tender ready in 10 steps – aberdeen tender ready in 10 steps workshop 3 – 4 th april gill joy,...
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Tender Ready in 10 Steps – Aberdeen
Tender Ready in 10 Steps
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 today
Step 7 – “People” aspects of tenderingPresenting your team and skills mix – templates for CVs, skills matrix
Overview of TUPE
Group exercise – tackling people-related questions in tenders
Step 8 – Policies and Standards for tendering
Content for policies (Health & Safety, Environment, Equality & Diversity) and sources of help
Standards
Typical questions related to policy & standards areas
Step 9 – Presentation tips for professional tendersTips and templates, Writing style, Tender interviews/presentations
Step 10 – Creating a tender deskKey roles, tasks – Action Plan for your business
“Elevator Pitch”The purpose of your organisation (what you have been set up to do and for
whom – not a vague mission statement)
Unique selling points – strategic reasons why are you better than others in the market (largest, first to provide a certain service, only provider with range of skills/services, specialist skills such as languages
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
Unique selling points – specific operational things you do that make you better (communications infrastructure, dedicated account managers to ensure clients spend less time managing the contract, etc
People aspects of tenders
• Presenting your team and skills mix – templates
• Overview of TUPE
• Group exercise – tackling people-related questions in tenders
7
Team Summary Name Role on project Qualifications & Experience
John Smith Project Manager
-Client liaison- Project planning- Review meetings- Final report
BSc Information Systems, HND Computing
Include 5-6 Bullet points with key experience from recent projects/jobs including any specialisms
Jane Brown Data Manager
-Data collection plan & implementation- Data analysis- etc
etc
Joe Bloggs Position
- roles
etc
Skills Matrix
Name & Role Skill 1 Skill 2 Skill 3 Experience 1
Experience 2
John Smith Project Manager
√ √ √ √
Jane Brown Advisor
√ √ √
Etc
Curriculum Vitae
• Short format
• Long format
• Create master file of CV content and adapt as needed for each tender
• No CV? Provide a job specification for the person you will recruit
• Set dates for CV updates (every 6 months)
TUPE Transfer of Undertakings (Protection of Employment)
•Applies when there is relevant transfer of an economic entity (eg majority of employees, clients remain the same, activities similar before and after)
•You need to take specialist legal advice to see if TUPE applies
•Employees transfer with all their existing terms and conditions, rights and liabilities (eg unpaid wage, disputes) intact
•Dismissal unfair if linked to transfer; change in employment T&Cs very difficult so hard to harmonise staff conditions
•Outgoing employer must inform and consult with staff/representatives – provide incoming employer with transfer info 14 days before transfer (not in time for tender?)
•Some leeway if outgoing employer insolvent
People Planning & Management
Provide a staffing plan including management and quality assurance support for this service, holiday plans and emergency cover
Describe your planned staff structure with information on the reporting lines of key staff for this service
Provide a copy of the job specification for the individual responsible for day-to-day management and operation of the service
Organisation Structure
Client: NAC
H Smith
Building Services
ACME Ltd
Name
Role
ACME Ltd
Name
Role
ACME Ltd
Name
Role
ACME Ltd
C McTavish
Project Manager
ACME Ltd
I M Incharge
Director in Charge
Subcontractor Ltd
Traffic Management
ACME Ltd
Name
Role
Subcontractor Ltd
Lighting contractor
People Planning & Management (2)
• Recruitment procedures
• Training and Personal Development
• People Management – Performance, Retention
“People” Questions in tenders
Please tell us how you will recruit and retain staff for the support service
Please describe your planned staff structure, with information on the skills and experience of key staff for this Service, and show how it fits into your organisation
How will you deal with performance issues in relation to staff and what processes of performance management will be used.
Describe the process you will adopt to ensure sufficient numbers of staff at all levels within your organisation.
Please supply additional information on how your organisation will retain a consistent workforce throughout the duration of the contract.
How will you cover staff absence both Planned & unplanned - Short term & Long term?
Exercise
Policies & Standards
• Content for policies (Health & Safety, Environment, Equality & Diversity) and sources of help
• Standards
• Typical questions related to policy & standards areas
8
Health & Safety Policy
If you employ 5 or more people you must have a written health and safety policy statement and a record of your health and safety arrangements. It’s about foreseeable, significant risk
Need a written document so that you and your workforce are clear about who's responsible for what. “Top dog” responsible
Subcontractors should be asked for H&S information
Elements of H&S Policy
•Adequate control of risks arising from work activities
•Consult with employees
•Provide/maintain safe equipment
•Ensure safe handling and use of materials
Elements of H&S Policy
•Provide info, instruction and supervision of employees•Ensure employees are competent to do their tasks•Prevent accidents and causes of work-related health•Maintain safe and healthy working conditions•Review and revise policy regularly
H&S Related Questions
•Demonstrate how policy is translated to implementation in day-to-day operations
•How are your staff are trained in H&S?
•How you keep up to date with H&S developments?
