new sustainable waste management agreementlondon universities purchasing consortium october 2014 5...

The magazine for LUPC Members and suppliers OCTOBER 2014

DON’T RISK IT: Tips for managingIT asset disposal

ON THE MOVE:How we used our agreements in our office move

IN THE HOT SEAT:Interview withLUPC’s new ChairDr Andrew Young

Not going to wasteNew Sustainable WasteManagement agreement

London Universities Purchasing Consortium October 20142

CONTENTS

PLEASE NOTE OUR NEW CONTACT DETAILSAndy Davies DirectorTel: 020 7307 2767Email: [email protected] consortium direction and management.

Laura Compton Head of MembershipTel: 020 7307 2766Email: [email protected]; marketing agreements and services;training; events; LUPC website; contacts database;publications.

Darran Whatley Senior Contracts ManagerTel: 020 7307 2764Email: [email protected] consumables; laboratory equipment; audiovisual; photocopying; paper; office supplies; furniture;energy; car hire; hotels; travel; debt collection; airlineroute deals; solar panels.

Mike Kilner Senior Contracts ManagerTel: 020 7307 2768Email: [email protected]; computing hardware (UCISA); insurance;white goods; telecommunications; postal and mailservices; electronics; national IUPC gases; national printers.

Jacquie Devonshire Senior Contracts Manager Tel: 020 7307 2770Email: [email protected] books, serials and periodicals; cleaning and security.

Harry Singh Saurai Procurement Analyst Tel: 020 7307 2761Email: [email protected], analysis and reporting of Member andsupplier data.

Suzanne Stokes Senior Contracts Manager Tel: 020 7307 2772 Email: [email protected] waste management; estates maintenance;legal services; temporary staff; occupational health.

Joyce Kadri Contracts OfficerTel: 020 7307 2763Email: [email protected] extinguishers/fire-fighting products; portableappliance testing; signs and signage; ICT furniture; handdryers; cash and valuables in transit; childcare vouchers;salary sacrifice; advertising.

Vanessa Gray Administrator and Membership OfficerTel: 020 7307 2765Email: [email protected], general enquiries and administration.Membership enquiries and support.

Main Office LUPC Tel: 020 7307 2760 Email: [email protected], Shropshire House, 179 Tottenham Court Road, London W1T 7NZ

Director’s report 3

News 4-5

Commodity updates 6-8

Features

� A greener picture for university waste management 9� Man on a mission – interview with LUPC’s new Chair 10 � An insider’s guide to using frameworks for LUPC’s office move 11� You’ve got mail! The Royal Veterinary College’s approach to post tracking 12� A guide to IT asset disposal 13� Knowledge is power – the benefits of IT benchmarking systems 14

Member interview: Melanie Brunst, Purchasing Administrator at St George’s University of London 18

Focus on: LUPC’s Member Survey 2014 results 19

CORRECTION: ‘A healthy partnership’ on page 9 of theJune 2014 issue was written by Sarah Futcher, ClinicalDirector, Robens Centre. Our apologies to Sarah.

DIRECTOR’S REPORT

London Universities Purchasing Consortium October 2014 3

Your LUPC procurement professionalshave been hard at work on new projectsover the summer months. I’m immenselyproud of the brand new frameworkagreement for Sustainable WasteManagement Services, which began lastmonth. No fewer than 12 members, whoworked in collaboration on theprocurement process, plan to run mini-competitions to award business underthe agreement. It looks like delivering bigsavings as well as a more sustainable,

collaborative approach to waste management for our Members.We’ll be holding a free launch event for Members on Wednesday22 October. Read more about it and how to book on page 5.

We’ve also got a new agreement for legal services to complementthe national agreement managed by APUC in Scotland, as you’llfind on page 5. You may recall that in 2010, ours was the firstcollaborative agreement for legal services in the sector and wasfollowed by the UK national agreement. Once our agreement had

Andy DaviesLUPC Director

expired, our Executive Committee opted to support the nationaldeal, with an LUPC ‘patch’ agreement that would ensure that theneeds of all our Members, both within and outside highereducation, could be met. We’re particularly pleased that ratesfrom some firms have been improved even further.

Spend through our collaborative supply agreements continues togrow rapidly, reaching £186m in 2013-14 (up from £171m in theprevious year). Total savings are up too, breaking the £30m markfor the first time. Many of our agreements have seen astonishinggrowth, both for our Members here in London and nationally. Our renowned agreement for desktop and notebook PCs reached£96m in the UK this year, while, for our own Members, temporaryagency staff saw £14m pass through, cleaning and security nearly£13m and estates maintenance grew to £3m in the year. Last yearsaw Members attain a return on their membership subscriptionsof 96:1. With a freeze in membership subscriptions, this year’sfigure breaks that magic 100:1 mark.

Andy DaviesOctober 2014

Spend through LUPC climbs again

Physician and Nurse servicesPre-placement assessmentsStatutory and specialist medicalsHealth surveillanceSickness absence managementDSE assessmentsUpper limb disordersWorkplace designStress managementHealth and wellbeingOccupational health policy

Health Matters!IOM is an approved provider of Occupational Health Services to all LUPC members

IOM LondonResearch House Business Centre, Fraser Road, PerivaleMiddlesex, UB6 7AQ

Tel: 0203 668 0016Fax: 0203 668 0018

NEWS

New LUPC Chair elected

4 London Universities Purchasing Consortium October 2014

Queen Mary University of London (QMUL) has taken advantage ofcollaborative buying power to help students purchase coursematerials at discounted prices.

The university can expect to see further savings of around 5% overthe next year, after using the Joint Consortia Agreement for Books,Standing Orders, E-books and Related Material to purchase coursematerials for students at five Schools across the university. Byaggregating demand, better and more consistent discounts areavailable, while improved contract terms mean surety of supply.

LUPC worked with academic and library staff from QMUL to inviteand evaluate tender proposals from framework suppliers for theprovision of these materials. John Smith & Sons, one of severalsuppliers to the framework, was eventually appointed.

Purchase of course materials under arrangements led by the fiveSchools accounted for around £120k spend in the last academicyear, but this was fragmented. The new approach has consolidatedthe university’s collective buying power, leading to discounts of upto 75% in some cases. Increased centralised co-ordination means the university can also track the usage ofcourse materials and meet student needs better in the future.

Queen Mary University of London’s Director of Student ServicesEmma Bull said: “Our students benefit from easy access to coursematerials online, via the Mile End campus bookstore or throughpop-up distribution points at the first lecture, for free or at heavilydiscounted prices.”

LUPC Director Andy Davies said: “We look forward to extending thisinnovation to include all London universities and colleges. This is agreat way to support students in acquiring the texts they need andhelp ease the cost of studying in the capital.”

For more information on the Joint Consortia Agreement for Books,Standing Orders, E-books and Related Material visit www.gem.ac.uk

LUPC’s Board has elected DrAndrew Young, Chief OperatingOfficer at the London School ofHygiene & Tropical Medicine, asChair of LUPC.

Andrew, who was elected asChair in June and took up therole from 1 August 2014, has astrong background in scienceand higher educationmanagement, including financeand procurement.

