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F15/156

E Procurement Systems

Request Description

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

Request Date19 March 2015
Requested byIndividual
Released Date  

 23 March 2015       

Response

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

Delta e-sourcing.    To change to In-Tend on 1st April 2015.

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

Document Exchange. New System will be using all modules including contracts management

What do you see as the limitations to the current system;

a.         No
b.         No
c.         No
d.         No
e.         No
f.          No
g.         No
h.         No
i.          No

Does your organisation have clearly defined and documented processes in relation to contract management?

 Procurement Regulation in process of being reviewed and re-written which will include guidance and mandatory processes to follow.

If yes, approximately what % of Council staff use this;

      50%

Do you have a dedicated contract management or monitoring function within the Council?

Procurement Regulation in process of being reviewed and re-written which will include guidance and mandatory processes to follow.

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.In process of being written in line with Procurement Regulations

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?  £5,000

If yes, is the contract register;

a.    Own, bespoke - Excel, access type database - all information will be transferred across to In-Tend

b.    Third party system / e-procurement solution - the Contracts Register Service, JCAD

How many current / active contracts do you have on your contracts register? - available to see on our website. Contract 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, If the question refers to contract rather than contact then the answer is all of those on the Contracts register

Of those current / active contracts on your register, what is their combined total contract value - available to see on our internet site 

Of those current / active contracts on your register, what is their combined annual value available to see on our internet site 

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)     The Council has decided that the cost to locate, retrieve and extract the information you requested exceeds the appropriate limit as laid down in the Freedom of Information and Data Protection (Appropriate Limit and Fees) Regulations 2004. 

In accordance with Section 17 of the Freedom Of Information Act 2000 this document acts as a Refusal Notice.

Refused

                                                             

Refusal