Scotland Excel News · 2015-12-17 · Dear Colleagues, Welcome to the latest issue of Scotland...

Scotland Excel News

AUTUMN/WINTER 2015

In this edition• Latest contract news

• Review of the National Conference

• Fair Work and the Living Wage

• An African adventure

…plus more news and features

Dear Colleagues, Welcome to the latest issue of Scotland Excel News. In the ever changing world of public procurement, there is plenty to catch up on since our last edition!

The weather may be grey outside but the local government sector certainly shone brightly at the GO Awards for Excellence in Public Procurement in October. Despite fierce competition, local authorities took first place in three out of the five categories open to all public sector organisations. Overall, six councils went home with awards and Scotland Excel added a further three trophies to the sector tally. Congratulations all!

The awards ceremony rounded off a day of events that put public procurement firmly in the spotlight . The Scottish Government’s National Procurement Conference provided food for thought, while the Procurex exhibition was buzzing with visitors from the procurement and supplier communities. You can catch up on some highlights from the day on pages 8–9.

Fair Work was a key conference theme this year. It is perhaps fitting then, that one of Scotland Excel’s winning entries at this year’s GO Awards focused on how we incorporated the Living Wage into our agency workers framework. Our feature on pages 10–11 takes a closer look at Fair Work in public procurement and includes a case study of our award-winning framework.

Two Scotland Excel staff, Kay Copland and Lynsey Gordon, recently discovered that voluntary work can also pay dividends when they travelled to Africa as part of the Classrooms for Malawi initiative. Alongside some hard graft as they built a school for the young people of William Village, Kay and Lynsey learned a lot about their lives and culture. It opened their eyes to how much we take for granted, and their story resonated with colleagues who helped to raise funds for the trip. You can read about their experiences on pages 12–13.

It is now just over a year since I joined Scotland Excel, and I have learned a lot about what our stakeholders are looking for from our organisation. At our joint committee last month, a new budget was agreed to support the ongoing provision of reform and learning and development services. We are listening to the feedback we received during the budget process and are taking steps to ensure that all stakeholders are aware of the value of our services, and the measurable return that every penny invested in Scotland Excel delivers for their council and community.

We will be back with a new edition in the spring. In the meantime, I wish you a very happy Christmas and New Year. Best wishes,

Julie WelshDirector, Scotland Excel

NEWS

ContentsRegularsNews 3

Contract news in brief 4

Staff blog 15

Moving up, moving on,

moving in 15

FeaturesPublic procurement has its day 8

A fair day’s work… 10

Classrooms for Malawi 12

Recipe for success 14

Welcome to Scotland Excel News

Page 12

Scotland Excel had its best ever success at this year’s GO Excellence in Public Procurement Awards Scotland which took place at the Glasgow Marriott Hotel on 6 October.

We won in the Procurement Innovation or Initiative of the Year category for supporting payment of the Living Wage through our social and care agency workers framework, and took top prize in the brand new Procurement People of Tomorrow category for our commitment to attracting and developing new entrants to public procurement. A highly commended in the Procurement Team of the Year category added another trophy to the cabinet.

Indeed, it was a successful night all round for the local government sector which scooped almost half the awards at the prestigious ceremony. Scottish Borders Council took the award for GO Sustainability/Corporate Social Responsibility Initiative of the Year, while the City of Edinburgh Council picked up the GO Contract Management Initiative of the Year award.

There was success for the shared corporate procurement team at Aberdeen City and Aberdeenshire Councils, who took home the GO Procurement Leadership of the Year Award. East Dunbartonshire Council’s procurement team was recognised with a GO Procurement Team of the Year Award in the local government category, with North Ayrshire Council taking a highly commended award.

Julie Welsh, Director at Scotland Excel said: “The awards recognise the drive and commitment of our staff and the value the organisation brings to our customers. It was great to see local authorities having so much success at the awards this year which reflects the huge efforts made by the sector to increase procurement capability.”

2 | Scotland Excel News | Autumn/Winter 2015 Scotland Excel News | Autumn/Winter 2015 | 3

Scotland Excel has developed an innovative resource to help local authorities use the new buildings related engineering consultancy (BREC) framework which began on 1 October. A simple to use online pricing tool provides quick and easy access to supplier information based on the value and purpose of a project.

Hosted in the members area of the Scotland Excel website, the tool automatically identifies the consultancies that can service each local authority area when users sign in. They can then set filters to select the type of consultancy, the anticipated value of the project, and category of service required based on building type and whether it is a new build, renovation or alteration project.

