Route 3 - Develop Strategy - Profiling the Commodity/Service - Commodity/Service Characteristics
The purpose of this section is to determine the requirement, agree what is in/what is out of scope and consider eCommerce implications with the User Information Group (UIG) and other key stakeholders.
You should start by breaking down the requirement into its sub-commodities/services and identify the specific products/services within each category. Use one of the templates below to assist in this process:
[Example of Care and Support Services Service Tree (Residential Care)]
Having identified the specific products and services, it is now important to consider specific environmental or social characteristics of those products or services. There are a number of independently verifiable labels available which certify that products and services meet specific environmental, social or other characteristics. If you decide to ask for a particular label you must be sure that all of its certification criteria correspond to your procurement, and you must accept evidence of compliance with an equivalent standard or label. If not all of the certification criteria apply to your procurement, you should provide a full description of the requirements in your tender documentation, instead of asking for the label itself.
You should also consider whether it is appropriate to include special conditions of contract relating to the performance of the contract (which may cover economic, innovation-related, environmental, social or employment-related conditions). It is a legal requirement that you include in each contract conditions which are reasonably necessary to ensure that the supplier complies with its obligations in the fields of environmental, social and employment law, insofar as they are linked to the subject matter of the contract in question - please refer to this Scottish Procurement Policy Note for further details. These conditions of contract must be indicated in the procurement documents.
If your procurement is of a Digital or ICT nature, consideration must be given to the Digital Public Services Scotland Programme. This strategy sets out the collective ambitions and national level actions at sector, cluster or organisational level. Since this strategy release more Current Standards, Guidelines and Recommendations have been developed as outlined within the ICT High Level Operating Model. Consideration must be given to complex sustainability issues when purchasing ICT and an example of how this was approached through the National ICT Frameworks can be found in this case study.
Further information on how to assess and manage cyber risks as part of the procurement process, including information on the Scottish public sector Guidance Note on Supplier Cyber Security and the beta Scottish Cyber Assessment Service (SCAS) can be found in Leadership and Governance.
At this stage you may also want to give consideration to how the products/services are provided e.g. electronic purchase orders, purchasing card, consolidated invoices and self-billing.
Guide to Making Content Decisions
You may want to consider whether or not the commodity/service you are buying is capable of being catalogued or not. This simple Guide to Making Content Decisions at the bottom of the Pecos Content Management page will guide the buyer in the right direction. If the commodity/service you are buying is to be catalogued, this electronic content must be provided via Pecos Content Management (PCM) for the contract commencement. In some instances it may be appropriate to build the ITT documents in a format where the evaluation is based on catalogue submission. If this is the case, the Contract Notice or the invitation to confirm interest as a result of a Prior Information Notice (PIN) should detail this clearly. Further guidance is provided at the notification of contract award decision and at the develop documents stages.
At this stage you may also want to give consideration to how the electronic ordering and invoicing process.
The key characteristics for each sub-commodity/service can now be identified and agreed by using the Key Commodity/Service Characteristics template.