Supplier Event Knowsley Council & Crown Commercial Services Steve McKeown Tel: 0151 443 2240...

Supplier EventKnowsley Council & Crown

Commercial Services

Steve McKeownTel: 0151 443 2240

[email protected]

Economic Growth & Competitiveness Manager

mailto:[email protected]


Commercial Services

Emma Graham

Customer Delivery Manager

Crown Commercial Services

Knowsley Metropolitan Borough Council and Crown Commercial Service Procurement Event

Wednesday 4th February 2015

Delivering value for the nation through outstanding commercial capability and quality customer service

Overview of Crown Commercial Service

We are an executive agency within the Cabinet Office, providing commercial and procurement services to the public sector.

We are responsible for increasing savings for the taxpayer by leveraging government’s buying power and centralising buying requirements for common goods and services.


Our customers include:

Central Government Departments Local Authorities Health Sector Education Sector Not for Profit Organisations


Offering procurement solutions across common categories of goods and services:

Communications services

Energy

Print

Research (including science and technology)

Construction

Fleet

Professional Services (including temporary staff)

Technology

Travel

eCommerce

Office Solutions (including stationery and printers)

Property and Facilities Management


Tendering for opportunities

CCS must follow a formal process to advertise any new requirements for goods and services, or if existing agreements need renewing

CCS advertise tender opportunities in the Official Journal of European Union (OJEU) and suppliers need to respond to a contract notice to become a supplier on one of our agreements

Once an agreement has been awarded, additional suppliers cannot be added


Where to find tendering opportunities

Contracts Finder

Tenders Electronic Daily (TED)

CCS procurement pipeline page


Other opportunities – Government eMarketplace

Online open marketplace for low value, less complex products and services

Customers can submit an electronic request for quotation for their requirements

Also an online catalogue linked to our frameworks

This route enables you to promote your capability to supply certain goods and services on a national or regional basis without needing to go through a tender process

It is a potential route to supply the public sector – there are no guarantees of business

It won’t make you a Crown Commercial Service supplier


Small Medium Enterprises We work with SMEs every time they are the best value for money

We are on track to deliver our aspiration of awarding 25% of Central Government procurement to SMEs, directly or via the supply chain

We breakdown our requirements to help SMEs bid on a portion of the goods and services

In the new Procurement Regulations, Pre Qualification Questionnaires (PQQs) have been abolished for low value procurements, which previously ruled out SMEs straight away, with a single standardised questionnaire for high value procurements

We introduced the Mystery Shopper Service in 2011, to spot-check procurement processes to ensure compliance to procurement regulations


Advice for SMEs

Choose the right opportunityo Aim for opportunities under £100,000 where PQQs have

been abolished

o Bear in mind that bigger businesses have larger resources and can go after more business at the same time

o If you are unsuccessful, ask for feedback so that you know how to improve in the future


Advice for SMEs (cont.)

What to include in your bido We want to hear about your innovative solutions and how

things can be done differently

o Demonstrate that you can save the public sector money and provide at a better quality

o Ensure that you answer all questions properly so that you don’t eliminate yourself


Current opportunitiesProcurements underway

Category Agreement Code Expected award

date

Fleet Vehicle Lease and Fleet Management

RM3710 March 2015

ICT Network Services RM1045 May 2015

ICT Digital Services 2 RM1043ii May 2015

Professional Services

Executive Search Dynamic Purchasing System

PS-2014-ES Services

ongoing until February 2018


Workforce Management RM1072 February 2015

Communications Media Monitoring and Evaluation and Related Services

RM3708 April 2015


Planned procurements

Category Agreement Planned OJEU

publication date Planned award

date

Financial Services

Merchant Acquiring Services February 2015 July 2015

ICT Traffic Management Technology

February 2015 June 2015

Office Solutions Crown Office Solutions January 2015 May 2015


Language Services February 2015 April 2015


Employee Benefits Services March 2015 May 2015


Grants and Programme Services

March 2015 May 2015


Corporate Finance Services for Government

February 2015 May 2015


Multi-Disciplinary Health Temporary Staffing

February 2015 May 2015

Property FM Assurance Services February 2015 May 2015

Property Laundry and Linen Services March 2015 July 2015

Travel Crown Travel and Venue Services

March 2015 June 2015


QUESTIONS?


Commercial Services

Rachel Clarke

Services Co-ordinator

Innovas

Tender/PQQ Hints & Tips

Innovas Consulting Solutions Ltd

[email protected]: 01606 551122 m: 07760 885 799 w:

www.innovas.co.uk

Some Examples of what the Public Sector Purchase

Construction Printing Stationery Catering Services Ice Cream Vans Funeral Services Care Services Youth Work Services Removal Services IT Support/Services Websites

Facilities Management HR Services Training Courses Accountancy Services Legal Services Pensions Vehicle Maintenance Cleaners Consultancy Environmental Services Graphic Design

Jargon Buster

PIN - Prior Information Notice – advanced warning of a contract being

tendered

EOI - Expression of interest – sending email or clicking a box within the portal

to say that you would like to apply

RFQ - Request for Quotation – smaller than a PQQ – this is generally used for

low value items

PQQ – Pre-qualification Questionnaire – first stage of restricted tendering –

this will include pricing

ITT - Invitation To Tender – this is the second stage of restricted tendering –

methodology (How you will run the project / contract)

Contract Award Notice – information about who won the contract

Tender Portal Tips

Registering on websites

You need to register with the key websites and fill out their profile

details

Most of these websites send out emails when they have a contract

opportunity which matches your profile

Be careful on your key words as simply putting consultant or

designer is too broad and will generate too many ‘junk’ opportunities

For each website they will ask for details on the main person – who

gets the emails One option is to set up your own email which

forwards internally eg [email protected]. This is set to forward

internally to everyone relevant

Make a log of all your usernames and passwords as it is easy to

forget!