•Incident recording and reporting (RIDDOR)
H&S Related Questions
Accident Category
Year 3 Day Disease Death Major Other Total 2010 – to date
2009 2008 2007 2006 2005 Grand Total
Level Number Date Subject Rectification
Prohibition Notice PN/000x0y 27-Jun-07 Lighting in Pit Took pit out of use
Prohibition Notice PN/000x0y 27-Jun-07Access to Mezzanine Floor
Took floor out of use until access was sufficient
Improvement Notice IN/000x0y 27-Jun-07
Unsuitable traffic route for FLT
Created traffic route
Improvement Notice IN/000x0y 27-Jun-07
Badly damaged racking upright
Replace damaged racking
Improvement Notice IN/000x0y 27-Jun-07
Lack of segregation in the yard
Created traffic route
Improvement Notice AB/03040xy 25-May-07
Lack of training of exposure to hazardous substances
Training given
H&S Sources of Help
http://www.healthyworkinglives.com/
•Free advice line and visits, funded by Scottish Government on OH or Safety issues
•Proformas & help with paperwork
•Contractor appraisal document
www.hse.gov.uk
•All HSE Guidance docs now free of charge
•Database of prohibitions and limitation notices
www.workplacehealthconnect.co.uk
Equality & Diversity
EQUALITY= equal value, current term for Equal Opportunities
DIVERSITY=celebrate visible and non-visible individual differences
• protects people from being discriminated against on grounds of gender, age, religion & belief, sexual orientation, race, disability…
• recognises and removes barriers that limit what people can do and can be (attitudes, behaviour, processes)
Single Equality Act
•Brings together all equal opportunities and discrimination legislation into one Act
•Widens the coverage beyond age and sex discrimination
•Act will be implemented in stages - large companies first
•Public sector will use procurement as a driver for equality & diversity
Equality & Diversity Policy
A written policy that covers:
• a company’s commitment to equality and diversity in the workplace;
• a company’s firm opposition to discrimination and expresses its aim of creating an inclusive and harmonious working environment where diversity is respected;
• the benefits the policy brings to the company, its employees and customers.This policy needs to be regularly reviewed and updated.
E&D Questions
• Please provide details of any positive measures which your organisation takes to encourage the employment of people with disabilities within your organisation
• How will you ensure that black and ethnic minority people and other hard to reach equalities groups will be able to access your services?
• Please demonstrate how you will meet the needs of specific equality groups in the provision of services (for example special religious or cultural needs, gender specific requirements).
Sources of info & help
Business Gatewayhttp://www.bgateway.com/Scottish_Enterprise_files/SCO00384__Equality_Policy_leaflet_low_resolution.pdf
Equality & Human Rights Commission Scotlandhttp://www.equalityhumanrights.com/scotland/
Equal & Diverse – Dr Donald Macaskillhttp://www.equalanddiverse.com
Environmental Policy
Fits your business scale and objectives Appropriate to the services/products
you offer Statement – high level objectives for
your company, signed off by director, available to all on request, updated
Translates into Action Plan with timescales, responsible staff, specific benefits
Action Plan – progress & results
Office “Switch Off” campaigns
Recycling
Identify all applicable environmental legislation and check compliance
Develop sustainable procurement policy
Increase use of videoconference/Skype to reduce travel
Fuel efficiency measures
Environment Qs
•Please provide details of any Environmental management processes or procedures your organisation adheres to in order to manage environmental impacts.
•Your organisation's approach to Sustainability in service delivery, including (but not limited to) reduction of carbon footprint, disposal procedures, and recycling.
•Please confirm how you would ensure that your environmental policy is adhered to on site.
•If classified as a distributor, please detail what information you would provide regarding products to be supplied to facilitate reuse, recycling and recovering of WEEE, its components and materials, and provide relevant examples.