The appointment follows thedeparture of outgoing Chair Marcus McDonald, Director ofFinance & Estates at the Royal College of Music, who steppeddown this summer after nine years on the Board. Azim Sachedina,Head of Financial Operations & Systems at Kingston University,was elected Deputy Chair.

As Chief Operating Officer for the London School of Hygiene & Tropical Medicine, Andrew is currently responsible for thestrategic leadership, management and development of theEstates, Health and Safety, Human Resources, IT, Library andArchives, Procurement and Registry services.

Following his election, Andrew said: “I am delighted to have beenselected as the next Chair of the LUPC Board. I am committed toworking with the Board to ensure that LUPC delivers soundprocurement advice for its Members and helps to work with themto promote good purchasing practice across all of our activity. Thechallenges set out by the Diamond Review are robust targets forus and we must demonstrate that we can achieve them. Theoutgoing Chair, Marcus MacDonald, was a great advocate for LUPCMembers, and I wish to continue to deliver on the great work he has done.”

Read more about Andrew and his priorities as Chair of LUPC on page 10.

Savings on course materials

The Higher Education Procurement Academy (HEPA) haslaunched a series of low-cost e-learning modules to supportthe training and development of procurement professionalsand wider institutional buyers.

The five modules were developed by the City of GlasgowCollege, a CIPS centre of excellence, and include Introductionto HE Procurement; Legislative Changes – the Bribery Act;Supplier Due Diligence & Risk Management; Cost Modelling;and Spend Analysis - Graphs to Max/Impact Findings.

A one-off institutional licence fee of just £160 per moduleallows for an unlimited number of staff from your university to access the course.

For further information,module outlines and orderingvisit www.hepa.ac.uk/elearning

HEPA e-learning

NEWS

NEW AGREEMENTS

5London Universities Purchasing Consortium October 2014

Waste agreement

A bumper crop of new agreements wasawarded this summer (see opposite),including a new agreement for Legal Services.

Following the conclusion of a highlycompetitive tender process, LUPC awarded its second-generation frameworkagreement for Legal Services on 1 September 2014. Even compared with the excellent pricing on the previous LUPCframework, there are improved ratesavailable from some firms on the newagreement.

This LUPC framework is intended tocomplement the APUC national frameworkagreement for the Provision of LegalServices, awarded in June 2013. The APUCframework is aimed primarily at HigherEducation Institutions (HEIs), and LUPC’s HEI Members can use either agreement, asbest meets their requirements (full detailsavailable at www.gem.ac.uk). Alongside this,the LUPC framework has been developed

with a particular focus on the needs of ourMembers outside the Higher Educationsector.

The new framework offers a range ofbenefits to Members, including OJEUcompliancy; highly competitive pricing;added value services and tools; and thesurety that Members’ requirements werefully considered by a Member-led tenderworking party.

A choice of seven firms and a range of call-off methods are available to offermaximum flexibility. For full details visitwww.gem.ac.uk, or contact Suzanne Stokes,[email protected].

LUPC is pleased to announce the award of a newframework agreement for Sustainable WasteManagement Services. This is the first time that LUPChas awarded an agreement for Waste Services. The keyobjectives of the project were to increase consolidationof spend on sustainable waste management services;achieve continued value for money for Members; and tosupport Member institutions in reducing waste.

The new agreement is split into five lots that covergeneral waste; hazardous, chemical, clinical,pharmaceutical and radioactive waste; confidentialwaste; and a one-stop-shop waste service in GreaterLondon. A national one-stop-shop service is alsoavailable.

In order to meet the wide-ranging requirements of LUPCMembers, the framework is designed to allow

institutions flexibility to establish a panel of providers from the one-stop-shop solution.

LUPC worked closely with a Member-led project team to develop the agreement – theteam included representation from Sustainability, Operations and Procurementprofessionals from a range of LUPC institutions, including the University of Greenwich,University of Westminster, Goldsmiths, Birkbeck, University of East London, LSE, RoyalVeterinary College and the National Institute for Biological Standards and Control.

LUPC is running a free Sustainable Waste Management Services launch event for Memberson Wednesday 22 October in London. This will provide the ideal opportunity to meetsuppliers and attend workshops relevant to this area of estates. For more details and tobook visit www.lupc.ac.uk/events.html

For full information about the new agreement, visit www.gem.ac.uk or contact SuzanneStokes, [email protected]. You can read more about sustainable waste management on page 9.

DATES FOR YOUR DIARY

Sustainable Waste ManagementServicesStart date: 1/8/2014End date: 31/7/2017Legal ServicesStart date: 1/9/2014End date: 31/8/2017Mass Spectrometry andChromatography EquipmentStart date: 7/7/2014 End date: 6/7/2017IRLA Laboratory ConsumablesagreementStart date: 1/8/2014 End date: 31/7/2016Office Furniture agreementStart date: 1/8/2014End date: 31/7/2016

For full information on all agreements,visit www.gem.ac.uk

LUPC Sustainable Waste ManagementLaunch and Cleaning & SecurityWorkshopWednesday 22 October 2014, Senate House, London. Free for LUPC Members.To register attendance visitwww.lupc.ac.uk/events.html

HEPA: Introduction to EU ProcurementFriday 21 November 2014, University ofReading. £160, book at www.hepa.ac.uk

HEPA: Advanced EU ProcurementThursday 4 December 2014, SOAS,London. £160, book at www.hepa.ac.uk

HEPA: Effective use of CompetitiveNegotiationFriday 5 December 2014, SOAS.£160*book at www.hepa.ac.uk

HEPA: Advanced Negotiation20-21 January 2015, University ofReading. £320, book at www.hepa.ac.uk

LUPC Conference 2015 – save the date!Thursday 26 March 2015, Senate House, LondonFree to LUPC Members. Supplierexhibition and sponsorship available.Visit www.lupc.ac.uk/conference2015

Legal Services

COMMODITY UPDATES


Our new contact at The Energy Consortium is Steve Creighton, SeniorRelationship and Business Development Manager, tel: 0121 483 1963,email: [email protected].

ENERGY

Cleaning & Security ServicesA Cleaning & Security Workshop has been arranged for LUPC Memberson 22 October at Senate House, University of London, in conjunctionwith the new Sustainable Waste Management Framework LaunchEvent. This event, free to LUPC Members, will explain usage of our newSustainable Waste Management Services agreement, and inviteMembers to participate in workshop sessions on Waste Managementand Cleaning & Security. The event is aimed at professionals fromacross Sustainability, Operations and Procurement. Members will havean opportunity to network with colleagues and meet many of thesuppliers to the new Sustainable Waste Management agreement andLUPC’s Cleaning & Security agreement. Check the Events page on theLUPC website for details and booking.

Spend through the Cleaning & Security agreement reached £12.7m in 2013/14.

Estates MaintenanceA one-year extension to the framework has been taken up. A review of the agreement is about to start to inform the sourcing strategy for apotential re-tender later this year. Spend through the EstatesMaintenance agreement passed £3m in 2013/14.

Sustainable Waste Management ServicesThe new framework agreement went live on 1 August 2014, with sixsuppliers over five lots. Mini-competitions are already underway. SeeCleaning & Security above for details of the forthcoming launch eventon 22 October, free for LUPC Members.

