supplier event knowsley council & crown commercial services steve mckeown tel: 0151 443 2240...
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Supplier EventKnowsley Council & Crown
Commercial Services
Steve McKeownTel: 0151 443 2240
Economic Growth & Competitiveness Manager
Supplier EventKnowsley Council & Crown
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.
Delivering value for the nation through outstanding commercial capability and quality customer service
Our customers include:
Central Government Departments Local Authorities Health Sector Education Sector Not for Profit Organisations
Delivering value for the nation through outstanding commercial capability and quality customer service
Offering procurement solutions across common categories of goods and services:
Communications services
Energy
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
Delivering value for the nation through outstanding commercial capability and quality customer service
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
Delivering value for the nation through outstanding commercial capability and quality customer service
Where to find tendering opportunities
Contracts Finder
Tenders Electronic Daily (TED)
CCS procurement pipeline page
Delivering value for the nation through outstanding commercial capability and quality customer service
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
Delivering value for the nation through outstanding commercial capability and quality customer service
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
Delivering value for the nation through outstanding commercial capability and quality customer service
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
Delivering value for the nation through outstanding commercial capability and quality customer service
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
Delivering value for the nation through outstanding commercial capability and quality customer service
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
Professional Services
Workforce Management RM1072 February 2015
Communications Media Monitoring and Evaluation and Related Services
RM3708 April 2015
Delivering value for the nation through outstanding commercial capability and quality customer service
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
Professional Services
Language Services February 2015 April 2015
Professional Services
Employee Benefits Services March 2015 May 2015
Professional Services
Grants and Programme Services
March 2015 May 2015
Professional Services
Corporate Finance Services for Government
February 2015 May 2015
Professional Services
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
Delivering value for the nation through outstanding commercial capability and quality customer service
QUESTIONS?
Supplier EventKnowsley Council & Crown
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
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!
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
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Design Design PhasePhase
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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
Supplier EventKnowsley Council & Crown
Commercial Services
Liam PowerTel: 0151 443 4169
Procurement Manager