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Tender Ready in 10 Steps
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Tender Ready in 10 StepsWorkshop 1 – 21st March
Workshop 2 – 28th March
Workshop 3 – 4th April
Gill Joy, Owen Paterson
Intend Business Development LLP
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Tender Ready in 10 StepsObjectives
• Understand what buyers are looking for• Learn how to find and assess relevant opportunities in
your sector• Obtain practical guidance and templates to assist the
bidding process/commercial quotes• Create structured tender responses that attract high
scores• Develop a blueprint for your own professional
tenderdesk and an action plan for successful tendering/commercial bids
√
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The 10 Steps
Understanding the Procurement
Landscape
Introduction to Tender Documents
Market Intelligence & Bid Strategies
Buyer’s View – prepare and
evaluate tenders
Creating a Tender Desk
“People” aspects Of Tendering
Presenting Professional
tenders
Policies & Standards
Presenting Company information
Responding to Technical &
Quality questions
321
654
7 8 9
10
Tender Ready!!
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Understanding the Procurement Environment
• What is Procurement?• Buying Authorities & Government
Organisations• Procurement Regulations – the basics• Procurement Reform – more power to the
supplier’s elbow• Tendering systems
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What is Procurement?
Procurement is the whole process of acquisition from third parties and covers goods, services and works projects.
This process spans the whole life cycle from initial concept and definition of business needs through to the end of useful life of an asset or end of services contract
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Grants, SLAs & Contracts
Source: 'Tendering for Public Sector Contracts: a practical guide for social economy organisations‘, Social Economy Scotland
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Public Sector Buying Authorities
• The Scottish Government and other Scottish government agencies (Historic Scotland);
• The National Health Service (NHS Tayside);• Local Authorities (Aberdeen City/Aberdeenshire
Councils);• UK government departments based in Scotland (Inland
Revenue, Jobcentre Plus);• Key public services such as the police, fire service,
judiciary (Lothian and Borders Fire & Rescue);• Further and Higher Education establishments (Dundee
College, Robert Gordons University);• A series of non-departmental government bodies
(Scottish Natural Heritage)
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Buyers: Who spends what?
Per annum Spend£ billion
Proportion of total (per cent)
Local Government 4.7 52
NHS Scotland 1.9 21
Scottish Government 'family'
1.4 16
Higher/Further Education 0.8 9
Police and Fire 0.2 2
Total 9.1 100
Data provided by Scottish Government from 179 public bodies: 169 public bodies covering data from 2008-09 and 10 public bodies from 2007-08
Source: Independent Budget Review July 2010
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Legal Framework
EU Treaty - Principles for Public Procurement
EU Procurement DirectivesEC Directive 2004/18 – “Public Contracts Directive”EC Directive 2004/17 – “Utilities Directive”EC “Remedies” Directives – amended 2007
UK implementations of EU DirectivesPublic/Utilities Contracts (Scotland) Regs 2006Amendment Regulations 2009
Case lawUK and Europe
Standing Orders for Contracts made under Section 81 of the Local Government (Scotland) Act, 1973
Freedom of Information (Scotland) Act 2002
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Legal Principles
Achieve Value for Money through open and fair competition.