Audio Visual EquipmentTender documents for a new agreement were issued in August, withresponses due back on 30 September. Award is due 14 November withagreement start on 1 December.

Office FurnitureImplementation of the new agreement will be carried out for LUPCMembers on 29 October.

Electrical Materials & Associated ProductsAn application has been made for electrical wholesaler Electric Center(EC) to be permitted to engage with consortium members under theElectricals agreement. Although EC was fully acquired from Wolseleyby Edmundson Electrical (EE) in August 2011, the trading name hasbeen retained. EC has been asked to send the required signeddocumentation for review prior to a decision being made, with theproviso that the same pricing and level of service as EE will be given.EE and EC will not be permitted to ‘compete’ for business under the framework.

ElectronicsThe next NUWPEC meeting will be held on 21 and 22 October at LUPCwith all nine suppliers on the agreement. If Members have anyfeedback regarding this agreement please let LUPC know.

Additional LUPC technical representation remains an objective, soplease contact us if you have an interest in this agreement. There arenew account managers at RS Components, Aspen Electronics andOnecall. An updated Buyer’s Guide is now available on the GeM portal.

White GoodsThis agreement has now been extended into its final year until 31 August 2015. The framework has not achieved the annualestimated value on each year of the agreement. This is likely due tothe supplier consistency problems that have been experienced over theterm. The next exercise is to learn from Members who they are usingon the basis that more interest can be generated when the newframework is advertised.

ESTATES

ICT

National Desktop and Notebook Agreement (NDNA)Sales, service and business opportunity management informationreporting up to and including July 2014 (Q4) has been received andhosted on the NDNA portal. After several account changes, themajority of the supplier-controlled Buyer’s Guides have been updatedand added to GeM and the NDNA site.

The NDNA benchmarking exercise for both desktops and notebookswas recently updated and has been similarly hosted and shared withthe working group. The most recent review meetings were heldbetween 9 and 11 September and started with the working partyconducting a joint site evaluation and meeting at the premises ofLenovo reseller partner SCC. Draft minutes have been produced andwill be reviewed and issued shortly.

A gradually increasing number of concerns have been raised over theresource levels within Dell and the fact that these appear to be toostretched to meet the complex needs of HE (and others) given thesubstantial levels of business being placed. Each regional computinggroup has been asked to invite Dell into a future meeting in the next 6-9 months in order for them to understand the scope of these issuesand the general feeling of the current (and former) Dell customer base.

Circulated at the start of September, the Main Purchasing Contacts listand Computing Group were given details on the recall of more than sixmillion power leads after HP and the US Consumer Product SafetyCommission had identified a wiring fault leading to a potentialoverheating issue. A process was subsequently agreed with HP forNDNA customers that permitted them to disregard the standardisedform fill requirements and provide a delivery address and contact pointfor the bulk delivery of replacement power cords.

Time permitting, there will potentially be a full survey exerciseconducted before the end of the year to evaluate overall contractperformance. The survey may include the performance of Apple, giventhe opportunity to cover the same topics across both agreements.

Following the decision of Samsung to solely concentrate on theirGalaxy Tablet range, they recently expressed a wish to U-turn theirdecision to remove Stone Computers as a partner for Samsung underthe agreement and, together with Softcat, include them to complete afull suite of resellers. The requirements to establish this have been sentto Samsung for completion.

Nationally, the NDNA agreement saw £96m of business pass through in2013/14.

National Education Printer Agreement (NEPA)The most recent review meetings were held in September 2014 in thepresence of the resellers in Leeds. The first phase of a major managedprint contract with Phoenix (HP) has been implemented at RoyalVeterinary College ahead of final phase due in October. Customerfeedback to date has been very good.

Work on the new strategy has started following the results of thesummer IT survey, as later published to members of the LUPCComputing Commodity Group (CCG), which concerned the futurestrategy of the ITRAP and NEPA ICT agreements together with NWPCSS(Office Supplies). Volunteers will shortly be sought for technical input,particularly with managed print services, with this being of increasingimportance to framework users. For this reason, members of theSafecom user group will also be approached.

HP and other suppliers are starting to look beyond MPS at WorkflowSolutions and Hybrid mail, for example. Total expenditure for theacademic year 2013/14 was £6m.

IT-Related Accessories and Parts (ITRAP)Results from the IT survey, including ITRAP, strategy were recentlycirculated to the Computing Commodity Group (CCG). For the timebeing it has been decided that ITRAP will remain as a separateagreement and will most likely be extended until May 2016. The nextsupplier review meetings will be taking place in November 2014.

COMMODITY UPDATES


PCs with Apple Operating SystemsMinutes from the most recent review meeting with Apple took placeat the University of Cambridge on 29 April. In the nine months toAugust 2014, total sales were £92m, made up of over £57m inindividual sales. LUPC institution sales totalled £5m over the period(14.2% of the total) and institution sales as a whole remain downslightly year-on-year. Mobile devices such as the MacBook Procontinue to be the most popular.

The next meeting of the Universities Apple Computer Group (UACG)will be held on 28 November at the London College ofCommunication, University of the Arts.

Data Centre Management EquipmentThe next supplier review meetings are due on 21 and 22 September.The last 12 month extension was invoked on 31 August 2014.

The framework is being re-tendered with a forecasted launch date of the end of March/beginning of April 2015. NEUPC are looking forvolunteers from procurement and technical backgrounds to join thetender working party. The first working party meeting was to be heldat the NEUPC offices on 23 September. LUPC has written to a numberof current users including Birkbeck, London South Bank University,Janet and University of Westminster as part of the technical support query.

National Server & Storage Agreement (NSSA)The next NSSA review meetings are taking place 30 September and 1October. A survey is available for institutions to provide feedback.NetApp has changed one of their resellers under Lot 2 with BTiNetreplaced by Logicalis. SUPC are working closely with IBM regardingthe forthcoming sale of X86 servers to Lenovo. An update on how thisaffects the agreement will be sent out shortly.

Telecommunications inc. landline and mobile (GPS)Minutes from the last National Telecoms Group (NTG) meeting havebeen issued. National Further Competition 5 (NFC5) for mobile is nowbeing developed. Expressions of interest can be given [email protected].

Renewals for financial year 2014/5 have now been completed and allInsurance Group (IG) members should be in receipt of all requireddocumentation. Property under Zurich Municipal (ZM) remained withinthe terms of the LTA, with only a 3% increase applied to meet theinflationary index against re-build values. The situation with travelremained difficult and was not fully agreed until early July. With thehard work of AJG, underwriter AIG accepted a revised total premium ofc. £1.1m for the group, in part because of our collective response tothe increasing loss, the creation of the best practice group and aslightly better-than-forecast claims ratio of c. 131%.

Representatives of the IG met with ZM on 28 August. Several subjectswere discussed including the respective roles and responsibilities ofAJG and ZM; the approach to market in the next tender includingwhether we stay as a single group or divide into separate lots; whetherto apply smoothing methodology (and how) to the final IG premium ifit was required to keep the entire group together; progress with theRisk Management Standards process; claims report status; low claimsrebating (‘risk management bonuses’); and the revised ZM portal. Asimilar meeting between representatives of the IG and AJG was held atthe end of the Travel Group meeting. An improved travel claimsreporting process has been agreed with the information beingextracted on the 25th (or next working day) of each month and thereports then checked and distributed to each member in the firstworking week of each month.

