for (whether as a soft or hard copy)? Answer: Don't know as we do not collect this data.

We do not collect total value data.

We have 344 contracts live; 2013/14 annual value £95M.

We do not start collecting data until after the year end and we do not collect data specifically on the year's activity however, cumulative savings for all live contracts 2013/14 was £1.83M.

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