procurement workshop 27 th june 2012 alison riley senior procurement officer
TRANSCRIPT
The Public Procurement Process
• Legislative Framework• Procurement Principles• Thresholds – EU & HCC• Procurement Process Overview
The Legislative Framework
EC Treaty Recital 9
EU Consolidated Directive (2004/18/EC)
Public Contract Regulations 2006
Public Procurement Principles
EC Treaty of Rome (Recital 9) applies in all cases
– Non-discrimination: for suppliers across the EU– Equal Treatment: between potential suppliers– Transparency: of the procurement process– Proportionality: of contract value to procedures
used– Mutual recognition: of standards, qualifications
etc
‘level playing field’
Hampshire County CouncilContract Standing Orders
Available at www/hants.gov.uk/procurement
Existing Contract or Framework
Up to £24,999 - 3 written quotations
£25,000 to £99,999 - 3 Tenders£100,000 & over - 5 Tenders
Procurement Acronyms
Pre-Qualification Questionnaire (PQQ)Checks potential suppliers for eligibility and suitability
- Technical/Professional capability and capacity
- Economic & Financial Standing - Minimum standards
Invitation to Tender (ITT)A formal invitation to suppliers to make a detailed proposal in response to the requirement
Typical Procurement Cycle
Define &review need
Determine procurement
strategy
Pre-Qualify Suppliers
Issue Invitation to Tender
Evaluation
Invite
Manage implementation and transition
Manage contract performance
ContractAward
Planning
Enquiry
Implement
Develop specification
Exit & termination
Common Procurement Procedures
Below EU Threshold
One Stage Process
Two Stage Process
Above EU Threshold
EU ‘Open Procedure’
EU ‘Restricted Procedure’
Tendering Procedures
One Stage Process1. Develop specification
and evaluation criteria2. Advertise3. Provide all expressions
of interests with copy of ITT
4. Receive tenders5. Evaluate tenders6. Standstill period7. Award contract
Two Stage Process1. Develop specification and
evaluation criteria2. Advertise3. Provide all expressions of
interests with copy of PQQ4. Receive completed PQQs5. Evaluate and select a short-
list6. Send ITT to short-list7. Receive tenders8. Evaluate tenders9. Standstill period10.Award contract
Hampshire County CouncilWhere We Spend?
2007/08 2008/09 2009/10
Hampshire
54%(£310m)
55%(£335m)
55%(£352m)
South East Region
71%(£408m)
75%(£457m)
74%(£474m)
Public Sector Procurement (OJEU)
• Official Journal of European Union (OJEU)• Contracts Finder (free Government site)• £173k and above for Goods & Services• £4.38m and above for Works• Aggregated over 4 years (48 month rule) (only £43k per annum for Goods &
Services)• Don’t be afraid of big contracts ! – look for
‘Lots’
Minimum Requirementsfor Hampshire County Council
• Insurance (commitment to obtain if successful)
- Public Liability £10m - Employers Liability £10m - Professional Indemnity £5m - Motor Vehicle unlimited personal injury/death and
£10m damage to property.
• Financial stability / capacity – risk based assessment
• Appropriate professional accreditations
Contracting Opportunities Where to Look
HCC Tendering Opportunities www.hants.gov.uk/procurement Go to Current Tendering Opportunities
South East Region Tendering Opportunities www.businessportal.southeastiep.gov.uk
Contracts Finder www.contractsfinder.businesslink.gov.uk
Contracting Opportunities Where to Look
MOD – Defence Contracts Online
www.contracts.mod.uk
Compete For www.competefor.com
London 2012 www.london2012.com/business-
network ‘Current Opportunities / Future
Opportunities
NHS Supply Chain www.supplychain.nhs.uk
SID4Health – NHS Supplier Database
www.sid4health.nhs.uk
Sub-Contracting Opportunities Where to Look
HCC Contracts Register www.businessportal.southeastiep.gov.uk Go to ‘Contract Store’
OJEU Contract Award Notices www.ted.europa.eu
London 2012 www.london2012.com/business-network ODA Suppliers (sub-contracting opportunities)
Further Information
Procurement - www.hants.gov.uk/procurement - ‘HCC How to do Business’ -
leaflets
Business Support & Information - www.hants.gov.uk/business-advice
Successful TenderingWhat we look for
• A complete tender submission (all documents)
• Received by the deadline• No qualifications to stated Terms &
Conditions
Successful TenderingWhat we look for
Has the supplier…….• understood what we are looking for?• demonstrated their ability to meet
requirements?• demonstrated value for money?• demonstrated quality & reliability
Successful TenderingBasic Tips
Answer the question - it is that simple• Explain clearly what you will provide, how
you will provide it and why it is the right solution
• Show systems, capabilities and people necessary
• Provide relevant case studies, data and references
Successful TenderingApproach
• Review all documentation• Query anything you are unsure of (asap)• Checklist & Deadlines• Evaluation Criteria• Pricing• Timing (don’t leave it until the last
minute)• Unique Selling Point (USP) – why you ?
Transfer of Undertaking Protection of Employment (TUPE)
• What is TUPE?• Does TUPE apply?• Check for Confidentiality Agreement• Sign and return to request the
information• Review, consider and build in to your
bid
Successful TenderingCheck List
• Check the Instructions• Answered all sections• Evidence• Clarification • Pricing• Timescales• Signatures
Successful TenderingKey Messages
• Read the requirements• Don’t be afraid to ask questions
(clarification)• Read the questions (re-read)• Answer all questions• Make sure you have answered the
question• Get it proof read – someone not involved