1. IUA/IOT National Book Tender 2015 : the Customer Perspective
Margaret Flood
Keeper, Collection Management,
National Procurement: The opportunities and challenges for Irish libraries, University of Limerick, 8 November 2017

2. Disclaimer
The opinions expressed in this presentation and on the following slides are solely those of the presenter and not necessarily those of the Library of Trinity College Dublin .

3. Setting the Scene
The 2015 HE National Book Tender was one of the first educational frameworks tendered for.
Educational Procurement Services (EPS) led the Tender as Sectoral Partners
The Contracting Authorities were the IUA Libraries (7), IOT Libraries (14) and Teagasc
Open competition

4. Framework Agreement for the Provision of Library Goods
Multi- member Framework Agreement
Maximum of 30 Framework member appointed
Maximum of 5 Framework members per lot for each of the 5 lots
Duration
2 years with the option 2 x12 month extensions to max of 4 years
Exception: eBooks (Lot 2) – 1 year with option of 3x12 month extension

5. Issues – Preparation & Evaluation of the Tender
Multiple EPS Procurement Officers worked on Tender
Unavailability of OGP templates
Library representatives’ focus was on the definition of requirements (service, discounts etc.)
The Evaluation Group was large – tension between meeting the needs of individual institutions and defining requirements at national level
Concern among Evaluation Group about the position of Irish suppliers
Direct engagement with suppliers through presentations, site visits was not part of the process

6. Framework Agreement for the Provision of Library Goods
Lot 1 – English Language Monographs
Lot 2 – eBooks (including e-DDA)
Lot 3 – Print Demand Driven Acquisitions
Lot 4 - Irish published materials, Irish Language Materials and Publications of Irish Interest
Lot 5 – Foreign language
Lot 6 – Second Hand Material

7. What Worked Well?
Despite the challenges, including the need to divert attention away from the Book Tender to address serials supply following the collapse of SWETS, the procurement process was completed in 11 months

8. Implementation Challenges
Post-award support is not part of the OGP model
The Call-Off process was new to staff in the participating Libraries.
Training and guidance on Call-Off methodology was not provided
Basic data necessary to complete Framework agreements and contracts was not provided
Delays to formal signing of contractual documents due to concerns of legal advisors at institutional level

10. Ongoing Issues with Framework
National oversight of the Framework is not in place
No provisions at national level to address poor performance by suppliers.
No Service Level Agreements have been drawn up
No agreed KPIs
Monitoring of business stability and business continuity of suppliers is not in place

11. Lessons Learned: The of importance of post-Contract Award Management of the Framework
Recommendation
Establish a single procurement authority to act on behalf of all the Consortium members, with responsibility for management of the Framework
In order to:
Carry out the legal work managing all tender risk and most contract risk
Complete and sign Framework Agreements with suppliers?
Monitor performance of Framework
Data gathering
Establish a clear path of escalation and sanctions for suppliers who fail to perform adequately
Coordinate a Consortium Standing Group

12. Ongoing Stakeholder Engagement
Recommendation
Establish a Consortium Standing Group, working with the Procurement Partner/Contracting Authority
To carry out advance research on the market to inform specification of requirements
To monitor the operational side of the Framework and Contracts
To be a point of contact, communication & support to HE Libraries
To build understanding, expertise and experience in procurement procedures, contracts and licensing

13. Lessons for Next Generation of Frameworks: Customer involvement
Review outcomes of previous Framework
Requirements gathering in advance of Tender
Embed supplier presentations and site visits into the tender evaluation process
Due diligence carried out to ensure that suppliers can deliver requirements of the RFT
Legal/contractual sections of Tender documentation be reviewed and agreed in advance of publication
Provide post-award support to the stakeholders
Ensure effective post award contract management in place