Adhere to EU treaty principles:
Equal treatment – get information at same time
Non-discrimination – no contracts restricted to local suppliers
Mutal recognition – recognise certificates from other countries
Proportionality – requirements must fit the services procured
Transparency – all requirements clear in contract document
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Types of tenders
Those covered by EC/UK Regulations:
• Tenders issued by public sector authority (Works, Supply, Services)
• Above nationally/EC agreed value
• May also include contracts for companies that exist to deliver public services
Those NOT fully covered by EC/UK Regulations:
• Tenders issued by a commercial company
• Public contract below agreed value (sub-threshold) – treatment depends on authority internal rules
• Part B services (eg health and social services, education and training where less EU interest)
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Thresholds 2010-11 for EU contracts
Contracted by Services &Goods Works
Central Govt £101,323 £3,927,260
Other Public £156,442 £3,927,260
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Part B Services
Hotel & Restaurant services
Supporting transport services
Personnel placement and supply
Security services
(Vocational) Education services
Health and social services
Recreational, cultural and sporting services
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Impact of Regulations• Adequate opportunity to learn what contracts are
available • Assessed on objective/fair basis as to capability
– Most Economically Advantageous Tender (MEAT) = Price and Quality
– Lowest Price
• Predictable procedures should be followed allowing equal treatment– Open, Restricted, Framework, Auction, etc
• Minimum timescales should be respected to allow bidders time to prepare– Not the case for low value contracts or Part B services
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Impact of Regulations
• Criteria should be set in advance and publicised
– Eg. Price 40% Quality 60%
– Quality criteria include methodology, performance, sustainability, experience, innovation etc
• Tech spec must not be drafted as to distort competition
• Max length for framework agreements 4yrs
• Regulated award and feedback mechanisms
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Sub-threshold contracts
Authority must:“ensure a degree of advertising which is
sufficient to enable open competition and meet the requirements of the principles of equal treatment, non-discrimination and transparency”
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Standing Orders
•Standing Orders define how public authorities (Councils, Police Boards etc) conduct their procurement processes including sub-threshold
•Not all the same!
•May include mandatory requirements (eg Constructionline membership)
•Can be changed? Clackmannan Council changed SOs to advertise all contracts > £10K
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Procurement Reform
Scottish Government Procurement Reform Programme 2006 objectives
– Better purchasing – target £740m in first 3yrs
– Best practice/skills
– Improved processes/cross sector working
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Procurement Reform
• E-Procurement
• Standardised Pre-Qualification Questionnaire (PQQ) & other documents
• Public Contracts Scotland & Quick Quote
• Scottish Procurement Handbook
• Single Point of Enquiry
• Suppliers Charter
•Collaborative buying organisations
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Public Sector Procurement Vision
Category A
Category B
Category C1
National Procurement
Where a single interface with the public sector facilitates efficiency and competitiveness of suppliers.
E.g. IT HW, Telecoms, Office Equipment & Supplies
Sector Specific CGCoPE
APUC; Scotland Excel; NHS National Procurement
Regional Collaboration at local levele.g. Tayside Consortium
Where interface coordinated via a sector CoE. e.g. Wheelie bins,
Medical Equipment
Category C
Where interface coordinated via regional hub or
local organisation
ProcurementScotland
Local185 Major procuring organisations; in excess of 900 in total
Source: Scottish Government
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Scotland Excel – commodity
• Contract: Education Furniture Period: 2 Nov 2009 to 7 Feb 2011Commodity Manager: Natalie CliffTel: 0141 842 6654e-mail: [email protected]
British ThorntonCaledonian Furniture Manufacturing LtdEME Furniture LtdGopak LtdHavelock Europa plc T/A ESA McIntoshRemploy LimitedSenator International LtdSICO Europe LtdStage Systems Ltd
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Central Govt Centre of Procurement Expertise
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Issues for suppliers
• Large national “A” contracts are difficult for SMEs to win – look for Lots/ subcontracts
• Framework contracts can be for 4yrs
• Need to research where your products/ services fit in the Vision pyramid & check timings
• Make contact with central buying teams – share market knowledge
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Public Contracts ScotlandE-Procurement/E-Sourcing
ScotlandBravo Solutions (eg Glasgow City)
In-tend (universities, councils)
BiP Delta ETS (eg South Lanarkshire)
ProContract – Due North (Bluelight Police,Regional collaboratives)
Valueworks (social housing)
Etc…
E-tendering systems
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Introduction to Tender Documents
• Tender Ready Checklist• Examples of PQQ and Tender• Basic eligibility checks• General tips for completing tenders and
PQQs• Techniques for answering the “killer”
questions
2
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Tender Ready Checklist
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PQQs andTenders
PQQ – PreQualification Questionnaire• Used in Restricted Tenders (2 stages)• Standard formats for some parts• sPQQ project aims to eliminate duplication of
effort for basic company capability information
Open Tenders • ITT Invitation to Tender, no prequal• Variety of formats
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Basic eligibility checks (Pass/Fail)
Business ProbityTurnover (occasionally)Security ClearanceInsurance : Employers Liability; Public Liability; Product
Liability; Professional Indemnity2 or 3 Years’ Financial Accounts - signedEquality & Diversity PolicyEnvironmental PolicyHealth & Safety PolicyConstructionline or other membership ( occasionally)
ISO 9001 certified Quality Management system
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General tips for completing tenders and PQQs
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Getting started
• Review tender documents in full as early as possible (create or update checklist)
• Check for bidder briefing sessions
• Look out for missing pages and text errors
• Send any questions asap (check if copied to all bidders and any deadlines)
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Getting started• Check award criteria (MEAT or lowest price?)
