tender ready in 10 steps – aberdeen tender ready in 10 steps workshop 2 – 28 th march workshop 3...

Tender Ready in 10 Steps – Aberdeen

Tender Ready in 10 StepsWorkshop 2 – 28th March

Workshop 3 – 4th April

Gill Joy, Owen Paterson

Intend Business Development LLP


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!!


Agenda for todayStep 4 – Buyer Perspective

How buyers plan, publish and evaluate tenders – Presentation from Peter Jackson, Aberdeen City & Shire Central Procurement team

Award and feedback process, Evaluation Group Exercise

Step 5 – Presenting your Company information

Elevator pitch and Unique Selling Points

Documenting your experience – templates and tips

Standard company information needed for bids (financials, legal, insurance)

Step 6 – Technical and Quality questions in tenders

Methodology questions – templates and tips

Quality & Performance questions – ISO standards, Innovation, Added Value

Group exercise – answering technical/quality questions


Buyer’s View: Preparing & evaluating tenders

• Presentation – Peter Jackson, Procurement

• Evaluation Exercise

4


Evaluation

• Panel approach – specialists, service dept, finance, legal, HR etc

• Role of Corporate Procurement

• Scoring matrix + Notes (available via Freedom of Information)

• Decision recorded in writing (FOI interest)


• Successful bidder notified of award (no contractual offer)

• Notification sent by fastest means possible to unsuccessful bidders. Must contain:

– the contract award criteria

– where appropriate, the score the tenderer obtained against those award criteria

– where appropriate, the score the winning tenderer obtained

– the name of the successful tenderer

– Characteristics and relative advantages of successful tender

– Statement re effect of standstill period

• Award Notices published on OJEU within 48 days

Contract Award


• Time required between notification of award and contract commencement to allow unsuccessful tenderers a reasonable opportunity to apply in court for interim measures, which could lead to the award decision being overturned.

• Regulations updated Dec 2009 - provides unsuccessful candidate and tenderer suppliers at least 10 calendar days prior to their entry into the contract (15 days if not electronic notice)

• Standstill does not apply to sub threshold procurements, or Part B services

• Standstill begins the day after the award decision is notified to all tenderers.

Mandatory Standstill Period


• Obligation on the contracting authority to provide additional debriefing within the mandatory standstill period if an unsuccessful tenderer requests it by the end of the 2nd working day following the commencement of the standstill period.

• Contracting authorities must allow for a minimum of 3 working days between providing the additional debriefing and the end of the standstill period.

Debriefing


• Unsuccessful candidates should be notified at end of PQQ evaluation

• If not, must receive notification of result at contract award stage and be included in standstill

• Buying authority must respond within 15 days to written request for debrief information at PQQ stage

PQQ stage


Additional feedback to ask for

• Total number of bids received • Position that you were ranked• Scoring for each part of PQQ/tender (if not released

already)• Weakest parts of your tender• Strongest parts of your tender• What contribution your turnover/size/location made to the

decision• Suggestions for improvement? • Worth bidding in future?• Future contracts in similar area?


Evaluation Panel Exercise

Exercise


Q1 Fertilisers

Tender A Tender B

Group 1

Group 2

Group 3

Group 4

Group 5

Group 6

Buyer 4 1


Q2 Management

Tender A Tender B

Group 1

Group 2

Group 3

Group 4

Group 5

Group 6

Buyer 1 4


Q3 H&S training

Tender A Tender B

Group 1

Group 2

Group 3

Group 4

Group 5

Group 6

Buyer 3 1


Q4 Environment

Tender A Tender B

Group 1

Group 2

Group 3

Group 4

Group 5

Group 6

Buyer 1 3


Presenting your Company

• Elevator pitch and Unique Selling Points

• Documenting your experience – templates and tips

• Standard company information needed for bids (financials, legal, insurance)

5


Describe your business activities...

• The purpose of your organisation (what you have been set up to do and for whom – not a vague mission statement)

• When you were established, your legal status, brief timeline of how you have grown since start-up (1-2 sentences max)

• Services you provide (bullet points make it easier for evaluator to check these versus their requirements)

• Your capacity – number of clients, number of end users assisted (per annum or since start up). Number of public sector contracts you have already – name the clients/regions


Describe your business activities...(2)

Unique selling points (USPs) - Exercise

– strategic reasons why are you better than others in the market (eg. largest in your class, first to provide a certain service, only provider with range of skills/services, specialist skills such as languages

– specific operational things you do that make you better (eg. communications infrastructure, dedicated account managers to ensure clients spend less time managing the contract, equipment available etc


Company Experience Questions

Provide an outline of the experience, current provision and capacity of the organisation.

• Background to the Tenderer's Company, together with details of previous experience, awards and membership of relevant organisations.

• The Tenderer shall outline below their achievements and attainments in areas similar to the Services required by the Contract.

• Please provide details of your experience in relation to the provision of the Service, as described within the Service Specification. Please specifically include any experience of other Service Provision in similar Contracts, and working with and reporting to other agencies in the public sector


Project References

• Title (meaningful!)

