Procurement Updates
Users are reminded that the information contained on this website is confidential and should not be shared with a third party for any reason.
Delivery of Goods to Schools and other EA locations from Great Britain
For the attention of requisitioners and budget holders – as you are aware new rules came into effect on 1 January 2021 in relation to the movement of goods between Great Britain and Northern Ireland. Please review the information HERE prior to placing orders with non-contract suppliers in Great Britain.
Contacts
To access any of the documents linked in this site you must be logged in.
If you are having any issues logging in, or require an account created, please email EAProcure@eani.org.uk
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If you have a requisition or purchase order query please email procurement@eani.org.uk.
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If you are having issues logging into the iProcurement system then please email ifs.queries@eani.org.uk and a member of the iFs team will get back to you.
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If you have a query on any schedule please contact the relevant Procurement Category, their contact details can be found here https://procurement.eani.org.uk/contact-details
EA Commercial Procurement Service Newsletter, June 2022
The fourth issue of EACPS' Newsletter has been published and can be found here.
If you have any feedback in relation to the newsletter, please email procurementfeedback@eani.org.uk
Operations Team Update
6 June 2022 - Schools/end-users are reminded that most orders to suppliers require an official purchase order as generated on iProcurement. Exceptions to this can be found on the FAQ’s View Topic - Oracle Help for the Web (erp-sop.co.uk) on the iProcurement Purchasing news section. Failure to comply may result in a lengthy time delay for payment to suppliers. Delivery instructions, closure notifications and contact details must also be added to purchase orders to enable successful delivery of goods during the summer months. The operations team currently have a backlog of non-catalogue purchase orders to be processed and we are working our way through these in date order. There have also been a high volume of calls to the help desk. The operations team FAQ’s may assist with common queries and provide guidance where needed via the link on EA Procure - https://procurement.eani.org.uk/operations-team-faqs. We would like to thank users of iProcurement for the patience and support during this busy period.
CONTRACT CHANGES
BSF-18-010 Supply and Delivery of Cleaning Materials
CAT-18-007 Supply and Delivery of Catering Hygiene Products
- The contracts listed above will be coming to an end on 31 March 2022, to allow for the commencement of the new contract – FMM-21-009 Supply and Delivery of Cleaning Materials, Catering Services Hygiene Products and PPE.
- The new contract will include the same products you are used to purchasing but combined into one schedule and iProc shop. Once the new contract is awarded we will share more information on the products you’ll be able to order.
- Commercial Procurement Services (CPS) are working diligently to ensure the new contract is fully implemented ahead of the start date. Although it is not anticipated that there will be any disruption to supplies; as there will be new contractors, they may need to fine-tune their systems and processes during contract implementation. To allow for this you may wish to ensure you have suitable stock levels of key items from these contracts; such as disinfectants, hand sanitiser, IIR masks, and hand soap.
If you have any queries please contact the CPS Facilities Management and Maintenance Team at facilities.procure@eani.org.uk
11 March 2022 - The Operations Team have collated an updated list of Frequently Asked Questions. If you have any queries please review this document to enable you to contact the right section.
"HEALTHY HAPPY MINDS"
All, Please note the new framework for Healthy Happy Minds' Pilot is now available. Schedule details available below:
OUTDOOR PLAYGROUND EQUIPMENT
Please click on the link below for advice on purchasing outdoor playground equipment requiring installation
https://procurement.eani.org.uk/contract-categories/939-ypo-outdoor-playground-equipment
OUTDOOR FURNITURE
A new Contract for Outdoor Furniture made from Recycled Plastic FAE-21-023 is now available to order from.
Please click on the link below to see the products available and advice on purchasing outdoor furniture.
https://procurement.eani.org.uk/contract-categories/outdoor-furniture-fae-21-023
*Please note that whilst the delivery lead time is 4 weeks, there may be some delays at contract commencement, specifically picnic tables are not expected to be available for delivery until August/September 2022. If you have any queries over delivery lead times please check with the supplier before ordering.
WASTE - Non-Hazardous Waste Management Services ID3430549
09 March, 2022
The new contract for Non Hazardous Waste Management Services will commence on 1 April 2022. Information on the new contract is available within
The contract does not legally commit schools to use the contract. Schools can benchmark costs against other service providers or their local council to establish which contract offer them value for money. However current benchmarking does demonstrate that the new contract costs still offers VFM across majority of local councils. Schools can also liaise with their supplier to consider the best approach for delivery in reducing costs such as decreasing size of your bin or reducing frequency of collection. If you have any queries, or if your school would like to onboard on the new contract please contact the Commercial Procurement Services Facilities Management and Maintenance Team at facilities.procure@eani.org.uk.
