UNSW PROCUREMENT - WHAT'S PLANNED FOR 2009?
Last Update: Sept 09
The UNSW Procurement Department has a big year planned for 2009, with several new tenders being conducted and a number of new business improvement projects well underway.
Tenders recently completed by the Procurement department have resulted in some very successful arrangements with award winning suppliers. The new Cleaning Services contract will see UNSW as Australias first university to implement a full Green Cleaning solution. The tender for the new P3 Print and Mail Centre has resulted in UNSW implementing one of the most advanced and efficient operations in the university sector. The Grounds Maintenance services tender has resulted in an award to a repeat winner of the Landscape Contractors Award for Excellence in Commercial Maintenance.
Tenders currently being managed by UNSW Procurement include Audio Visual Equipment/Services, Managed Print Services (in conjunction with IT), Waste, Stationery & Furniture, Couriers, and Logistics.
Other Procurement related business improvement projects are currently underway including the development of a new UNSW Electronic Tender Box system, the new UNSW Tendering User Guide & Templates and associated Online Tendering Portal, as well as a full review of Government contracts for categories where no current UNSW preferred supplier arrangements exist.
A summary of each project is provided below. If you have any queries, or would like to provide input into any project please contact the associated Project Leader.
TENDERS RECENTLY COMPLETED
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Backup & Archive Software
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Project Commencement Date:
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1st December 2008
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Est Project Completion Date:
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1st August 2009
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Approx Project Value:
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$1M
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Project Leader:
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John Voss (IT) Phone: 02 9385 3443
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UNSW has substantial storage requirements, in the order of hundreds of terra bytes, when taking into account the consolidated needs of the business, faculty and research units. Current projections indicate that the management of this data through conventional backup measures will become costly and onerous from a management and labour perspective with backup processing required to run 24 hours a day to cope with the projected loads.
Whilst our traditional approach to data preservation through tape backup has served the university well over the past years, this approach is unlikely to provide an effective overall solution in future years as storage is consolidated into a central facility. The projected large data volume across a range of application and utility services will require a more sophisticated approach to data retention, preservation and failure protection that encompasses replication, archive and backup to tape. This collect of measures is referred to as a data lifecycle management approach.
An opportunity exists to implement a data lifecycle management solution through the SMSUS and Infrastructure Consolidation Programs. As these program are introducing entirely new centralised services and infrastructure it is appropriate that we re-assess our data management processes and mechanisms to ensure that these new centralised facilities are supported in the most cost effective and efficient manner.
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Audio Visual Products (projectors, screens etc)
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Project Commencement Date:
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May2009
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Est Project Completion Date:
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Stage 1 by August 2009
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Approx Project Value:
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$4+M (historic)
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Project Leader:
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Anna Raissis (Procurement) Ph: 9385 8144
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Historically, AV Equipment/Services have been purchased by UNSW staff through a number of different suppliers, often at uncompetitive rates. Some spot-checking identified that UNSW has often in the past paid more than Government rates (which it has access to) for same models of equipment.
The tender process for Audio Visual equipment & services is currently underway, and will cover such things as projectors, associated parts/consumables, and the installation of audio visual equipment into teaching and lab spaces. The tender will be open to the public, allowing both manufacturers & dealers to submit proposals for evaluation.
It is likely that a % off List arrangement will be negotiated with a single preferred supplier of equipment, which will allow staff to obtain a fixed % discount on any choice of model from a diverse range. This cost model will accommodate the differing needs of faculties, the fluctuating nature of IT product pricing, and obsolescence issues. There is a focus to try and standardise the brand of AV equipment being used across the university (due to obvious standardization benefits), however there will be no mandate to use the resulting preferred supplier where a specific faculty/school need falls outside of the capabilities of the selected brand.
TENDERS CURRENTLY IN PROGRESS
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Managed Print Services (supply & mgmt of office printers)
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Project Commencement Date:
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June 2008
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Est Project Completion Date:
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31st July 2009
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Approx Project Value:
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$5M (historic)
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Project Leader:
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Lyn Edmonds (Procurement) Ph: 9385 8144 & Satish Patil (IT)
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Due to the current and historically disparate fragmentation of print, copy, fax and scanning devices and the large number of existing suppliers being used across UNSW, a strategic decision was made to implement an integrated Managed Print Services solution that will deliver rationalization and consolidation by replacing existing devices with Multi-Function devices across SOHO, SMB and Enterprise categories within a centralized networked framework to optimize performance and improve utilization to drive efficiencies and reduce costs. Under pinning this solution is a cost recovery system that will be the mechanism for handling and managing student and staff transaction charges with full transparency and cost centre reporting. An RFP was conducted in November 2008 targeting eight Hardware and five Cost Recovery Suppliers, and as a result seven Hardware and four Cost Recovery proposals were received. The stakeholder evaluation and recommendations for short-listing are currently in the process of being approved by the project steering committee.
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Stationery & Office Furniture (including IT consumables)
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Project Commencement Date:
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15th February 2009
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Est Project Completion Date:
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31st December 2009
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Approx Project Value:
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$4.5M (historic)
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Project Leader:
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Nathan Jones (Procurement) Ph: 9385 2687
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The overarching goal of the stationery and furniture tender is to reduce costs where possible and look for opportunities to enhance value for the University. We also want to ensure we select office furniture suppliers who meet ISO standards for manufacture and where possible identify products that are partially or wholly recycled, but still meet the varied needs of the University.
Through this process, the team will be looking to rationalise our stationery and office furniture lines, address certain criteria around the environmental sustainability of these products, and also review the ordering, distribution, and delivery processes and implement service standards and KPIs into these areas of the supplier relationship. The tender will be released with two parts (or Lots); one for Office Supplies and another for General Office Furniture. Suppliers may choose to tender for one or both of these categories.
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Logistics including general couriers, relocations, bio-pharmaceutical couriers
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Project Commencement Date:
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16th February 2009
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Est Project Completion Date:
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30th April 2010
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Approx Project Value:
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$3M (historic)
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Project Leader:
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Lyn Edmonds (Procurement) Ph: 9385 8144
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This project has is currently underway with the strategy of running an open tender decided and agreed by the core project team and the steering committee.
UPCOMING TENDERS
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Waste (General, Recycled & Chemical Waste)
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Project Commencement Date:
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Est Project Completion Date:
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Approx Project Value:
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$2 million (historic)
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Project Leader:
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Lyn Edmonds (Procurement) Ph: 9385 8144
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This project was instigated as a result of requests from both the Facilities and OH&S departments as the two current contracts for general and chemical waste are due to expire this year. The different categories of waste disposal will be bundled together to leverage volumes and attract suppliers, but also to reduce the tendering process time/effort required. Suppliers will be able to bid on one or more Lots depending on their capabilities, so the project may result in separate contracts with up to 3 different suppliers.
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Venue Hire
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Est Project Commencement Date:
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Est Project Completion Date:
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Approx Project Value:
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$4.5M (historic)
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Project Leader:
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Yet to be decided (contact Alison Sida in the interim Ph:
9385 1652)
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During 2008, the university spent approx $4.5M on venue hire through approx 57 different suppliers. 80% of the spend was though 12 suppliers, several of which were hotel type venues such as the Shangri-La, The Grace & Rydges etc. Although more research needs to occur before this category officially kicks off, from first glances there appears to be an opportunity to obtain a discount arrangement (possibly even through a hotel chain) based on the universitys potential business-wide yearly volumes. This would hopefully provide staff with at least one or more attractive option/s when considering a range of venues for hire in the future.
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