Local government GO for it! Sector shines brightly at this year’s annual procurement awards

The results show all consultancies which meet the search criteria, providing information on the fixed percentage fee and hourly rates for key personnel and the technical and commercial scores achieved during the tender evaluation. Councils can use this information to select a supplier for direct award, or invite several companies to quote for their brief under EU mini-competition rules.

The BREC framework is the second of a suite of construction consultancy frameworks Scotland Excel is delivering on behalf of councils. Covering a wide range of engineering activities including inspection, feasibility and design, the framework provides councils with an efficient method of engaging

external consultants to supplement internal resource, gain specialist advice and manage peaks in workload.

The framework tender was designed to encourage bids from small and specialist operators as well as larger consultancy firms. 29 firms have been appointed to the framework to ensure sufficient capacity, geographic and service coverage to meet councils’ operational requirements.

BREC meets tech!Online pricing tool supports selection of construction services

NEWS NEWS

Framework supplier, Brakes, has sponsored a competition asking school pupils to come up with an exciting new product that could be sold in schools across Scotland. The contest, sponsored by the company as part of the community benefits in Scotland Excel’s food frameworks, challenged entrants to use Scottish produce in a healthy and innovative product which would encourage uptake of school meals.

In November, teams from six schools took part in the finals of the competition at Brakes’ new regional distribution centre in North Lanarkshire. Based on a Dragons Den-style format, their products were presented to a panel of industry judges including Matthew Scobey, Development Chef at Brakes, and Alistair McIntyre, Catering Services Manager at Scottish Borders Council.

The winners from Preston Lodge High School in Prestonpans impressed the ‘dragons’ with their oat-based Astro Stars cookies. Craigholme School in Glasgow took second place with their Oaty Oaty Oaty savoury oatcakes, while Falkirk High came third with their Bonnie Berry Mousse made using Scottish berries.

The competition was organised by Education Scotland, The Scottish Food and Drink Federation (SFDF), and ASSIST Facilities Management as part of the Scottish Food Festival. The winners received chef’s jackets, a hamper of Scottish goodies and vouchers.

Care home services for older peopleScotland Excel receives funding to provide additional contract management

Brake with traditionScottish school pupils cook up a storm for the Scottish Food Festival


Scotland Excel’s Strategic Procurement Manager, Andrew Richmond, was in demand recently with speaking engagements at two major health and social events.

The first was a Coalition of Care and Support Providers in Scotland (CCPS) event entitled ‘Beyond competition? Exploring alternatives to competitive tendering’, held in Edinburgh on 30 October. The event undertook a critical appraisal of competitive tendering and provided a platform for almost 90 commissioners, procurement staff and providers to discuss alternatives within the Scottish context.

Andrew provided the audience with an overview of the recent changes to procurement legislation and the implications for the procurement of social care services.

An ageing demographic in our communities is increasing demand for local authority services. In response to these challenges, Scotland Excel has been engaged by a number of councils to provide additional contract management support for placements made in older people’s care homes through the National Care Home Contract.

This new role will enable national oversight in a number of key areas including greater financial monitoring of providers to reduce the risk of unexpected failures and support contingency planning. It will also support decision making through increased local market knowledge, and provide a joined up approach to drive further improvements in the quality of care.

Work is underway with leads from the councils funding the service, as well as sector and statutory bodies involved in care provision. Scotland Excel is meeting with groups representing the needs of older people to ensure that their views on care home services are central to any new developments. Exploring procurement options for future contracting will also form part of the role.

National Care Home Contract arrangements have been in place since 2006. They are coordinated through COSLA, which takes the lead role in the annual fee negotiations.

Contract news in briefNew framework for plumbing and heating materials.A third generation plumbing and heating framework is now available to customers. The framework incorporates a number of enhancements including support for boiler and bathroom replacement programmes, additional support from boiler manufacturers and the inclusion of spare parts on the core list of products. Ten suppliers have been awarded a place on the framework.

Local authority customers can access full details of the framework on the Scotland Excel website.

Best In ClassLearning and development programme announced for 2016 Scotland Excel’s award winning learning and development programme, Enhancing Procurement Capabilities, is back for 2016. Built around six key topic areas—EU Procurement, Finance, Legal Aspects, Operations and Practice, Relationships and Specialist Procurement—the programme offers 22 courses scheduled over 32 dates.

There are learning opportunities for procurement professionals at every stage of their career, as well as a range of specialist courses in construction, care, professional services and ICT procurement. As in previous years, a suite of ‘on demand’ courses are available which can be tailored for each organisation in subjects such as category management, negotiation and tender evaluation.

The 2016 Enhancing Procurement Capabilities brochure is available to download from the Scotland Excel website.

He reinforced the message that procurement is not all about tendering; it is about assessing the best way of acquiring services based on people’s needs.