• Selection criteria for PQQ stage – check weighting
• Scoring method published?
• Any minimum standards required? (eg turnover)
• Identify any difficult/ambiguous questions
• Review available market info (Awards, current contract performance, competitors, news, etc)
• Brief your team/ partners / sub-contractors
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Good practice
• Offer something that others do not
• Show understanding of client priorities
• Show ability to work collaboratively/share risk
• Validate all claims
• Structure longer text answers – reflect the question text
• Tackle any pre-conceptions
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Good Practice...
• Watch out for Q&A feedback
• Don’t deviate from PQQ format
• Answer all the questions !!
• Delegate the standard stuff then CHECK
• Use all the space provided
• Avoid Cut & Paste
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Good practice..
• Don’t put all information in Appendices
• Cross-reference between Appendices and questions
• Check process for attachments if electronic submission (max size)
• Don’t leave submission until last moment
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Key scoring elements- Technical & Management capability
- Methodology/ Project management- Quality management approach- Technical & People resources- Your experience
- Added value (sustainability, community benefits, innovation in past projects)
- Financial capacity
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Techniques for answering “killer” questions ….
To be continued with practice in Step 6 …
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Killer Question Topics
- Technical & Management capability- Methodology/ Project management- Quality management approach- Technical & People resources- Your experience
- Added value (sustainability, community benefits, innovation in past projects)
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Killer Question Examples
- Describe your technical and management approach to this project
- How will you ensure high quality results are delivered to meet the specification?
- How will you add value to the delivery of this contract?
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Structured answers
- What is the Buyer concerned about? Read the tender docs
- What elements of the questions need addressed? Use subheadings
- Evidence?
- Your strengths versus the competition?
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Market Intelligence & Bid Strategies
• Researching public sector clients/markets
• Finding tender notices
• Reading a contract notice
• Bid-no Bid decisions
3
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Key intelligence elements
– Who are the buyers?
– What tenders have they advertised?
– What about the ones you don’t see on the Tenders Databases?
– What are my target buyers concerned about?
– How can I raise my profile?
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Scottish Public Sector
•The Scottish Parliament, Scottish Government and other Scottish government agencies
•The National Health Service Scotland
•Local Authorities
•UK government departments based in Scotland (eg. Inland Revenue, Jobcentre Plus)
•Key public services such as the police, fire service, judiciary
•Further and Higher Education establishments
•Non-departmental government bodies
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European Buyers
Opportunities in Netherlands, Ireland, Scandinavia?
European Commission Directorates General
European Investment Bank
European Bank of Reconstruction & Development
Agencies:
EMEA – London (Medicines)
EUROFOUND – Dublin (Living & Working)
CEDEFOP – Brussels (Vocational training)
EEA – Copenhagen (Environment)
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Tender search/alerts
• Public Contracts Scotland – Quick Quote
• Tenders Electronic Daily – UK and EU
• Contracts Finder – UK contracts £10K+
• CompeteFor (London 2012 + more)
• Glasgow 2014 Business Portal
• Google Alerts
• etcSee “Sources of tenders” document
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Collaborative Buying Organisations
GM Procure (social housing) www.gmprocure.com
Yorkshire Purchasing Organisation (general supplies) www.ypo.co.uk
PRO-NE (NHS health) http://www.nhsprocurement-northeast.nhs.uk
OGC Buying Solutions (public sector) http://online.ogcbuyingsolutions.gov.uk/news
NE Procurement https://www.qtegov.com/procontract
Source East Midlands www.sourcederbyshire.co.uk (> Links)
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Client Profiling Checklist
What information should you look for when
researching public sector clients?