The Travel Risk Management Working Group convened on 4 Septemberin a bid to address the prevailing, worsening Personal Accident & TravelPolicy claims experience. Following the meeting, the group plans tolaunch Best Practice Guidance and Risk Management minimum

INSURANCE

Laboratory Consumables (IRLA)A re-tender process was abandoned by SUPC on 11 September. A second re-tender process has begun with commencement scheduledfor 1 January 2015. The reason for cancelling the tender process wasthat the potential outcome of a tender award would not meet theobjectives set out in the tender documentation. The decision to cancelwas taken unanimously by the Tender Working Group, whichrepresents the participating consortia. Interim arrangements havebeen made with the four current suppliers (Fisher, SLS, Sigma andVWR) until then.

Laboratory GasesPresentations and meeting notes from the last set of review meetingsheld on 10 July at Glasgow University with BOC and Air Liquide havenow been posted to the IUPC site. Following lengthy negotiations, thefollowing price changes were agreed:

• All cylinder gases (excluding Helium), rents, delivery and transactioncharges, facility charges, bulk & Cryospeed liquid Nitrogen,equipment and training increase by 2.9%.

• The Environmental Surcharges (ES) on Bulk and Cryospeed Nitrogenare now £1.38/HCM and £0.009 per litre respectively.

• Helium increases by 6.95%, fixed until 1 October 2015.

• Dry Ice - no change in price.

This was the first general increase agreed on the current agreementsince it started in March 2013, having provided an 18-month fixed priceperiod for all products and services other than Helium. The agreementestablishes user pricing for a further 17 months up to 1 March 2016,resulting in this increase being the only one applied to prices for thethree years of the agreement (bar Helium). Full details of the pricereview were passed to the LUPC Lab Group on 5 September ahead ofimplementation on 1 October.

standard ratings (bands/quadrants) at the conference in November. Allmembers will also use AJG specialist company Travel Guard, based outof Wigan, going forward for their claims, with a webinar being puttogether shortly to assist in the transition.

Subject to the successful completion of the current Travel tender, it ishoped that a meeting including at least one awarded TravelManagement Company and our insurers can be convened in order toestablish a more joined up approach when it comes to travel risk andreducing travel-related claims.

Both Brighton and De Montfort University have joined the LUPC IGfrom August 2014.

LUPC’s Corporate Membership with Risk Management group Airmichas been renewed as planned for 2014/5. Specific “LUPC Airmicbulletins” continue to be sent out approximately once a month.

Members involved with Insurance now have access to a forum for allrelated matters. This is being hosted through the BUFDG portal on atrial basis.

The latest revision of the Insurance Bill has now been passed and is setto become law in April 2016. This will provide protection to the insuredon controversial matters such as disclosure rules, which in the past hasallowed the insurer to turn down a claim regardless of whether themissing information would have affected the terms of the policy.

Presentations from the National Conference for Insurance Managers inHE, held on 5 June 2014, are now available on request. The next eventis a LUPC Risk and Insurance Conference to be held at AJG’s premises in London on 19 November. ZM also plan to hold a Customer Dayduring February next year. The next meeting is an ITSG (sub-group)contract review with AJG and the underwriters. This will be held on 10 December. It has been proposed that a Claims-Handling workshopwill be put together in the future for Members.

LABORATORY

COMMODITY UPDATES


Business TravelAn announcement regarding the award of the new Business Travelagreement is expected shortly. Check our website www.lupc.ac.uk forupdates.

TRAVEL

All current International Airmail framework suppliers have confirmedtheir intention to continue providing services to institutions, however it is recommended that members confirm arrangements with theircurrent suppliers directly. Contracts entered into by an institution priorto the end of this framework agreement will remain subject to theterms and conditions of the International Airmail frameworkagreement for the duration of the institutions’ contract.

Cleansing of management information data from suppliers on thecurrent framework for Collection and Delivery of parcels is currentlybeing finalised following the identification of discrepancies in spend.This is limited to just one supplier and resulted from individualaccounts not being aligned to the correct institutions and consortia.Cleansing of this data is currently being finalised and new spend data will be submitted by the supplier in due course for the full 2013-14 year.

(Correct as of 24 September 2014)

Full details of all agreements open to LUPC Members are available atwww.lupc.ac.uk

Legal ServicesLUPC awarded its second-generation framework agreement for LegalServices on 1 September 2014. Even compared with the excellentpricing on the previous LUPC framework, there are improved ratesavailable from some firms on the new agreement.

The new LUPC framework is intended to complement the nationalAPUC agreement for the Provision of Legal Services (BA-PFB021),awarded in June 2013. The APUC agreement is aimed primarily athigher education institutions, while the LUPC framework has beendeveloped with a particular focus on the needs of our Membersoutside the higher education sector, though it can be accessed by allLUPC Members, should others feel it better meets their needs.

There are seven framework firms, each able to deliver advice across allof the headline legal areas (from employment and commercial toconstitutional and regulatory). Members have the flexibility to chooseto enter into a call-off contract for the full range of their third partylegal advice or for specific areas of advice only (and may choose oneframework firm for one area of advice and another for a differentarea).

The Buyer’s Guide is now available on GeM (www.gem.ac.uk) andannouncements have been made to Members. Implementationmeetings with all seven firms are planned for the end of September.

Temporary Agency StaffSpend under the old and new LUPC frameworks reached £14m in 2013-14.

Occupational HealthThe first set of review meetings were held with framework providers atthe start of September and feedback was positive. Ten Memberinstitutions have now signed up to the framework, including: Universityof East London; Natural History Museum; British Museum; RoyalHolloway University of London; Imperial War Museum; London SouthBank University; London School of Economics; British Library;University of the Arts; and Hackney Community College. All fiveframework providers have won at least one contract to date.

PROFESSIONAL SERVICES

OFFICE

Office Supplies & Computer ConsumablesA meeting was held on 1 September with NEUPC and SUPC to discussan over-arching sourcing strategy for ‘catalogue’ agreements includingNEPA and ITRAP. A recommendation is to be made to LUPC’s ExecutiveCommittee as to the strategy for this agreement. A NWPCSS meetingheld on 11 September in Leeds, with all suppliers represented.

Significant changes are afoot for Office Depot, with our agreementmanager and account structure manager leaving, and a change atdirector-level. LUPC is scheduled to meet with Office Depot new teamby 30 September.

EVO Business Supplies Limited, a company wholly-owned by fundsmanaged by Endless LLP, made an offer to acquire office2office whichwas recommended by the Board to its shareholders. The new ownersplan to merge the business with Vasanta, which was acquired in 2009.

Postal ServicesThe new ITT is still expected to go out in October 2014 for response inNovember and award by February 2015, with a 1 April live date. Thenext full group is expected to be in October with a tender sub-groupconvening before then. The National Postal & Distribution Groupagreed that a new framework for Courier, Parcel and InternationalAirmail services will be put in place for 1 April 2015, which will mergeall postal requirements into one framework agreement.