He also explored the positive impacts tendering can have on working relationships if undertaken well, and conversely the negative impacts when not the case. Practitioners must ensure there is room for future innovation within the contracting relationship, and Andrew highlighted some of the innovative outcomes achieved by Scotland Excel through past procurement exercises for children’s and adult care services.

Andrew’s second appearance was at the Scottish Health and Social Care Facilities Conference 2015 held at the Crieff Hydro on 5–6 November. The biggest event of its kind in Scotland, the conference featured the Cabinet Secretary for Health, Wellbeing and Sport and more than 30 other speakers from all corners of the industry who shared their knowledge and expertise on a variety of topics.

The theme of this year’s event was ‘Breaking boundaries, building partnerships and driving integration’. Alison Brown from NHS National Procurement (NP) and Andrew gave a joint presentation on how our two organisations are working together to ensure procurement contributes positively and constructively to the health and social care integration agenda.

Alison and Andrew described how NP and Scotland Excel are sharing procurement plans and developing a joined up approach to supporting the health and social care partnerships. An action plan for the next twelve months will increase understanding and knowledge across both organisations to provide an enhanced service offering to the newly formed Integrated Joint Boards.

The interest generated by Andrew’s presentations at both events suggests that procurement will continue to play an important role as Scotland seeks innovative ways to improve the quality of health and social care provision.

Care to innovate?Events look at power of procurement to support health and social care.

NEWS NEWS


Investing in the futureSupplier achieves gold standard benchmark for young people’s employment

The Furnishing Service, one of the suppliers to Scotland Excel’s domestic furniture framework, has achieved Investors in Young People (IiYP) accreditation for its effective approach to recruiting, developing and retaining young people in its workforce.

The company has worked with partners on a number of initiatives to support youth employment including a bespoke programme for young people from vulnerable backgrounds in North Ayrshire, apprenticeships for young people who left school without formal qualifications in South Lanarkshire, and work experience for students from Sanderson High School, an Additional Support for Learning (ASL) school located close to their headquarters in East Kilbride.

The Furnishing Service was recognised by IiYP for their focus on providing the right support for young people who are making the transition from a school or care environment to the world of work. This includes one-to-one mentoring from members of their skilled workforce, and a dedicated employability liaison officer who acts as a single point of contact for all of the young people, their parents and carers, and the key agencies involved in placements.

The business that The Furnishing Service has received from councils through Scotland Excel’s framework has enabled them to expand their community benefits commitment to providing employment opportunities across Scotland, which has so far generated 70 jobs, 18 apprenticeships and over 7,000 hours of work experience.

The Furnishing Service also holds Investors in People accreditation for its sustainable approach to leading, supporting and managing people across its workforce.

PCIP ProgressMock assessments completed for the new national programme Scotland Excel is continuing to work with councils to prepare for the new Procurement and Commercial Improvement Programme (PCIP) assessments which are being rolled out across the public sector.

Following a series of engagement workshops in early autumn, seven local authorities took part in mock assessments during November to test the practicalities of assessment delivery. A number of areas for improvement were identified including how pre-assessment information is collected and reviewed, and changes to the scoring bands and methodology. Scotland Excel will engage with procurement leads at local authorities to discuss the findings before the assessment cycle begins

The new PCIP assessments will set a new baseline against which organisations can plan and monitor improvement initiatives. The initial assessments will take place between April and October 2016 and every two years thereafter.

Next stage of the journeyScottish Government launch update to the Procurement JourneyA refreshed approach to the Procurement Journey, a tool used by organisations across the public sector to support best practice and consistency when placing contracts, is now available online.

The new platform benefits from design and content improvements which address feedback provided by users in a survey last year. As well as easier navigation and improved search functionality, there is a wealth of new guidance on topics such as fraud prevention and commercial awareness.

The Procurement Journey supports all levels of procurement activities and an interactive decision matrix helps users choose which route to follow depending on value, risk and complexity.

Visit www.procurementjourney.scot

Homing in on procurementScotland Excel pilots Procurement Capability Assessments with housing associations Over the past five years, Scotland’s local authorities have made huge progress in their procurement capability through improvement programmes linked to the results of annual Procurement Capability Assessments (PCAs). Now the country’s social landlords are exploring how PCAs could help them replicate this success.

Scotland’s social housing sector has been taking a fresh look at its approach to procurement, following the Review of Scottish Public Sector Procurement in Construction published in October 2013. As part of a wider programme of actions, the sector is looking to benchmark their current procurement activities through the tried and tested methodology of PCAs.

Scotland Excel is embarking on a pilot programme, funded by the Scottish Government, which will see seven housing associations take part in PCAs in December and January. Their experiences will determine how the programme is rolled out across the sector.

