Each year Donegal Education and Training Board (ETB) procures around €32 million worth of business across a wide range of goods and services. But what does our procurement process look like? In this blog, our Head of Procurement, Dana McMahon tells us more about it.
Procurement is a cornerstone of the Government’s Public Service Reform Programme, especially within the education sector which spends around €1 billion annually on goods and services. More locally here in Co Donegal, we spend around €32 million on procured goods and services annually.
At Donegal Education and Training Board (ETB), procurement is pivotal. As we serve around 35,000 students annually across fifteen post-primary schools, nineteen Further Education and Training Centres, an Outdoor Education and Training Centre, and a Music Education Service, our procurement needs are both substantial and diverse. We cover a vast array of necessities, from basic cleaning products and classroom resources to building materials and sophisticated equipment like robotic welders.
In Ireland, public procurement follows European Directives and national regulations, ensuring transparency, fairness, and value for money. Key principles that we abide by include:
- Equal Treatment/Non-Discrimination: All suppliers are treated equally and without bias.
- Transparency: Open and transparent procurement processes promote fair competition.
- Proportionality: Procedures match the value and complexity of the purchase.
- Mutual Recognition: Standards and qualifications from other EU member states are acknowledged.
Given the scale of Donegal ETB, procurement thresholds are quickly met, necessitating a hybrid approach to ensure compliance, value for money, and high-quality goods and services. Relevant budget holders manage procurement up to €50,000 with support from the procurement team while procurement over €50,000 is handled centrally by the Procurement Department. Capital works projects are managed separately by Donegal ETB’s Estates Management Department.
This model helps Donegal ETB provide cost efficiency through bulk purchasing, ensures high standards of materials and services, maintains legal compliance, and enhances operational efficiency.
We prioritise engagement with all stakeholders, including schools, training centres, and suppliers, to find the best possible solutions to their needs. Pre-market engagement with suppliers is crucial to help us understand the marketplace and help suppliers understand our needs and restrictions associated with public procurement; this 2022 information video is an example of how we do this. We address procurement complexities by holding ‘bidders briefings’ and engaging with the Local Enterprise Office to clarify processes and support suppliers. In the past year, we held five such events and will continue this practice for all relevant self-procured contracts to ensure clarity and support for potential suppliers.
Effective contract management is crucial for the success of the current 200+ active contracts for goods and services we oversee. Transparent communication and strong supplier relationships are key components of this process.
In the education sector, Green Public Procurement (GPP), sustainability, socio-economic responsibility and the circular economy are essential.
The Government’s Green Public Procurement Strategy and Action Plan 2024-2027 defines Green Public Procurement as:
‘the process whereby public bodies seek to procure goods, services and works with a reduced environmental impact throughout their life cycle when compared to goods, services and works with the same primary function that would otherwise be procured.’
For Donegal ETB, this means sourcing sustainable products and services that support environmental goals. By leveraging our procurement to address the green/sustainability agenda and incorporating these criteria into our tender scoring, we aim to meet the organisation’s Climate Action Plan targets as laid out by Government in the Climate Action Plan 2021.
In conclusion, the commitment of the procurement team at Donegal ETB to excellence is underscored by the needs of students, enhancing their educational experience and opportunities, their adherence to public procurement principles, engagement with end users and the local market, support for SMEs, and compliance with the Office of Government Procurement (OGP).
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Prospective suppliers interested in working with Donegal ETB should ensure they are registered on the eTenders platform (https://www.etenders.gov.ie/). All Donegal ETB tenders in excess of €50,000 are advertised on this platform. Registration on eTenders is free and essential for accessing all public procurement opportunities. For support with eTenders, you can contact the helpdesk at irish-eproc-helpdesk@eurodyn.com or call 0818 001459 (Ireland). Further information is available here: https://www.gov.ie/en/publication/9a109-etenders-is-changing-updates-for-businesses/#logging-into-the-platform-for-the-first-time.