BooksThe last LUPC Library Commodity Group meeting was held on 15August 2014 at Royal Holloway University of London. Some ongoingissues were discussed regarding performance by Dawson Books (whohave around a 64% share of LUPC Member books spend under theframework). SUPC has picked this up at a national level and a meetingwas held with Dawson Books on 8 September with representativesfrom each consortium. Dawson Books informed the consortiarepresentatives that a restructure of their parent company took placein July 2014, leading to Dawson Books becoming its own businesswithin the Connect Books Group. This will mean Dawson Books hasmuch more control of its own strategy going forward. The first stepsare to make some tactical changes to improve order delivery andcustomer service and to ensure the stability of their dawsoneraplatform. They have secured investment from their parent company tomake these improvements. The Joint Consortia Book Group will bekeeping this under review over upcoming months.

LUPC is working with some Members on an opportunity for local/inter-institutional collaborative deals for the bulk purchase of coursematerial (print and electronic). A pilot project with Queen MaryUniversity of London (QMUL) is now in its implementation phase, withcourse materials being delivered for students in five QMUL schools atan average discount of 5% on previous prices. As a result of a mini-competition exercise, supported by LUPC, John Smith’s were thesuccessful delivery partner for this pilot. Several other Memberinstitutions have now expressed interest in participating in the secondphase of the project and a sub-group is meeting on 15 October todiscuss further. So far, nine Member institutions are confirmed toattend this session.

At a meeting of the Joint Consortia Books Agreement (withrepresentation from all of the English regions), it was agreed that the consortia would work together on a project to improve access to e-book content for libraries. This will involve working with aggregatorsand publishers on digital rights management and access requirementsand a plan will be developed in the upcoming weeks.

SerialsAt the time of writing, uncertainty surrounds the future of Swets. Anemergency briefing meeting was held for Members who currentlytrade with Swets on 24 September. Members are encouraged tocontact Jacquie Devonshire at LUPC for the latest information. Othersuppliers on the framework agreement are unaffected.

LIBRARY

How do universities and colleges in the UKcurrently manage their recycling and waste?What are their aspirations and their biggestchallenges? This was the basis of a studycarried out on behalf of SITA UK in 2014.

Our research took the form of a qualitativequestionnaire to 100 universities and highereducation establishments across the UK.

So what did the survey tell us? The vastmajority of universities and highereducation establishments have compliantwaste management services in place, withjust two per cent saying they werestruggling in certain areas.

Around 60 per cent of establishments saidthey procured basic recycling and generalwaste services for their staff and studentsand a further 25 per cent said they wereachieving zero-waste-to-landfill through acombination of recycling and sending theirgeneral waste for recovery (ie - a non-landfill solution).

Universities broadly displayed greenercredentials than colleges. Approximatelytwice the number of universities wequestioned not only recycled, but also had


FEATURES

Stuart Hayward-Highamunpicks our sector’swaste managementchallenges andaspirations.

zero-to-landfill solutions for their generalwaste. Colleges were more likely to haveimplemented basic recycling alongside theirgeneral waste collections rather than takingthe extra step of introducing a zero-to-landfill solution. Why this is the case,however, is unclear from the research.

Other interesting areas were identified formore investigation. We noticed thatorganisations with more locations did betterthan those with fewer, and organisationswith more students also seemed to dobetter. This mirrors the commercial andindustrial market where bigger companiesgenerally seemed to do better than smallerones. Perhaps dedicated specialists in theorganisations have an influence?

Overwhelmingly, when asked if they wouldlike to improve their recycling rate,universities and colleges all said that this istheir ambition and there is a furtheraspiration for establishments in the lowerbandings to achieve zero-waste-to-landfill.

Very few of the respondents said they havetaken a step back and mapped where andhow waste is produced in their organisation.Waste mapping is a key way to see wherewaste can be eliminated. The prevention ofwaste is higher up the waste hierarchy thanrecycling, but this is often overlooked.Simple examples include removing paperhand towels from toilets, replacing themwith hand dryers, and removing disposablecups from on-site cafes.

So what are the main barriers foruniversities and colleges that are looking to improve their sustainability? Perhapssurprisingly, cost did not factor amongstrespondents as a major issue.Overwhelmingly, the major barrier isconsidered to be engagement of bothstudents and staff. With an ever-changing

Stuart Hayward-Higham is SITA UK'sTechnical Development Director. SITA isa supplier to LUPC’s new SustainableWaste Management Servicesagreement, for more information visitwww.gem.ac.uk or contact SuzanneStokes, [email protected].

population, different cultures and recyclingexperiences along with competingpriorities among students, building up anorganisational recycling momentum is a real challenge.

Research carried out by the National Unionof Students, sponsored by SITA UK, in 2013backs up these findings. Recycling systemsneed to be intuitive so students and staffcan easily segregate recycling from theirwaste. This should be backed up by clearsignage with education and feedback onhow well the establishment is doing. Withthe transient nature of universities andcolleges, this has to be a continual process.

So, overall, how sustainable areuniversities and colleges? Compared toother sectors, recycling is well-established,however there are quick wins, withorganisations that currently have a basicrecycling service moving to zero-waste-to-landfill solutions. The real prize has to bereducing waste by purchasing differently,minimising and re-using waste and throughstaff and student engagement. Universitiesand colleges are performing well comparedto the commercial and industrial sector inthe UK and they have an opportunity tocontinue to lead.

A greener picture

Copyright SITA UK


FEATURES

I arrive at the impressive art deco buildingof the London School of Hygiene & TropicalMedicine (LSHTM) to interview LUPC’s new Chair Andrew Young with a degree of trepidation – not because of myinterviewee, but because of the weird and wonderful rumours that surround the institution.

“We have significant numbers ofmosquitos, bed bugs, all sorts of creepycrawlies underneath the pavements ofBloomsbury” confirms Andrew. “Many ofthe staff here volunteer to go and bebitten by mosquitos. It’s a bit bizarre, butit’s great as staff can get directly involvedwith the science.”

In fact, it’s clear early on that Andrew ispassionate about many of the projects thathis institution is involved with, at theforefront of improving global public health.

“You’ve only got to look at our brochuresto see all the good things we’ve achieved.For example, cataracts – in this country,nobody is blinded by cataracts anymore. In parts of the underdeveloped world it’s anatural part of ageing, that at a certain ageyou go blind and the rest of your life youspend sitting in a corner of your home.We’re developing the methods of findingthese people and providing intervention inan efficient way, which gives that gift ofsight back.”

It’s this clear mission to improve lives inthe developing world that led Andrew tohis interest in procurement. Starting off asa PhD student leading to research intoorganic farming methods at NewcastleUniversity (stay tuned for a great tip onslug repellents), Andrew realised after nineyears that academia wasn’t the career forhim. Moving into departmentaladministration, and then facultymanagement, he quickly learnt how to“manage staff, look after accounts andhow to buy things”.

speak with one voice. I don’t think for amoment we should consider fewerconsortia, but our members have to beclear they’re getting the best deals, andconsortia need to be clear about how ourstructures are delivering that.”