Scotland Excel is delighted to be working with the Scottish Government and Scotland’s social landlords on this path finding project, which capitalises on synergies between the social housing and local government sectors. Several housing associations are Associate Members of Scotland Excel and make significant savings through their use of our contract portfolio.

In November, the Wheatley Group became the latest housing organisation to join Scotland Excel as an Associate Member. The Group, which includes Glasgow Housing Association, Dunedin Canmore, Cube Housing Association Loretto Housing Association and West Lothian Housing Partnership, spans 15 local authority areas across Central Scotland, providing homes and services to over 200,000 people.

A virtual salt mountain higher than Arthur’s Seat has been built up to keep Scotland’s roads open this winter.

Over 200,000 tonnes of salt —enough to create a 910 foot mountain – has been purchased, mostly over the summer months, and stored locally by Scotland’s 32 local authorities.

But while everyone is familiar with the end outcome—as fleets of gritters and snow ploughs clear a safe path for emergency services and keep the rush hour traffic moving—few know the story behind the biggest single contract for salt in the UK.

Scotland Excel’s salt for winter maintenance framework helps local authorities manage the costs of essential salt supplies and ensures

stocks are monitored at a national level. An estimated £14.4m is spent annually through the contract depending on the severity of each winter freeze.

This year, according to long term Met Office forecasts, Northern Europe is more likely than usual to experience a drier, colder winter due to the effects of the El Nino weather cycle. Although the phenomenon, which warms the Pacific Ocean and affects global wind patterns, can cause drought and floods in some parts of the world, its effects on the UK are less extreme and harder to predict.

Since the shortages during the extreme winter of 2010, stock levels of salt within councils have been increased to mitigate the potential effects of the El Nino cycle. There are

also contingency plans, built into the agreement, which allows councils to make emergency purchases should there be higher demand for supplies.

Councils traditionally buy and store salt in the summer months when fuel and transport costs are lower. Geographic location is a highly significant factor as it is often most cost-effective for councils to buy from the supplier nearest to the harbours serving their depots. Salt is supplied one of the three salt mines in the UK in North Yorkshire, Northern Ireland and Cheshire.

As we all know, there can never be any guarantees where the weather in Scotland is concerned. However, the reserves built by councils will go quite some way in helping to keep roads clear and safe this winter.

Salted away!Scotland Excel’s salt for winter maintenance contract helps councils keep things moving

NATIONAL CONFERENCE FEATUREFEATURE NATIONAL CONFERENCE

The Scottish Government’s 11th National Procurement Conference took place on 6 October at the Scottish Exhibition and Conference Centre (SECC) in Glasgow. Delegates from across the Scottish public sector and supplier communities came together to review what has been happening in the world of public procurement this year and take a look at what is ahead on the horizon.

As in previous years, the conference was ably chaired by Brian Taylor, Political Editor at the BBC. His opening remarks were followed by an address from Keith Brown MSP, Cabinet Secretary for Infrastructure, Investment and Cities who was making his first appearance at the conference following his appointment to the portfolio which includes procurement in November 2014.

Mr Brown confirmed the government’s ongoing commitment to public procurement as a lever for building “a prosperous, fairer and more sustainable Scotland”. He announced the publication of new statutory guidelines for Fair

Work as the first step towards the implementation of new procurement regulations which will come into force by the spring of next year.

1,500 delegates attended the National Conference and Procurex this year

Also making his first speech at the conference was the Scottish Government’s Procurement and Commercial Director, Ainslie McLaughlin, who took up the post earlier this year. Looking ahead at the conference agenda, his speech touched on some of the key drivers of success within public procurement including innovation, e-commerce, supplier access and capability.

Workforce matters were key themes at this year’s conference in both the keynote speeches

and breakout seminars. In his keynote, Alistair Kerr, Scottish Chair of the British Association of Supported Employment (BASE) reminded delegates that buying from supported businesses can secure work opportunities for disadvantaged groups. Later in the programme, James Ledgerwood, Head of Economic Development at Scotrail, outlined his company’s commitment to becoming a Living Wage employer and their efforts to encourage positive workforce practices in their supply chain.

Health and Social Care Integration provided another keynote topic. Alison Taylor, Head of Integration Partnerships at the Scottish Government, looked at some of the statistics behind the drive for integration which show that just 2% of the population account for £2.5bn of health expenditure. A joined up approach to providing health and social care services in communities can help reduce the number of emergency hospital admissions and enable people to live well in their homes for longer.