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Getting “below the radar”•Understand Buyer’s view of procurement – check website for issues/strategic initiatives / response to current economic challenges
•Check key buyer sites for tender/request for quotes adverts, tender registers
•Prior Info Notices (PINs), Buyer Profiles on PCS
•Award notices to track competitor/ partner activity and spot subcontract opportunities
•Contact potential clients directly (after the research above!) and ask about supplier registers
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Buying Authority websites
•Standing Orders for Contracting/ Procurement
•Tender registers – Buyer profiles
•Procurement Guidelines
•FAQs for Suppliers
•“Doing Business with XXX”
• Procurement Strategies
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Get on to Supplier ListsPublic Contracts Scotland
Contracts Finder (was Supply2Gov)
BiP Select Certify & BiP Select Accredit
Constructionline
Society of Procurement Officers (SOPO)
OGC Buyingsolutions Catalist
Etc… ask your clients if they use these lists and how! Ask about Council supplier registers (not approved contractors lists)
e.g.
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Bid-No Bid process
Stage 1: Reading Contract Notices
Group Exercise
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Contract Notices
• Similar content for all – presented differently in each online system
• Official Journal of the European Union (OJEU) is default format
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Reading the Notice
Section I: Contracting Authority
• Is an agent involved?
• Link to an e-tendering system you need to register for?
• Buying on behalf of other authorities?
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Reading the Notice
Section II: Object of the Contract
• Common Procurement Vocabulary codes
• Division into Lots?
• Variants?
• Quantity or Scope - £££ or number of items
• Duration – extensions?
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Reading the Notice
Section III: Legal, Economic, Financial & Technical
• PQQ selection criteria
• Specific contract conditions
• Reserved for particular profession? For a supported business?
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Reading the Notice
Section IV: Procedure
• If restricted, min number to be invited to tender
• Award – MEAT or lowest price?
• Electronic auction?
• Deadlines
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Bid – No Bid decision
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Strategic issuesOperational issues
Financial Contractual issuesResponding to the ITT
Create a checklist!
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Strategic elements
• Fit to our business strategy
• Client characteristics
• Professional value of the work
• Competition (Restricted, Open or Framework)
• Business risk
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Operational issues
• Our skills and experience for this contract – key staff, projects
• Capacity & timing – implications for workload and management
• Current resources – people, equipment, infrastructure
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Operational issues
• Need for new recruits
• Need for partners / subcontractors
• Is work within scope of current quality/security registration?
• Location issues
• Communications issues
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Financial - Contractual
• Is the client budget reasonable?
• Will the work be profitable?
• What likely payment schedule?
• What investment needed by us to complete work?
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Financial - Contractual
• Are the contract terms acceptable?
• What performance issues in contract incl bonds?
• Which legislation/regulations/codes of practice linked to contracts?
• Minimum turnover clauses?
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ITT/PQQ requirements
• Cost of tendering? Are resources
available?
• Bid timescales achievable?
• Complexity of tender documents –
need clarification/ legal input?
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ITT/PQQ requirements
• Use of specific procurement systems
required?
• Any special requirements related to
submission of PQQ / tender?
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Bid – No Bid decision• A well-researched Bid-No Bid process provides
an excellent basis for submitting a high-scoring
tender! Use a checklist…
• Ask questions as early as possible
• Don’t spend time on “no hope” bids but be
prepared to take a chance against larger
companies
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The 10 Steps
Understanding the Procurement
Landscape
Introduction to Tender Documents
Market Intelligence & Bid Strategies
Buyer’s View – prepare and
evaluate tenders
Creating a Tender Desk
“People” aspects Of Tendering
Presenting Professional
tenders
Policies & Standards
Presenting Company information
Responding to Technical &
Quality questions
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654
7 8 9
10
Tender Ready!!
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Any Questions from Workshop 1?
• Happy to take emails/calls between sessions
• One-to-one time after each workshop• Homework for next week
Q
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“Homework”
• Sign up for Supplier Registers/portal sites• Review Tender Ready Checklist• Use the Client Profiling Checklist for a
new prospect• Read evaluation exercise• Find examples of “killer questions
H