Procurement Updates

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EA Commerical Procurement Service Newsletter, 1 June 2021

The first issue of the 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.

 

FAQ

 29 September 2021 - The Operations Team have collated a list of Frequently Asked Questions.  If you  have any queries please review this document to enable you to contact the right section. 

 

Warning POSSIBLE DELAYS TO DELIVERY LEAD TIMES FOR FURNITURE

Please be aware that there are currently some significant delays to delivery lead times for some items of furniture. This  is due to ongoing issues relating to availability of raw materials as a result of Brexit and the Pandemic, as well as an  increase in demand.

 

We would advise you to contact suppliers to confirm availability and delivery lead times prior to raising orders.

Items on the following Frameworks may be specifically affected:

  • CPC-DU-FURN-20 National Education Furniture Framework

  • FFE3103NW General Storage Furniture

  • FES-19-012 Assembly Hall Chairs and Trolleys

  • FES-18-007 Nursery Classroom Furniture

  • FAE-20-027 Furniture for School Dining and Staff Canteen

 

 

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.

 

 

FES-19-007 Outdoor Furniture Made Primarily From Recycled Materials

01 December, 2021

Contract FES-19-007 Outdoor Furniture Made Primarily from Recycled Plastic has now been terminated as a result of maximum spend being reached.

If you require items which fall under the scope of this contract please see the following guidance:

  • Total value under £5k – obtain quotations from 2 suppliers and raise a non-catalogue requisition
  • Total value over £5k – contact equipment.procure@eani.org.uk for a Procurement Needs Request

 

 

 

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          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 

 

 

Operations Team Update

18 June 2021 - 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. Schools/end-users are also reminded to receipt all orders in a timely manner upon delivery, to allow for prompt payment of invoices. Delivery instructions, closure notifications and contact details must also be added to purchase orders to enable successful delivery of goods during the summer months.

 

Information Communication Technology Category Update

15 April 2021 - XMA Orders/Invoices

There are a large amount of outstanding invoices for XMA Ltd (ICT-19-031 Apple Equipment and ICT-20-025 Printer Cartridges) that have not been paid because Schools have not receipted the relevant requisitioned/ordered goods.

The non-receipting of goods received from XMA Ltd is causing a major problem as this is holding up future deliveries to all locations.

We do appreciate

  • the difficulties schools have faced in the last year and  

  • that some schools have not receipted the relevant requisition/order as they have an issue with order, waiting on a credit note or waiting on an outstanding delivery. 

If this is case please notify the XMA Ltd After Sales Team as soon as possible either by - Tele: 0115 846 4656 or Email:  customer.services@xma.co.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 Questions 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

 

 

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