The final keynote took a look at

Public procurement has its dayScotland Excel News takes a look at some of the highlights from this year’s National Procurement Conference and Procurex the Glasgow and the Clyde Valley City Deal—the first to be awarded in Scotland. Elaine Galletly, Head of Legal and Administrative Services at Glasgow City Council explained how a partnership of eight councils secured a £1.13bn infrastructure investment in 2014 which is expected to deliver a £2.2bn annual uplift and 28,000 permanent jobs to the local economy. Procurement expertise was sought early in the project to ensure that this spend maximises social, economic and environmental benefits.

More than 100 exhibitors took part in Procurex

The conference agenda also featured 11 seminars over three breakout sessions covering a broad range of subjects, including three seminars from leadership guru, Larry Reynolds, to help managers build a strong team culture. Scotland Excel’s Head of Customer and Business Services, Stephen Brannagan, hosted two seminars on the topical

issues of commercial excellence and local economic impact.

At the first session, he was joined by Craig Innes, Head of Commercial & Procurement Services at Aberdeen City and Aberdeenshire Councils, and Mary Mitchell, Corporate Procurement Manager at Perth and Kinross Council. The presenters discussed how a drive for commercial excellence can help public sector organisations balance opportunity with resources and risk through entrepreneurial leadership.

The second session looked at the role played by public procurement in stimulating economic growth in our communities. Stephen was joined by James King, Procurement Coordinator at Falkirk Council, and Steve Clark, from foster care provider Carolina House Trust, who each gave different perspectives on how public procurement can act as a catalyst for economic and business growth.

Meanwhile, over in the exhibition hall, around 1,500 delegates at Procurex Scotland Live were busy networking at over 100 exhibition stands. There were also free seminars for buyers and suppliers,

as well as a number of specialist zones and hubs including a buyer engagement village hosted by Tayside Procurement Consortium, an eGovernment zone with hands on demonstrations of e-commerce tools, and career advice hub hosted by the Chartered Institute of Procurement and Supply and partners.

As always, the centre point of the exhibition was Scottish Government and Procurement Centres of Expertise Pavilion where Scotland Excel hosted a busy stand visited by delegates throughout the day. Scotland Excel was also involved in the Government Opportunities (GO) case study zone where we presented on our social care agency framework, (see page 12).

With the date for next year’s conference and exhibition already announced as 9 November 2016, Scotland’s annual focus on all things procurement is likely to provide a platform for the Scottish procurement and supplier communities to share their knowledge, experience and success for some years to come.

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FAIR WORK FEATUREFEATURE FAIR WORKPh

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On 2 October, delegates from 115 organisations, including Scotland Excel, gathered together at Tynecastle Stadium in Edinburgh for Scotland’s first ever Living Wage Expo. Chaired by journalist and broadcaster Lesley Riddoch, and attended by Roseanna Cunningham MSP, Cabinet Secretary for Fair Work, Skills and Training, the event featured a mix of presentations, panel discussions and networking opportunities encouraging delegates to share their experiences of the Living Wage.

Many of the delegates at the event were from accredited Living Wage Employers, and support for the event clearly demonstrates the strength of the Living Wage movement in Scotland. Indeed, the number of accredited employers in Scotland is now well over 400—around a fifth of the total—and looks certain to exceed the target of 500 by the end of March 2016.

The Living Wage is calculated using detailed research on what is needed to cover the basic cost of living in the UK, and is currently set at £8.25 per hour in the UK and £9.40 in London. This differs from the National Living Wage announced by the UK Chancellor which is based on a percentage of UK average income and only applies to workers over 25. In Scotland, Living Wage accreditation is funded by the Scottish Government, and delivered by the Poverty Alliance in partnership with the Living Wage Foundation.

In October 2015, the Scottish Government’s further demonstrated their commitment to the Living Wage by the publishing statutory guidance on promoting fair work practices through public procurement. Public sector organisations in Scotland are now required to consider the fair work practices of bidders when tendering contracts for goods and services valued at £50,000 or above, or £2m in the case of works contracts.

While EU legislation prohibits mandatory inclusion of the Living Wage in public procurement exercises, it is possible to take account of a bidder’s approach to fair work practices where this is relevant and proportionate to the contract. Payment of the Living Wage is considered to be a significant indicator of an employer’s commitment to fair work practices, as are a range of other measures such as avoiding the use of zero hours contracts.

Addressing Fair Work Practices is the first in suite of guidance that will be issued to help public sector organisations meet new duties arising from the Procurement Reform (Scotland) Act 2014. Organisations now have a duty to consider how the procurement can improve the economic, social, and environmental wellbeing in their area, which can be fulfilled by promoting fair work practices. The guidance advises on how this can be incorporated into the procurement process, and provides a sample question that can be included in tender documentation.

