Strategic Sourcing Europe

The Scottish Governement has developped a comprehensive Purchasing toolkit and a full suite of Strategic Sourcing templates in order to streamline its Sourcing and Procurement processes. Although devoted to the Public sector Buyers, most of the templates are re-usable by Private-sector Buyers.

The whole toolkit can be found on the Scottish Government website. Below is an excerpt with direct links to the templates:

Scottish Public Procurement Toolkit

Description	Scottish Public Procurement Toolkit – A step by step guide to producing a strategic sourcing strategy
ISBN	(Web Only)
Official Print Publication Date
Website Publication Date

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ISBN 0 7559 1436 8 (Web only publication)

Contents

Quicklinks

• Process Flowchart
• Graphical Version
• Contacts – Enquiries

Introduction and Objectives

Project Start-up

Profiling the Commodity

Developing the Commodity Strategy

Guidance on European Legislation Affecting Public Sector Procurement

Supplier Selection and Pre-Qualification Questionnaires (PQQs)

Tender Issue and Analysis

Tender Clarifications and Post-Tender Negotiations

Contract Award and Debriefing

Supplier Management

Communications

Introduction and Objectives

Introduction
Objectives of the Toolkit
What the Toolkit is Not
Strategic Procurement Overview

Template – Commodity Strategy Index
Template – Typical Project Structure
Template – Strategic Procurement Overview

Project Start -Up

The User Intelligence Group
Stakeholder Mapping
Project Planning
Review and Sign-off
Risk Management

Template – Example Stakeholder Map
Template – Degree of Engagement Model
Template – Key Characteristics of User Intelligent Groups
Template – Example User Intelligence Group Charter
Template – UIG Membership Template
Template – Commodity Planning and Reporting Tool
Template – Process Flowchart

Profiling the Commodity

Objectives
Current Contract Status
Spend Analysis
Commodity Characteristics
Supply Market Analysis
Key Cost Drivers and Total Acquisition Cost
Initial Opportunity Assessment
Early Opportunity Implementation Approach

Template – Current Contract Status Template
Template – Spend Analysis Example Templates
Template – Classifying a commodity
Template – Example Commodity Tree Template
Template – Analysing Key Commodity Characteristics
Template – Commodity Characteristics Template
Template – Market Analysis Templates
Template – Supply Market Analysis Sources
Template – Porter’s 5 Forces
Template – SWOT Analysis
Template – Pest Analysis
Template – Elements that typically contribute to the Total Acquisition cost
Template – Supplier Cost Drivers Example
Template – TAC Template
Template – Best Value Triangle
Template – Early Opportunity Templates

Developing the Commodity Strategy

Introduction
Determining the Procurement Route
Areas to examine when developing the Strategy
Strategic Positioning of Product Groups
eProcurement Considerations
Corporate Social Responsibility Issues
Compliance Issues and Strategies
Commodity Strategy Options
Risk Management
The Business Case
Commodity Strategy Summary
Commodity Strategy Review

Template – Strategically Positioning the Product Groups
Template – Product Group Positioning and associated sourcing options
Template – Strategically positioning supplier views of the organisation as a customer
Template – Gap between current and future state
Template – Product Group Positioning against Best Value Triangle Opportunities
Template – Strategic Positioning Action Plans
Template – Selecting eProcurement channels
Template – Selecting the right eCatalogue
Template – Supplier Readiness Assessment
Template – Closing the compliance loop
Template – Components of a compliance strategy
Template – Commodity Strategy Options
Template – Commodity Planning and Reporting Tool
Template – Possible options for the delivery of any requirement
Template – A guide to the appraisal of possible options for the delivery of a requirement
Template – Service delivery option appraisal summary sheet
Template – Commodity Strategy Summary

Guidance on European Legislation affecting Public Sector Procurement

What are the EU Procurement Rules?
To Whom Do the EU Procurement Rules Apply?
Which Procurement Directive Applies?
Determining if the Directives Apply
Advertising: The Requirement
Contract Award Procedures
Provisions in Relation to Specified Procurement Mechanisms and Contractual Arrangements
Framework Agreement
Dynamic Purchasing Systems
Electronic Auctions
Post-Tender Negotiations in Open and Restricted Procedures
Contract Award Criteria
The Mandatory Standstill Period
De-brief
Publication of a Prior Information Notice (PIN)
Frequently Asked Questions
Priority (Part A ) Services
Residual (Part B) Services
European Rules Applying to Contracts that Fall Below The Threshold

Supplier Selection and Pre-Qualification Questionnaire (PQQs)

Publicising the Contract
Supplier Appraisal
Points to take into account when using PQQs
Consortia
How much detail?
Assessing Responses

Template – Pre-Qualification Questionnaire

Template – Pre-Qualification Questionnaire Guidance Note

Tender Preparation, Issue and Analysis

Select the Tender List
Tender and Contract Implementation Plan
Prepare the Invitation to Tender Documents
Establish the Tender Evaluation Criteria
Issue the ITT
Open Supplier’s Meeting
Receipt and Opening of Tenders
Tender Evaluation
Identify the tender which offers best Value for Money (VfM)
Evaluation Panel
Capability
Evaluation Criteria
Financial Evaluation
Evaluation tools (Suppliers, Bids, Products)

Template – OJEU Process Planning Guide
Template – Evaluation Matrix

Tender Clarifications and Post-Tender Negotiations (PTNs)

Tender Clarifications
Post-Tender Negotiations
Definition
Overview of the PTN Process
Negotiation in Practice
Potential Areas for Negotiation
Stages of Negotiation
Pre-Negotiation
Setting Objectives
Strategy and Tactics
Negotiation Tactics
Post-Negotiation Stage
Points to Note
Some Dos and Don’ts

Template – SPD Negotiation Plan

Contract Award and Debriefing

Introduction to the Mandatory Standstill Period
Operation of the Mandatory Standstill Period
Contract Award Notification
Debriefing during the Mandatory Standstill Period
Suggested wording for inclusion into the letter to the successful tenderer
Suggested wording for inclusion into the letter to unsuccessful tenderers
Debriefing
Objectives
Responsibility
Timing
Reasons for Rejection
Points to remember

Supplier Management

Objectives
Supplier Management Plan
Relationship Team Template
Relationship Objectives Template
Holding Regular Supplier Reviews
Three types of Review

Template – How to use the Supplier Management Plan
Template – Supplier Management Plan
Template – Relationship Team Template Guidance
Template – Relationship Team Template
Template – Relationship Objectives Template Guidance
Template – Relationship Objectives
Template – Contract Level Performance Review
Template – Commodity Level Performance Review
Template – Supplier Account Level Performance Review

Communications

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