With clear plans ahead, plus a great tip forrepelling garden slugs (“don’t repel them –attract them with Layers Mash chickenfeed and then dispose of them”) I take myleave and look forward to meeting Andrewagain at his first Board meeting on 12 September. Though, as he’s hosting, I might just pack the DEET this time.

Man on a mission Newly elected Chair Dr Andrew Young talks toLaura Compton about what drives his vision forcollaborative procurement.

Dr Andrew Young is the newly electedChair of LUPC and Chief OperatingOfficer at the London School ofHygiene & Tropical Medicine.

“Through my predecessor, my departmenthad developed commitment accounting,so we were able to review what we’dspent on things. I’m a great advocate ofwhole life costing, not just looking at the cheapest price but at the whole cost of activities.”

His commitment to getting the best overalldeal has continued through to his role asChief Operating Officer at LSHTM, a posthe took up in December 2012.

“As an ex-academic myself, I know howhard academics work to get the most fromtheir budgets. Any money that we wastedoes not go to improving healthworldwide - developing devices that helppeople in Africa see, or survive malaria.I’ve never been anywhere where themission is clearer.”

In fact, procurement is at the forefront ofthe School’s drive for efficiency. “We had amajor reorganisation here two years ago,one of the few where you actually end upwith more people. That’s funded byProcurement; we put more money intoProcurement to save money from ourcontracts, leading to a more efficientadministration.”

“Access to LUPC agreements is anabsolutely crucial part of this, as LUPCallows us to achieve far more than we’d beable to do individually. We also really valuethe advice provided by the LUPC team tohelp us adapt framework criteria to ourparticular requirements.”

So what are Andrew’s priorities as Chair ofLUPC? “I want to be clear about whatwe’re for and which organisations are ableto join us going forward. I want us toreflect on that, talk to existing Members,and think carefully.”

“I also want to achieve even closercollaboration with the other highereducation consortia across the UK. We allhave to work together well and we need to

“ Any money that wewaste does not go to improving healthworldwide.”


FEATURES

I may work for LUPC in Administration andMembership, but that doesn’t mean Iautomatically know how to purchase ‘onagreement’. But, with a lot of help andguidance from the team here, I can nowsay I have learnt a bit more!

Owing to lack of space and a change ofpriorities at the University of LondonUnion (ULU) Building, and with suitableoffice space unavailable, we learnt we’dhave to seek out commercial propertylandlords for our new offices in early 2014.

Luckily we happened on our new home,179 Tottenham Court Road, after only afew viewings. With our lease having only16 weeks to run, our director Andy Daviescommenced on hammering out theminutiae with the landlord, aided by ourproperty agents, the WorkPlace, andframework legal provider VWV, who bothhelped in the negotiating of terms.

To say I was daunted by the task of settingup the new LUPC office, without theUniversity of London (UoL) as supportinglandlord and through using our ownframework agreements, was putting itmildly. With a rapidly approaching move-in date, the two most importanttasks preoccupying me were the IT and furniture.

We had previously piggy-backed on theuniversity’s IT network and fortunately theUniversity of London’s Computer Centre(ULCC) held our hand stepping onto the ITCloud and using Office 365 – satisfyingtheir need for a pilot scheme for theuniversity and our need for a quick ITsolution.

Furniture was next and my tutorials intothe world of framework agreementsstarted in earnest. My colleague DarranWhatley kicked off the mini-competitionstage and took me along with him from

the start through to awarding a supplier.Amazingly, it was not as horrendous as Ihad feared. A timetable was set andrequirements defined. These were firedoff to all suppliers on the agreement with aset date for responses. Once documentswere received and evaluated, we finallyawarded to Godfrey Syrett.

Plans with furniture placements werereviewed and altered repeatedly as newideas and suggestions were put forward.Godfrey Syrett pulled out all the plugs toensure that we had workstations by D-Day- no mean feat, as there were only fourweeks to go!

Once a date was set for the move, wejumped on down the list. Through anotherframework mini-competition, TotalSupport Services was appointed for our

A list of the frameworks used by LUPC:

Legal Services: Veale WasboroughVizards (VWV)

Furniture: Godfrey Syrett

Moving: Amaryllis

MFD: Konica Minolta

AV: Media Zest (Touchvision UK)

White Goods: PeelMount

Company Stationery: Office Depot(Printegrity)

Confidential Waste Management:Restore Shred

Cleaning: Total Support Services

Blinds: Bartell Contract Furnishings Ltd

Water Cooler: Angel Springs

Insurance: Zurich through GallagherHeath.

cleaning requirements. They polished upthe dull flooring, revealing a revitalised,parquet floor a day before delivery of thefurniture and computers. Amaryllis, ourremovals and relocations provider, wasbrought on board to provide and transportmultiple crates on move day, and whitegoods supplied by PeelMount awaited uson arrival at our new home.

Having moved, we appointed AVspecialists Media Zest to supply the mediaand communications hardware for ourmeeting room (we now have a very funkytouchscreen display for presentations) and Bartell who promptly fitted our newblinds, cutting out the glare from the fineweather streaming in through ourenormous office windows.

Inevitably there were a few minor hiccupsduring the process, but by using theframework agreements most of theheadaches were removed, and we nowhave a fantastic new office all kitted out.There was a measure of to-ing and fro-ingregarding queries, but it really was asimple process. It was also reassuring thatT&Cs and EU compliancy had beennegotiated at the framework stage.

I was lucky to have experts on hand, butfor other Members the LUPC team is just acall away. Just remember to read theBuyer’s Guide for each agreement first, tounderstand the award process, and don’tbe daunted if there are a large number ofsuppliers on the agreement – the processis just the same to award whether thereare 3 or 13!

So, all you Members who are nervouslytripping through the world of buying (weare not all MCIPS) use your Memberbenefits to the full and keep LUPC onfast dial.

LUPC’s Vanessa Graygives a novice’s view on using consortium agreements to move offices.

On the move


FEATURES

The Royal Veterinary College (RVC) is theoldest and largest veterinary school in theUK, with over 1,200 undergraduatestudents and another 500 postgraduates.There are 130 academic staff with afurther 500 support staff.

The college is split over two campuses,with an original site in Camden, Londonand a larger campus at Hawkshead inHertfordshire. BVetMed students in theirclinical years and the BSc VeterinaryNurses spend the majority of their time atthe Hawkshead Campus, and many live onsite in halls of residence.

As a result, the Hawkshead Campushandles very high volumes of incomingpost both for the faculty and for thestudents. Some of the packages for thefaculty staff are time sensitive and alsoneed to be placed in a temperature-controlled environment. In fact, managingpost for the Hawkshead site was becomingan increasing challenge.

"The RVC had no means of recording andtracking letter post and parcels that werebeing delivered to the campus” explainsStephen Walkling, Campus ServicesManager.

“Students were coming to the post roomand helping themselves to their mail,without any confirmation of receipt, so itwas not a satisfactory state of affairs. Thecampus was also growing rapidly with newbuilding projects, so it was clear that asolution for incoming post managementwas needed urgently."

You’ve got mail!