Scotland Excel’s social and care agency workers frameworkIn August 2013, our procurement specialists—working in collaboration with local authorities—developed the first national framework for social and care agency workers designed specifically for Scottish councils. The Scotland Excel team recognised early in the process that low wages were one of the critical factors affecting the morale and performance of the nation’s unsung army of care workers and responded by placing the Living Wage at the heart of the procurement strategy.

Scotland Excel’s pioneering framework was carefully structured so that bidders recognised that they would not be penalised for offering a fair rate of pay to agency workers. This creative approach—supported and endorsed by the Living Wage Foundation’s Social Care Campaign—meant that suppliers were under no pressure to suppress pay rates in order to be competitive as they would only be evaluated on fees.

Of the 13 suppliers who successfully bid to be on the framework, one supplier has already achieved Living Wage accreditation and the vast majority of others are committed to, or are progressing towards, similar recognition by 31 July 2016. This imaginative approach is believed to be the first time suppliers have been encouraged to sign up to payment of the Living Wage within a Scottish public sector framework.

The team from Scotland Excel succeeded in combining workforce wellbeing and procurement best practice throughout the process, meeting the expectations of suppliers and councils, and improving outcomes for care workers and service users.

CASE STUDY

Our communities depend on the delivery of high quality public services. As research by the Living Wage Foundation demonstrates, fair work practices can have a measurable and positive impact on those who are working to deliver those services, whether employed directly or indirectly through public contracts. Promoting fair work practices, including payment the Living Wage, can help to preserve the quality of our public services and work towards a more equal society.

A fair days work…

Benefits of the Living Wage

25%

75% 50%

80%

70%66%

fall in absenteeismbelieve that the Living Wage has enhanced the quality of the work of their staff

reported a significant impact on recruitment and retention within their organisation

felt that the Living Wage had increased consumer awareness of their organisation’s commitment to be an ethical employer

For the employer: Independently conducted research on employers who have introduced the Living Wage shows:

For the employee: Independently conducted research with employees who work for a Living Wage Employer shows:

report increases in work quality as a result of receiving the Living Wage

felt that the Living Wage had made them more willing to implement changes in their working practices; enabled them to require fewer concessions to effect change; and made them more likely to adopt changes more quickly

Source: The Living Wage Foundation

Scotland embraces the Living Wage as a route to a fairer and more productive society

CLASSROOMS FOR MALAWI FEATUREFEATURE CLASSROOMS FOR MALAWI

Kay Copland and Lynsey Gordon find an opportunity for personal development far from the office environment


Helping to build a new community school in a remote part of Malawi, two Scotland Excel colleagues have gained a humbling education into the harsh realities of life for children in developing countries

Kay Copland and Lynsey Gordon, who work within Scotland Excel’s procurement teams, volunteered to join a team of 30 staff from Renfrewshire Council Building Services earlier this year to face the seemingly impossible mission of building a school in less than two weeks. Although used to community benefits being included in framework agreements this was a far cry —7644 miles to be precise—from those found in their day job. Even the organisers, ‘Classrooms for Malawi’, described the William Village project as the most ambitious fieldwork they had ever attempted.

The volunteers faced logistical difficulties daily before building work could even begin, as Lynsey recalls: “Our 3 hour journey to and from William Village each day was extremely bumpy with lots of obstacles, one being the village bridge which we had to cross twice daily. It was a bit run down with numerous holes and broken pieces of wood. Our bus driver felt the safest option would be for us to walk across and the bus would follow. With a 30ft drop and no railings, this was a frightening experience but not nearly as frightening as when, next day, he decided to cross the bridge with us still aboard! After we negotiated the bridge on the first day, the bus got stuck in a large ditch and it took great teamwork to get it back on the road again.”

The physical graft demanded of the volunteers— unloading heavy bricks from trucks, mixing up mortar, and carefully laying each course of bricks—was made

Facilities on site were rudimentary with tents for toilets but the volunteers didn’t complain for, unlike the villagers, they had the comparative luxury of cold running water and showers at their evening accommodation. “It really made us think of how much we take for granted at home and how little the people of Malawi have which was quite humbling,” said Lynsey. “Later, due to the generosity of our friends, family and colleagues we were able to give the local children a variety of clothing, shoes and school supplies like pencils and jotters. We were also able to distribute toothbrushes and tubes of toothpaste to them and with the smiles on their faces you would have thought we’d given out iPads!”

Working hand in hand with the local Malawian tradesmen, the volunteers not only completed the new three-classroom block on time, but also a Mary’s Meals kitchen, and even a swing and see saw built with leftover material. “We would not have been able to finish the buildings had it not been for the help and support of the

even harder by searing temperatures, reaching 45°C on one day, but the volunteers kept to their task. Kay explains: “The local labourers monitored our bricklaying and moved the guiding string line up as we finished each of the 24 courses of bricks required to make up the walls. Once they were complete, the local tradesmen cemented the edges of each build so that the roof trusses could be secured and everyone, locals and volunteers alike, pulled together to get these finished on time.”

