12. E-procurement and corporate contracts

The Highland Council has adopted electronic purchasing in conjunction with competitively awarded corporate contracts for the supply of goods and services as a means of reducing expenditure on procurement.

The main tool for electronic purchasing is PECOS and this web based ordering system is in the process of being introduced to all schools. This process began in the Secondary sector and is currently on-going in the Primary sector. All operational guidance in relation to PECOS can be accessed through Microsoft Outlook and can be found under public folders/Services/Finance/Pecos.

A number of corporate contracts have already been awarded and they include:-

Category Supplier
Stationery / Computer Consumables / Paper Lyreco
Cleaning Materials / Janitorial Supplies TEC Warehouse
Small-Medium Photocopiers Fujitsu Services
Printing Nevisprint
Highland Printers
Office Furniture Highland Office Equipment
WMG Office Solutions
Claremont
Curriculum ICT Equipment Fujitsu Services

Details on all the current lead suppliers for corporate contracts can be accessed through public folders/Finance/Procurement/Lead suppliers.

A new contract for Classroom Supplies that will include core schedules for Exercise Books and Papers, Scientific Supplies, Arts and Craft Supplies and Curriculum Equipment will be available from April 2007. In addition a contract for Text Books will be in place from August 2007.

These contracts will be awarded following a competitive tendering process. The evaluation of the respective bids will focus on value for money as well as qualitative factors, including commitments to deliver complete orders within stipulated time-scales. This is in recognition of the historical problems associated with the delivery of part orders and the associated difficulties which this has caused within schools.

On the basis that the above competitively awarded contracts represent best value, both in terms of price and qualitative factors, it is essential that Head Teachers utilise the nominated suppliers. In addition the use of contracted catalogues will facilitate the processing of orders and invoice payments on PECOS.

From April 2007 there will be periodic reviews of the suppliers utilised by schools in order to assess the extent of compliance with the above corporately awarded contracts.

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