The RVC was already a Neopost customer,one of four suppliers on the nationalconsortia agreement for FrankingMachines. "Richard Addison, the PostRoom Manager and I spoke to Neopostabout our needs and they suggested theirneoTrak automated mail receivingsoftware" says Stephen. The software isdesigned to track important packages anddocuments from the point at which theyare dropped off by the carrier, to the pointat which it is delivered to the intendedrecipient. Using this type of softwaredramatically improves the management ofinternal mail delivery process, increasesreliability via automation, and decreasescosts with improved productivity.

In operation, received postal items arescanned and logged onto the system. Theintended recipient is notified by email thatthey have an item waiting. They thencollect and sign for the item.

"The system provides us with a full audittrail. It's taken all the uncertainty andconfusion out of the process, saving ustime and hassle" says Stephen.

Denis Moloneyshares a companycase study onimproving postmanagement at the RoyalVeterinary College.

Denis Moloney is Director -Government & Contracts at Neopost,one of four suppliers to the nationalconsortia agreement for FrankingMachines. Contact Denis [email protected]

“Students were helpingthemselves to theirmail, without anyconfirmation of receipt”

Because some posted items are time andenvironment sensitive, they have to bedelivered by the post room staffimmediately. However, occasionally no onewas available in a department to sign andtake receipt.

"We asked Neopost if they could provide a solution to this and they set up bar codepoints in the various departments that our post room staff can scan to show apackage has been delivered correctly. Thatway packages can be placed in fridges orsecure areas without delay” says Stephen.

Using automated mail-receiving softwarecould be an option for other LUPCMembers, as it can provide a simple, easy-to-use solution to postal issues that take up time and resources.

“We decided to roll out the system but Idon't think we are yet using it to its fullpotential” says Stephen. “However, it'sbeen very beneficial for us. Whensomeone asks, 'What happened to mypackage?’ we can confidently say 'Yousigned for it last week!'”


FEATURES

Data protection is certainly the hot topic inthe business community at present, butthere is one much maligned area of dataprotection that all too often getsoverlooked – ICT asset disposal. Thisseemingly simple business process hasbeen the cause of the largest fine imposedby the Information Commissioner’s Office(ICO) to date; £325,000. It’s a regularsource of regulatory action and branddamage from unwanted headlines,including a recent one for Coca Cola in the US.

The issues are twofold; internally, policy isvery poor and companies show theprocess a lack of respect. This leads to ad-hoc decision-making and, as no budgetexists for many, sourcing decisions aremade almost entirely on cost, with ‘free’models seemingly too attractive to refuse.Externally, the industry is highlycompetitive, with few barriers to entry, so it is replete with service providers alloffering seemingly the same service… or are they?

There are over 700 companies in thissector in the UK and I have been to over100 of them. Many are smart, professionalbusinesses, but there are also companieswho like to lurk in the shadows and takeadvantage of customer indifference withpoor quality service and questionableactivities.

So where should a company releasingassets start? At ADISA we adopt a simplefive-stage approach to excellence withinasset disposal, and these steps go someway to helping businesses comply with theICO requirements.

Steve Mellings gives Members a five-point guide to managing ICT asset disposal.

Protecting you and your data

Steve Mellings is the co-founder andCOO of ADISA (Asset Disposal &Information Security Alliance). ContactSteve at [email protected]

View Steve’s full presentation onmanaging ICT asset disposal atwww.lupc.ac.uk/conference2014

Step 1: Policy. Appropriateorganisational control must start withpolicy. This should include a formal riskassessment which results in anapproved media sanitisation profile.

Step 2: Internal and external policiesand procedure statements. These mustmeasure and mitigate operational andthird party risks. Not only must an ICTdisposal policy cover all different mediatypes, but it must also be interpretedinto departmental policy, which sitsacross all hardware streams and allforms of hardware ownership. It iscrucial that the processes include theprovision for and maintenance of thechain of custody of assets throughout.

Step 3: Vendor selection. They shouldbe contracted as your data processorand you should have a clear serviceoutline for your supplier to complywith. If you are not sure, review theADISA industry certification scheme tofind a partner who is certified andmanaged on your behalf.

Step 4: Auditing and reporting. Allinternal and external processes need tobe measured and assessed. Don’tassume something happens – verify itand be assured. Record fines due tolack of management oversight issued bythe ICO and also the old FinancialServices Authority shows that the trustmodel doesn’t work.

Step 5: Finally, review! Too manydisposal policies are outdated withinmonths of completion. Threats andtechnology change, so should yourpolicies.

The starting point of any review is tochallenge your perception. Asset disposalisn’t about waste management (your dataisn’t waste); it’s not just about cost andrevenue return (do you buy the cheapestanti-virus?); it’s about engaging in aprocess and controlling your risk. Toomany companies simply release assetswithout knowing precisely what they havereleased, what is going to happen to themand with little chance of being able toshow the ICO that they have taken‘appropriate organisational measures’.

Asset disposal should not be viewed in adismissive nature as it is a key part of theinformation security battlefield. Unlikemany parts within this area, through policyand process this is one fight you can win!

London Universities Purchasing Consortium October 201414 London Universities Purchasing Consortium October 2014

The volatility of the IT marketplace is testing many anorganisation looking to achieve best value on every purchase.Indeed, recent research by Mercato Solutions has found that 8 in 10 organisations aren’t getting the value they expectedand some sectors are paying up to 673% mark-up on products.

One progressive organisation taming the IT market is the RoyalVeterinary College (RVC) - one of the world's leading specialistveterinary institutions.

For purchasing IT, the College adopted a strategy thatencouraged all IT specifiers to purchase through the combinedLibrary and Information Services Division (LISD). This placed astrain on the department’s seven HelpdeskTechnicians, who could spend up to one dayper week on procurement enquiries andadministration, rather than technical supportissues.

The LISD also had problems in keeping trackof daily information on availability and price,which was hampering its mission to identifyfair price on all purchases. Dan Messum, ITand Development Manager at the RVC, said:“The volume of orders coupled with a rapidlychanging IT marketplace, meant it was a tallorder achieving best value on everything.”

The College decided to use an IT benchmarking application toassist with their purchasing, and adopted the IT Edition ofKnowledgeBus from Mercato Solutions, a CIPS accreditedonline application that automates benchmarking of purchasesagainst daily trade guide price and stock levels on over 150,000‘live’ products from more than 2,500 manufacturers.

Users input supplier product lists or conduct spot checks to seewhat margin their supplier is proposing. A range of spendanalysis tools also help users identify, track and forecastmarket developments for more strategic procurement.

Applications, such as KnowledgeBus, empower IT buyers withmarket knowledge, so they can rapidly negotiate better dealswith suppliers to unlock more from budgets, and save time byconsistently achieving best value.

Minesh Shah, Head of Procurement at the College, says: “The spend analysis that Mercato provided, free of charge, tobenchmark 18 months of the College’s IT spend data providedthe business case to purchase the KnowledgeBus tool, which

FEATURES

Al Nagar is Head of Benchmarking at Mercato Solutions, asoftware development company specialising in providingsolutions for business process transformation.