“The importance of this school to William Village cannot be overstated

Previously children had to walk for many kilometres to attend the nearest school which was not only dangerous, but also tiring meaning that learners

could not properly engage in their lessons This school will benefit the area for many generations to come ” Tony Begley, project leader, ‘Classrooms for Malawi’

Scotland Excel staff build a school and gain an education

local builders,” said Kay. “The men and women—some even had babies swaddled on their backs as they carried buckets of water on their heads and threw the bricks up to us on the scaffolding—worked alongside us in the heat of the day without the luxury of the safety gloves, shoes and clothes that we wore.”

If education is the key to a brighter future for individuals and nations then the hard work of two Scotland Excel employees is destined to have a lasting impact.

“Saying goodbye to the children of William Village was very emotional for us,” said Lynsey. “Over the two weeks we had grown accustomed to seeing their wee faces waiting for the bus to arrive in the morning, following us around to get our empty water bottles and chasing after the bus as we set off home each day. The work was tough but, without doubt, it was worthwhile. It was the trip of a lifetime and we are so proud of the difference we’ve made to the children and families of William Village.”

Benbecula-based MacLean’s Bakery is one of the latest SMEs to be awarded a place on a Scotland Excel framework.

The family run business have been master bakers for nearly 30 years, selling a range of traditional shortbreads, biscuits and oatcakes. Having won contracts with their local council, Comhairle nan Eilean Siar, to provide community meals for elderly and disabled residents in the Outer Hebrides, they began to consider new horizons for their services.

Seeing an opportunity to grow their business, MacLean’s prepared a bid for Scotland Excel’s community meals framework used by 19 councils in Scotland. Managing Director, Allan MacLean, reflects on the process:

“During the tender process the support received from our local council’s procurement department was invaluable. We already worked closely with them on our current contracts for community meals in the Western Isles. They encouraged us to explore the opportunities available elsewhere in the country through the Scotland Excel framework.

“Participating in a national tender opportunity was completely new for us, and at first seemed daunting, but actually there is support on hand from Scotland Excel to help all suppliers through the process.

“After our bid was successful, Scotland Excel helped us put together a development plan which will support our efforts to win business on the framework and in the wider market. For example, we have made some changes to our labelling and are considering extending our product range to include oven meals.”

Fellow Director, Ewen MacLean, believes that bidding for national frameworks is well within the reach of

SMEs like MacLean’s. He shares this advice for others considering public sector tender opportunities:

“I would encourage any small business to bid for public sector tender opportunities. Regardless of the outcome, the valuable feedback you receive along the way will allow you to really push your business forward.

“We recognise that there is still work to do to build relationships and generate orders from councils through the framework but it is an important step in winning new business and reassures potential customers that we are compliant with their standards”

MacLean’s success demonstrates that neither size nor location need be barriers to participating in public sector tender opportunities. Over 70% of the businesses supplying goods and services through Scotland Excel’s frameworks are SMEs, and two-thirds are based in Scotland.

Support is available from the Supplier Development Programme (SDP), a local government partnership organisation which offers free training, events and information to help businesses get ready to tender for public sector contracts.

Scotland Excel’s community meals framework provides nutritionally balanced and affordable meals for council operated lunch clubs and ‘meals on wheels’ services that deliver direct to homes. MacLean’s are one of four suppliers awarded a place on the framework.

SDP operate a rolling programme of free training events across Scotland to help SMEs become more competitive. The events are pitched at three levels to introduce public tendering (level 1), improve proficiency (level 2), and build capacity (level 3). Training is also available via webinars. For more information, visit www.sdpscotland.co.uk.

FEATURE SUPPLIER SPOTLIGHT STAFF NEWS AND VIEWS

A very modern careerModern Apprentice, Allan Weir, explains why procurement is a route to employment

My career in procurement began as the result of a happy accident. I had applied for a different type of apprenticeship at Renfrewshire Council but fate intervened and instead led me to Scotland Excel.

I had always felt that an apprenticeship was right for me. The thought of doing an extra three or four years of college or university, leaving with debt and still having no working experience didn’t sound very appealing.

Apprenticeships are a great way of learning. The structure is very effective and has allowed me to use the skills I have learned in a working environment. It has also enhanced my people skills and I have developed a more professional attitude in and outside of work.

Over the past year, I have attended training courses and conferences, and have gained a wealth of hands-on procurement experience. I have attended business related courses on EU Procurement Directives and Managing the Tender Process, while other courses in Time Management and Confidence Building have helped my personal development.

