OGP Sourcing UpdateDavid O’Sullivan, OGP Director of Sourcing

OGP Client Conference

12-13 November 2019

Hibernia Conference Centre, Dublin Castle

• OGP is a Central Purchasing Body (CPB)

• Organised into six Portfolios – 144 Sourcing Professionals

• ICT

• Facilities Management

• Professional Services

• Travel, HR, and Managed Services

• Utilities, Fleet & Plant, Marketing, Print and Stationery

• Spot Buying (projects)

• Extensive coverage of FWAs across all Portfolios

• Year to date OGP Sourcing has

• FWAs: Established 17 FWAs (est. value €3.6b)

• Contracts: Completed 13 (est. value €37m)

• M/Comps: 803 (est. value €654m)

• Significant number of live competitions

OGP Sourcing: Who are we?

• A successful FWA is one that is used (whether direct drawdown or m/comp)

• Key ingredients for success

1. Customer Requirements & Involvement (Voice of Customer)

• Category Councils

• Sourcing Teams

2. Understanding of the Marketplace and the Marketplace’s Engagement

• Overall attractiveness of public sector work

3. Sourcing Team creates the ‘right’ solution

Procurement is a Collaborative Process

• Input of Category Councils

• Key Design Considerations

• Client Requirements

• Draw Down Mechanisms

• Marketplace Dynamics

• Robust Qualification Criteria

• The Directive

• Government Policy

• Importance of the Sourcing Team

• FW Performance

• Ongoing feedback

• Decision to renew or not?

• Redesign required?

• M/comp to Direct Drawdown

A Look at Framework Agreements

• Success of a m/comp is a function of the FW Design

• Emphasis should be on the Award Criteria

• Selection criteria is considered at FW Stage

• Importance of the specification

• Market Ready

• Non Discriminatory Specification

• Capable of being objectively evaluated

• As a collaborative process timely handoffs between Client and OGP

• Planning is key: Engage OGP at the earliest opportunity

• Allow sufficient time

• Timely interactions between OGP and Client

• Understanding of Roles & Responsibilities• OGP is not the decision maker

A Look at Mini Competitions

• Intent is to maximise the use of Sourcing resources by undertaking strategicallyimportant sourcing projects

• Currently value is used as a proxy for complexity

• Should have budgetary approval

• OGP capacity in this area is limited

• Require significant engagement between the Client and OGP – a collaborative process

• Planning is key (Corporate Procurement Plan)

• Allow sufficient time

• Understanding of Roles & Responsibilities• OGP is not the decision maker

A Look at Bespoke Competitions

• Procurement takes time.

• Good public procurement definitely takes time.• Public procurement is an important undertaking

• Preparation helps reduce that time

• Working collaboratively the time can be shortened

• Main Elements;• Request received and mobilisation of staff (LoEs)

• Documentation & Specification Preparation and Approval

• Time in the marketplace

• Compliance checks

• Evaluation

• Decision

• Outcome letters and Standstill Period

• Contract Preparation and Signature

• Project Close

How Long Does It Take?

• Procurement is a collaborative process

• The Voice of the Customer is key

• Help us to help you!

• Help us establish the ‘right’ FWAs• Category Councils and Sourcing Teams are critical

• Planning and preparation are key for m/comps and bespokes

• Know what you want (specification)

• Engage OGP at the earliest opportunity

• Allow sufficient time for the process to be conducted

In Conclusion

Thank you