Mercato are able to offer LUPC Members a discounted price onthe KnowledgeBus IT application – for full details [email protected] , 0121 605 2050.

www.knowledgebus-it.co.uk

would not only easily pay for itself, but would also save the IT department time and provide better value for money across theCollege’s contracted IT suppliers”.

Indeed, the College’s LISD has found it is now able to negotiate withsuppliers over the margins it pays, often saving the Collegethousands of pounds on individual purchases.

“We were recently quoted £14,000 for video conferencingequipment and when we benchmarked thisusing KnowledgeBus we revealed the supplierhad put a 10% mark-up on the ‘channel’ price”says Dan. “This insight enabled us to quicklynegotiate the price down by £1,600.”

“Even where we have good relationships withsuppliers, we are now able to make furthersavings using benchmarking information tosupport our discussions. The application hasmore than paid for itself in the savings we aremaking and with a more efficientbenchmarking process our IT helpdesk has

freed up around four days per month, which are now better spenton core projects and pressing technical issues.”

“We now use an administrator without an IT background to handlepurchasing” continues Dan. “This has released skilled technicians,so they can spend significantly more time on tasks such as installingsoftware, fixing hardware or handling users’ email and softwaresupport issues.”

Knowledge is power

“These applicationsempower IT buyers with market knowledge, so they can rapidlynegotiate better deals with suppliers”.


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How long have you worked at St George’s University of London?

Fourteen years.

How did you get involved in procurement?

As a research scientist, my initial role at St George’s was runningthe laboratories for a large research department. This includedresponsibility for buying laboratory consumables and equipmentfrom a variety of research grants. This also involved negotiatingbulk discounts with a wide range of suppliers, and I eventuallyended up on the panel for a European-wide tender for theinstitution’s laboratory consignment stock. I then moved sidewaysinto buying for the whole research institute.

What do you most enjoy about your job?

Every day is different! I also know how hard won each of theresearch grants is, so to play any part in stretching them furtherand getting departments’ more for their money is very satisfying.

What’s the most difficult aspect?

The rapidly changing needs of a large number of people can makeplanning ahead challenging at times. I’m still working ondeveloping telepathy…

If you weren’t in your current career, what would you be doing?

Probably still out in Eastern Europe exporting wine aroundEurope, or back in the Florida Keys and Everglades doingconservation work.

What’s the most interesting item or service you’ve had to buy?

Some of the more specialist items, such as radioactive isotopes,biological materials and certain chemicals and medications posetheir own specific issues. Shipping large pieces of bespokeequipment from overseas can also be an interesting experience.

In your view, what value can working with the Procurementteam bring to other areas and departments?

Providing information to Procurement about the department’sspecific requirements in different areas and priority areas ofspend enables more tailored negotiations with suppliers andsystem implementations. Advising the department membersregarding procurement and compliance issues leads to greaterawareness of how better agreements and pricings can be reachedon their behalf, on an institution-wide or sector-wide scale, andthe processes that go into that.

St George’s University of London is a Member of LUPC – what doyou think have been the main benefits of joining theconsortium?

The opportunity to use the benefits of ready-made frameworkagreements, improved environmental credentials and discountedpricing with suppliers which have a proven track record, and are

Let’s talk…This issue, we talk to Melanie Brunst, PurchasingAdministrator at St George’s University of London

familiar with the needs of public sector, healthcare and highereducation institutions. The technical advice and back-up are alsoinvaluable, along with the opportunities for collaboration andlearning from the different processes and experiences in otherareas of the sector.

What are the key challenges ahead for your institution?

The recurring themes across the majority of research and highereducation – that is, attracting the best talent and maintaininghigh quality research output, teaching delivery and studentexperience on a limited budget while trying to second-guessfuture governmental policies.

What achievement are you most proud of (and why)?

Definitely my scientific publications and First Aider qualifications,but also introducing the recycling of uncontaminated plasticlaboratory waste. This has significant environmental advantagesfor both St George’s and the suppliers, and an associatedreduction in costs of disposals via the clinical waste stream.

What was the last film you saw/book you read?

Joyland by Stephen King, The Master and Margarita by MikailBulgakov and Hurricane Punch by Tim Dorsey. Also anything by H. P. Lovecraft.

Fancy being our next Member interview? Contact [email protected]

MEMBER INTERVIEW


FOCUS ON

I understand how tobecome more involved in the consortium (6% disagree)LUPC is truly Member-led, with Membersforming our Board, Executive Committeeand joining our tender working parties to help shape and tender all ouragreements. Find out more about how to get involved atwww.lupc.ac.uk/commodity-groups.html

I understand how to get the best out of my institution's LUPC membership (6% disagree)If you’re unsure exactly whatagreements and additional benefits areopen to you as an LUPC Member, whynot remind yourself on our website:www.lupc.ac.uk/member-benefits.htmlor contact our Head of Membership,Laura Compton, [email protected]

I know how to resolveany problems I may havewith LUPC suppliers (16% disagree)LUPC manages supplier performance atframework level and runs regularreview meetings with suppliers,however we’re not set up to manageMembers’ individual contracts. Thatsaid, if you’re having real trouble with asupplier and would like to escalate theissue, we’re very happy to step in andhelp find a resolution betweeninstitutions and our suppliers.

I feel that LUPC takesaccount of my institution'sprocurement needs (13% disagree)All LUPC agreements are tendered andmanaged by a Commodity Group madeup of Members, but across 65+ Memberinstitutions there will inevitably bevariance in requirements. For thoseagreements where it’s likely Members’needs will vary, Members can oftenchange the tender weighting or run ashort mini-competition to include theirown requirements, without needing tostart a new tender. Make sure you checkthe agreement Buyer’s Guide for details,or speak to the LUPC team.

Using the consortium’sagreements is easy and straightforward (6% disagree)We recognise EU-tendered agreementscan be a little complicated at first, butremember all the hard work has beendone at tender stage and it should besimple for Members to use ouragreements. Start with the Buyer’sGuide for each agreement, and if you’restill having trouble please do call us on020 7307 2760.

… and someroom forimprovement

The good news…

Membership survey 2014LUPC ran our annual membership survey over the summer, and the results havebeen useful in shaping our ongoing membership strategy. Here we share andrespond to a round-up of the good, the very good and the ugly…

Members ranked agreements that save them time, money and are EU compliant as their top three benefits of LUPC membership

97% would recommend LUPC to another organisation 97% agree that LUPC is member-focused 100% agree that LUPC staff are responsive and helpful 100% agreed that LUPC adds value to their institution and offered value for money.

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As approved NDNA suppliers, Viglen and Toshiba have a proven record of excellent value. Viglen and Toshiba were awarded ‘best value overall’ on the NDNA framework. They also hold the Number 1 position for ‘Best Value’ on Lot 1 as a manufacturer and on Lot 3 as the lead partner with long-term partner Toshiba, for whom Viglen is an authorised service provider.The Viglen/Toshiba partnership means that each can specialise on what they do best, while providing single source purchasing and support. This prestigious position allows you to buy desktops and Toshiba laptops directly from Viglen without the need for additional tendering. It couldn’t be simpler: the NDNA has already done the hard work of shortlisting for you.

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