Getting PreparedPQQ phase

Purpose of the PQQ

This is a quick way for tenders to sift through who is most likely to be

suitable to tender for their project

It focuses on:

• Compliance

• Financial Stability

• Credibility

• Risk reduction

It requires extensive policies to be in place – build a library!

It often requires audited accounts – 3 years

You will need full insurances in place – often including professional

indemnity

You may need other compliance memberships eg CHAS - The Contractors

Health and Safety Assessment Scheme – OR - Constructionline

Some of the Key Policies & Information required

Health & Safety• Name competent manager• Risk assessments• Training• Accident reporting

Environmental & Sustainability Data Protection Quality Procedures and Accreditations: ISO standards – Prince2 Procedures Complaints Procedures Business Continuity Plan Membership of Trade Bodies Equal Opportunities – Equality & Diversity Employment of Apprentices/Community Engagement References Example of similar previous contracts: name of customer + full details of the

contracts Insurances:

• Public Indemnity• Employer’s Indemnity• Professional Indemnity

Tips to remember

Read carefully the PQQ and ALL the questions

Answer them exactly as they ask and give them all the information

Watch out for double negatives!

If you don’t tick all the boxes – you will not get through even if they are not relevant to

you

Identify the language used in the tender and mirror it back in your response

Identify and use your key messages / themes through the question and rest of bid

Abbreviations – do not use

Technical information – assume the marker is not a technical expert in your field

Look at how you can stand out from the crowd even at this stage!!!

Packaging and Presentation

Simple to read

Professional in presentation

CRITICALLY … Give yourself enough time to prepare properly

Submit on time in the way they require and with the number of copies they ask for

Preparing for your Tender

Read the entire document thoroughly first

Identify all the questions you will have to answer

Look at the resources you will need and how you can showcase them

Check out the evaluation criteria eg:

• Expertise – past experience: 15%

• Methodology: 25%

• Team: 20%

• Price: 40%

Check the timetable for tendering

Look at the implementation timetable to make sure you can meet it!

Decide who will lead on writing the bid – and who is needed to write

sections and / or supply information

Set an internal timetable giving time for reviews before

submission

Writing your Tender

Think about the presentation of the document you will submit - standard

sections might include:

• Executive Summary

• Introduction: a short introduction which sells your capability on one page

• Building on your track record: a summary of similar projects to prove

you have the existing expertise

• Issues & Context: Shows you understand the Tender requirements and

any implications

• Our Approach: This can also be Our Solution or Our Offer. This is the core

of the tender

• Our Team: Name the key individuals and give a pen picture of each

• Costs and Timings: The details of your quotation and any timings

related to delivery or implementation

• Risk Analysis and mitigation plans

• Case studies

Writing your Tender

Use diagrams to illustrate your approach

Avoid jargon

Use their words

Watch word counts if given!

Clarify Objectives for the projectDefine Target outcomes desiredSet Key Milestones and ReportsAgree Time-scales and dates for review meetingsEstablish communication protocols and working methods

Finalise and refine methodology

•Clarity of Vision for the Project

•Understanding of the client’s definition of ‘Success’

Develop Evaluation FrameworkWorking with the Design Team and the Client agree the Success Metricsto be used. These must be clear, measurable, and able to evidence.

Develop Logic Model linking Activities with Outputs, Outcomes and Success Measures

Agree basis of measurement and how Attribution will be assessed

Agree format for Participants to commit to measureable targets and service outcomes

Identify Control Group, Peers and Organisation leads

Identify data sources at a local and national level to provide baseline and ongoing evidence of impact

Agree lines of enquiry and develop question sets in English and Welsh

Test final programme design against Evaluation Framework to ensure alignment

•Evaluation Framework Agreed

•Programme finalised and tested against Framework

•Evidence and Enquiry tools etc in place for evaluation team

InceptionInceptionMeetingMeeting

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InceptionInceptionMeetingMeeting

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Design Design PhasePhase

2

Design Design PhasePhase

2

Remember

People DO believe that what they see is what they will get!

Ensure your USP stands out

Ensure you have met their specification in full

Above else …. Don’t be late!!!

Tender/PQQ Hints & Tips

Innovas Consulting Solutions [email protected]

t: 01606 551122 m: 07760 885 799 w: www.innovas.co.uk


Commercial Services

Liam PowerTel: 0151 443 4169

[email protected]

Procurement Manager

mailto:[email protected]

Supplier Event Knowsley Council & Crown Commercial Services Steve McKeown Tel: 0151 443 2240...

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