MeetWest Business Networking 2014
Ann Melia
Head of Procurement & Contracts
20th November 2014
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Model of Procurement at NUI Galway
Some spend information
Is your company a match?
Building Relationships
Common mistakes
Contact details
Procurement & Contracts Office
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Model of Procurement at NUI Galway
To be successful you need to understand how the Institution works: We operate a Decentralised Budget Management System
 Procurement & Contracts Office (PCO) is the central repository for
information and supports (incl. all necessary templates quotation /
tendering documentation etc.) to the Institution
 Our role (PCO) is to empower our staff with the use of specifically
designed tools:◦ Designed an 8 stage methodology for Tendering / Award of contracts (based on Prince
2 project management)
◦ Recently re-launched Internal PCO website which contains
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Full process charts on “how to buy”
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All centralised contracts – supplier contacts & pricing information
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All quotation / tendering templates
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Reference Section – containing more detailed information around legislation , tendering processes
etc.
Design and deliver a bespoke procurement related Calendar of Training
Internal Procurement Policy - complies with all regulation
Procurement & Contracts Office
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Some Spend Information
Laboratory, Diagnostics &
Equipment
13%
Facilities Management,
Maintenance
20%
Utilities
10%
ICT & Office Equipment
17%
Travel & HR Services*
6%
Professional Services
17%
Other (Inc Library spend)
11%
Marketing, Printing &
Stationery
Minor Building
5%
Works & Civils
1%
Procurement & Contracts Office
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Is your company a match???
Before a formal tender situation arises - TAKE ACTION:
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Identify if there is a match between our business and your
products /services
Check out our website (www.nuigalway.ie)
Find possible “relevant” contacts
Make initial contact by phone / ask to meet people – explain why
you believe you have a solution!!
Do your homework (be prepared) before you meet
Procurement & Contracts Office
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Building Relationships
Start building relationships BEFORE our Institution has identified a
requirement – it is too late when we are in competition stage i.e.
Quotation / Tender:
◦ With NUI Galway (Budget Holder)
 Understand our Institutions requirements / constraints / challenges
◦ With your peers (if relevant)
 Consortia bidding (if applicable)
◦ Both require investment in time and effort
◦ eTenders - are you aware and appropriately registered
◦ Outsourcing, preparation of your bid submission
 Its up to you!
Procurement & Contracts Office
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Common Mistakes when tendering / quoting
for an NUI Galway contract
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Failure to understand the rules of engagement (i.e. National & EU
Procurement Regulations)
Leave responding until just before the deadline for responses
Biding like an incumbent
◦ How - by making assumptions
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Failure to clarify the Institutions requirements
◦ ASK Questions
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Lack of attention to detail ( “cut & paste”)
◦ Leaving unanswered questions
◦ Answering what you would have liked to have been asked and not what you were
actually asked !!
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Be innovative in your submission - don’t forget the “extras”
◦ Without the added cost
Procurement & Contracts Office
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What does it take to win business at NUI Galway:◦ Skills & Knowledge
 Of your product / service
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Awareness of Public Sector Procurement Rules
Persistence – don’t stop trying
Learn from your mistakes
Building Relationships – put in the time and effort
Innovation
Systems e.g. P2P
Procurement & Contracts Office
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Procurement & Contracts Office
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