Environmental PolicyHelp & Advice
Greenbusinesspartnership.org.uk Envirowise.gov.uk Netregs.gov.uk Carbon Trust.co.uk Energysavingtrust.org.uk
Standards
• Third party certified Quality Management System ISO 9001 or equivalent
• Third party certified Environmental Management System ISO 14001 or equivalent
• Investors in People
• Registration with Care Commission, SSSC etc
• Accredited/Approved contractor schemes CHAS, SIA
• Membership of trade/ professional associations
Presentation tips for tenders 9
• Presentation “bug bears”
• General tips, templates
• Writing style
Presentation bug bearsContent not logicalPoor bid coverPoor layout on page – not enough white space, line spacingInconsistent styles for similar content eg CVs, project profilesFonts difficult to readMix of different fonts and font sizesConflicting styles – bold, italics, underlining over-usedIncorrect or no cross referencesNo linked contents page/headersCheap paperCoffee stains on document (yes, it really happens!!)Ineffective binding
Presentation bug bears
Colours over-used – no “house” styleTyposEvidence of Cut and paste Annexes not used correctlyGraphics or images illegibleCharts meaningless – poor captionsSentences incompleteComments left in – especially inappropriate ones !!!Inconsistent use of job titles or other key terminologyOver use of jargon/acronymsHeaders and Footers missing/too “busy”Company name and tender ref missing on pagesNo Compliance table – poor bid structure
Presentation templates
• Methodology/ Project management section – workshop 2
• Your team, CVs – workshop 3
• Project references – workshop 2
• Cover pages, Contents
Cover pages
• Cover page: your logo and that of partner(s), title and ref for tender, date submitted
• Inside cover
• Compliance table
Inside coverClient ABC Council
Client Reference ITT Ref ABC/05/008SC
Title Provision of social care services
Proposal Ref Your ref here
Submission date 27 May 2010
Contact for technical matters John Smith, Senior Consultant [email protected]
Contact for contractual matters Jane Brown, Commercial Manager [email protected]
Contact details Intend Business Development, 102 Bridge Street, St Andrews, KY16 8LJ 01334 479899 www.intend-eu.com
Prepared by
Authorised by
John Smith
Jane Brown
This proposal is provided by Intend Business Development LLP solely to be evaluated under the ITT listed above. Provided in confidence to the client, no part of this document may be reproduced or distributed in any form or by any means for any other purposes without the express permission of Intend Business Development LLP. © Intend Business Development LLP
Compliance table
Requirement Reference in proposal (page or section)
Working with Intend will improve success rate
Section 3 – results-focused workplan, Fast track start to boost morale, structured workplan to meet regional and national needsSections 2+5 – Intend track record and added value
How we will familiarise ourselves with the childcare voucher industry
Section 3.1 – meet all staff at early stage in partnershipSection 3.5 – market/client research workpackage
How we will become familiar with your ethics, culture and USPs
Section 3.1 – meet all staff at early stage in partnership to discuss USPs, ethos etcSection 3.2 – quantify benefits of company ethos/values for Imagine clientsSection 3.5 – market research to benchmark USPs/ethos
Proposed regional and national tender support to each Regional Area Manager to include field visits
Section 3 – structured programme describes support in detail (3.1-3.5)Section 4 – proposed teamSection 5 – Intend experience in supporting decentralised teams and client satisfaction record
We believe that our proposal addresses all the requirements of the ITT. The compliance table below identifies the main parts of the proposal where each requirement is addressed:
Writing Styles
Over-confident/ over-selling (it’s not a brochure or website)
Not: You must agree we are the best qualified company in Scotland to supply this service But: We are fully qualified to meet and in many cases exceed all the requirements you have specified. We have the appropriate resources already in place to deliver an excellent service
Vague
We have VAST experience in this area….. Need to scope what this means in practice (breadth and depth, years’ experience, etc)
We have a W I D E range of ...... services/ clients/ products/methods
Writing Styles
Avoid Negative words eg. Unfortunately, impossible, unworkable….
Non-discriminatory language
Not: After the girls in the admin team receive an order, we complete it within 24 hours.But: When orders are received by the admin team, they are completed within 24 hours.
Keep sentences short, use sub-headings to link back to question
Tender Interview – Presentations •Take the right people to present (including the project manager or equivalent)
•Prepare an overview of the key elements of your proposal
•emphasise client benefits in your proposal
•add more detail/evidence of understanding requirement to add value to the original submission
•Use graphics in slides not just bullet points – talk around the slides not repeat everything on screen
•Rehearse your timings – elevator pitch
•Prepare everyone in the team for all the questions you think you will be asked!
Creating a Tender Desk
• Key Roles & Resources
• Group Exercise
• Action Plan to get Tender Ready
10
Tender Desk Roles
Business Development – tender notices/alerts and review, model texts, market research & competitor , check contract awards, partner search, compliance, bid plan, tender writing
Admin - bid writing (admin elements), filing/records, supplier profiles prepare, tender library maintenance
Technical – input to bid decision, clarify specifications, technical content writing, check subcontractors/suppliers
Management – business development, bid decision, bid strategy & business cases, partner negotiation, coordinate bid plan, commercial & legal aspects, sign-off, follow-up evaluation stage, staff training for tendering
Tender Desk Resources
Model texts:
• Company overview and USPs checklist/ performance stats
• Project management/methodology templates
• Project profiles / data sheets
• Staff numbers, CVs
• Cover letters, letters of authority
Tender Desk Resources
Certificates, Awards, Registrations, Official Docs:
• ISO, IIP, BBA, Disclosure Scotland etc
• Product related accreditations COSHH etc
• Bank and tax certificates/letters; Insurance policies
• Membership of professional associations
• Awards (Design, Environment, Innovation, Business, etc)
• Policies – UPDATED! and related Action Plans
Tender Desk Resources
Tender Search:
• Up to date search profiles / CPV codes identified
• List of tender sources for your business (see handout & slides from Workshop 1)
• Regular search schedule to avoid missing short-deadline opportunities (weekly?)
Monitoring performance
Analyse number/type tenders published in your sector
Analyse Bid-No Bid decisions
Time & money spent on PQQs & tenders
Win ratios – trends?
Analyse client feedback for all tenders/ PQQs
Tender Desk Exercise
• Look at the various tasks on the cards
• How would you organise them in your business?
• Who should be responsible for what?
• Do you need more resources? People trained for new roles?
E