I am really enjoying my time working as part of Scotland Excel’s Modern Apprenticeship programme and would like to advance further. I see myself staying in procurement and hopefully developing a career at Scotland Excel.

One of the things that appeals about the job is the insight you get into how procurement supports our communities. You get a real understanding of the work councils do to deliver the services we all need and sometimes take for granted.

It is also the realisation that public procurement can do so much more. It can enable suppliers to grow their business, which in turn supports jobs and training, including apprenticeships.

Around 100 new apprentices have been recruited as a result of Scotland Excel’s contracts in the past couple of years. I guess my chosen path will eventually come full circle as I help to create apprenticeships for others!

Moving up, moving on, and moving inRecent changes to our team at Scotland Excel.Following a recent recruitment campaign, Scotland Excel is delighted to welcome a number of new faces to our procurement category teams. In the corporate category, we are joined by Robert Anderson, Senior Procurement Specialist, who previously worked for IBM and Lenovo as a Senior Supply Chain Manager. In construction, we welcome June Baxter, Senior Procurement Specialist, formerly a Procurement Advisor with The Wheatley Housing Group and Graeme Sutherland, Senior Procurement Specialist, who joins us from ASCO in Aberdeen where he was a Procurement Coordinator. Euan Kidd has joined our social care team as Procurement Coordinator, having previously been Operations and Logistics Manager at Jet Logic in Edinburgh.

Supporting our work in other areas, we welcome Belinda McKenna, Procurement Data Specialist, previously a Procurement Assistant at IBM in Greenock; Simon Payne, Procurement Assessment Co-ordinator, formerly a Planning Assistant in the Environment Department at Dundee City Council; Kenny Carlin, Business Services Assistant, who recently completed an MLitt degree, and Martin Shannon, Senior Communications Specialist, who held a similar role with the University of Glasgow.

Scotland Excel also congratulates newly promoted colleagues: Jenny Bowles, who has been appointed to the Construction Category Manager post; and Nicola Burleigh, who moves up to Senior Procurement Specialist within social care. Meanwhile, Iain Murray has been seconded to a Business Development Officer role. Finally, we bid farewell with thanks to: Nicky Campbell who moves to West Dunbartonshire Council; Lorraine Dornan who takes up a marketing role with Culture North Lanarkshire; and Lizanne Drummond who moves the policy team at the Scottish Government. We wish them all the best in their new jobs.

“As a small business in an island setting, securing a place on the framework represents a rare opportunity to create employment for our community ” Ewen MacLean, Director


Recipe for successHebrides SME secures a place on a national community meals framework

STOP PRESS!

Get in touchIf you have any feedback or suggestions for Scotland Excel News, you can email us at: [email protected] or call 0141 618 7475

Scotland Excel is delighted to announce that we have become accredited as a Living Wage employer, reflecting our commitment to fair work practices within our organisation and through our procurement activities

Dates for your DiaryHere is a roundup of Scotland Excel courses and meetings taking place over the next couple of months.

Visit www.scotland-excel.org.uk/events for further information and latest updates.

January12 Contract Management Training 9.30am – 4.30pm Glasgow13 Online School Payments UIG UIG 10.00am – 2.00pm Paisley28 Catering Sundries UIG UIG 9.30am – 4.30pm Paisley29 Catering Sundries UIG UIG 9.30am – 4.30pm Paisley

February2 Energy Efficiency Contractors Strategy UIG UIG 9.00am – 4.00pm Paisley4 Managing the Tender Process Training 9.30am – 4.30pm Glasgow4 Contracting for Individual Service Funds Training 9.30am – 4.30pm Paisley8 Fleet UIG UIG 10.00am – 2.00pm Paisley9 Electrical Materials UIG UIG 10.00am – 2.00pm Paisley11 Waste Disposal Equipment UIG UIG 9.00am – 4.00pm Paisley16 EU Supplier Appraisal & Contract Award Criteria Training 9.30am – 4.30pm Edinburgh17 Frameworks & Mini Competitions Training 9.30am – 4.30pm Edinburgh18 Buying Construction Projects Training 9.30am – 4.30pm Glasgow

March8 NEC3 Introduction to the Engineering Construction

Contract short Contract Training 9.00am – 4.30pm Paisley

9 NEC3 Professional Services Contract Training 9.00am – 4.30pm Paisley

10 NEC3 Introduction to the Engineering Construction Contract Training 9.00am – 4.30pm Paisley

15 Improving Supplier Relationships Training 9.30am – 4.30pm Glasgow22 Childrens’ Residential Provider Engagement Session Meeting 9.00am – 4.00pm Paisley

16 | Scotland Excel News | Autumn/Winter 2015

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