RHINO SENSORY PRODUCTS
Please note: the Rhino Catalogue is no longer available from Creative Activity under framework FAE-21-003 Specialist Furniture & Equipment.
If you require Rhino sensory products please refer to framework CPC-DU-FURN-01 Lot 5
FAE-20-028 SUPPLY, DELIVERY, INSTALLATION AND COMMISSIONING OF INTERACTIVE TOUCH DISPLAY PANELS
Item 702 - Promethean AP V7E Nickel EU 75inch - Product Code AP7E-U75-EU-1 £2,215.00 - is temporarily unavailable until April 2022
FAE-20-001 CLASSROOM FURNITURE
The new contract for Classroom Furniture (FAE-20-001) is now available to order from.
Where a location requires an item of Classroom Furniture which is not listed on this contract schedule they must contact equipment.procure@eani.org.uk in the first instance before initiating a requisition to ensure compliance with thresholds and Procurement Procedures.
SERVICE AND REPAIR OF GYM EQUIPMENT
Please note Contract 70224 for the Servicing and Maintenance of Gym Equipment has expired.
EA are no longer in a position to continue with the payment of invoices/retrospective orders for work carried out for this service. Podium 4 Sport will not be contacting your school/location to arrange a service inspection.
EA encourage schools to continue to get their gym equipment serviced and repaired so as to avoid any possible Health and Safety issues.
Locations requiring this type of service should adhere to the Procurement Control Limits found here: https://www.eaprocure.org/procurement-guidelines and obtain two or three price checks with suppliers to ascertain which supplier will provide you with best value.
New Procedure to follow for getting Gym Equipment Serviced and Repaired.
- Before the equipment is serviced, schools must get quotations from a minimum of 2 suppliers
- Once a decision has been made as to which offer is the most economically advantageous then a non-catalogue requisition should be raised on iProcurement for the item(s) as a non-catalogue request. Please note this has to be raised before the service has been carried out.
- In the Note to Buyer field on the requisition, please confirm that quotations have been sought and retain a copy of all quotes on file for Audit Purposes.
- EA will not pay retrospective orders, therefore orders must be raised before the service has been carried out.
- Schools/end-users are also reminded to receipt all orders in a timely manner upon delivery, to allow for prompt payment of invoices.
If you have any queries when raising a non-catalogue requisition for these items you should contact the iProcurement Helpdesk on 9056 6499 or email: procurement@eani.org.uk
If you have any other queries please contact the procurement team at equipment.procure@eani.org.uk
The information below relates specifically to the current Covid-19 Pandemic. All other framework updates can be found on the Contract/Schedule Updates page.
Covid 19 Restrictions
Please find here a letter from Dale Hanna, Director of Operations and Estates issued on 6 January 2021.
Please find here a letter from Dale Hanna, Director of Operations and Estates issued on 15 October 2020.
Please find a letter from Dale Hanna, Director of Operations and Estates issued on 21 August 2020 here.
The list of Frequently Asked Questions have also been updated and supersedes the list Frequently Asked Question issued on the 10 July 2020.
You can find the schedule of PPE and Cleaning Consumable items there that you can order from the iProcurement store, this is updated frequently and should be checked prior to placing a requisition to ensure that the items you require are still available. If you have any queries on any of the items please contact procurement@eani.org.uk
Please note that the List of PPE (Schedule) which highlights both available and unavailable stock which was issued under Dale Hanna’s, Director Operations & Estates letter dated 10th July 2020, continues to be updated regularly due to the availability of items and market pricing.
EACPS would recommend that you access the most recent schedule on EA Procure https://procurement.eani.org.uk prior to raising a requisition, via the iProcurement system to ensure that the items you require are still available.
If you are experiencing login issues, please email EAProcure@eani.org.uk and a member of the team will get back to you.
Guidance on Deliveries, Working with Contractors and Supplier Updates
Please find updates here from EA’s contracted suppliers regarding orders and deliveries that have already been placed as well as guidance from Procurement regarding each supplier.
Schools are advised, that for any orders being delivered / services being carried out or for any work being carried out by Contractors / Sub-Contractors, they are to make the suppliers aware of access arrangements and ensure social distancing measures are in place in accordance with the PHA Guidelines.
iProcurement System
iProcurement is available to access externally via https://ebs.erp-sop.co.uk/ Can you please ensure that all open Orders are also checked to ensure any goods that have been received are receipted
Logging in to EA Procure
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