• Client & location

• Dates-Duration

• Value

• Sustainability aspects

• Community benefits

• Innovation

Short abstract

• Key staff & roles

• Partners & roles

• Subcontractors & roles

• Key activities/services

• Deliverables

• KPIs, achievements

• Client communications

• Project management


Standard Company Information

• Company registration – scan certificate

• VAT registration number

• Scanned signatures of authorised people for electronic tenders

• Copies of membership certificates

• Company structure diagram & text (Company + any holding group + subsidiaries and possibly partners/key subcontractors)

• Addresses of your office locations

• Equipment/plant


BREAK


Technical & Quality Questions 6

•Methodology questions – templates and tips

•Quality & Performance questions – Innovation, Added Value

•Group exercise – answering technical/quality questions


Presenting your Methodology

1. Your overall approach/service model

2. Project/implementation plan

3. Resource plans

4. Other inputs


1. Overall Approach - Service model

Mainly text description but try to enhance with a diagram showing:

• Key roles

• Processes, data flows

• Interface with the end-user/client

• Feedback loops for improvement


Report Analysis Data Collection

Mobilisation stage

INPUTS

OUTPUTS


Strategic Context

Key strategic issues which will impact your delivery (table or diagram)

FFF

AAA

SERVICE

EEE

DDD

CCC

BBB

ISSUE IMPACT ON SERVICE

AAA

BBB

CCC

DDD

EEE


2. Project Plan – workbreakdown structure

PLANNING

WP1

1.1 Data Collection Plan

Phase 1

1.2 Analytical Framework

Phase 1

1.3 Revised Framework

Phase 2

Review of XXX Advisory & Support Services

DATA GATHERING

WP2

2.1 Desk research

Phase 1

2.2 Tele-interviews

Service Managers

Phase 1

2.3 Tele-interviews

Other respondents

Phase 2

ANALYSIS

WP3

3.1 Core functions

mapping

Phase 1

3.2 Collaborative links

mapping

Phase 1

3.3 Analysis of service

provision

Phase 2

3.4 Analysis of service management

framework

Phase 2

3.5 Analysis of Steering/User Groups

Phase 2

REPORT

WP4

4.1 Interim Report

Phase 1

4.2 Final Report

Phase 2

PROJECT MANAGEMENT

WP5

5.1 Interim meeting

Phase 1

5.3 Final Meeting

Phase 2

5.2 Project Plan/reporting

Phase 1&2


Task Descriptions

WP WP1

Task 1.1 Title of task

Description Short summary of task – use bullets and/or subtasks

Deliverables Give each deliverable a number


Project Schedule


Project Risk Assessment

Hazard Consequence Mitigation

Timescale includes summer vacation

High Book tele-interviews as early as possible to align with holiday absences Follow up interviewees to ensure those on holiday are contacted when they return. Online survey to be conducted after the vacation. If necessary some tele-interviews can be delayed until October.

Respondents may not participate

Medium Review to be promoted in advance via Client to raise awareness. Client to provide statement encouraging participation. Early contacts to be made with tele-interviewees.

Responses to online survey may not be representative or sufficient number

Low In-house survey system allows continual monitoring. We will review response rates daily & issue reminders to non-respondents after 1 week. Prepare contingency list of email addresses in case of people declining to participate / bounced emails – assess need for this after 2 weeks of survey.

Team member unavailable at critical period

Low All team members have required skills to complete any part of the project & our internal utilisation procedures will help to ensure availability.


3. Resource Plan

• staffing (all levels)

• subcontractors/partners

• equipment & infrastructureIT & Communications systems, Branch network, Distributor network, Access to parent company/group systems, Online ordering systems, Financial administration – electronic systems used, use of standard contract formats

• other resources?


4. Other inputs

•Procedures/Operations Manual/Staff Handbook

•Method statements for all key tasks in your operations including specialist operations


Answering Quality – Performance

Questions


Quality Management System

• Quality Manual – do you have one? If yes, describe what operations/procedures are covered

• If not mention any Operations manuals/staff handbooks you have which describe procedures and standards

• Provide a table of procedures that you have in place (even if not documented) for monitoring progress of projects/contracts, measuring Key Performance Indicators (KPIs), addressing problems, client liaison, customer care, continuous improvement


Quality Management evidenceContinuous improvement

• Customer feedback mechanisms, complaints procedures

Business review groups, Focus groups Staff appraisals Management roles to ensure required

improvements are implemented

Other standards

• Company membership of trade/professional associations

No. of staff with membership of accredited bodies/professional qualifications relevant to contract

Investors in People Any environmental standards/benchmarking used

Client relationship

Partnership approach is increasingly important – describe how you are able to share the project risk with the client, avoid confrontational approach, proactively offer solutions to improve the overall performance of the contract


Innovation

Your product/service

Customer service

Packaging, delivery, logistics

How you handle information related to project

How you communicate with clients

Other ideas????


Added Value

Sustainability

Evidence: PAS 2050 carbon footprint of your product/service; environmental policy: energy & fuel consumption, waste management; supply chain and how you monitor the sustainability of your materials/supplies


Added Value (2)

Community Benefit

Jobs for local people

Contracts for local suppliers

Training – apprenticeships, placements

Learning – schools visits, site visits

Invest in community resources – physical

Invest in community resources – people


Answering Key Scoring Questions

Structured checklist:

•what is the Buyer looking for in this type of question?

• what evidence do you need?

• presentation – diagrams, tables

• what will your competitors mention?

• any linked policies/standards to mention?


Any Questions from Workshop 2?

• Happy to take emails/calls between sessions

• One-to-one time after each workshop

Q


“Homework” for next week

• Elevator Pitch – Describe your Company’s activities in max 1 page

H