Procurement Workshop27th June 2012

Alison RileySenior Procurement Officer

The Public Procurement Process

Alison RileySenior Procurement Officer

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’

EU Procurement Thresholds

Goods & Services £173,934

Works £4,348,350

(Aggregated over 4 years)

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

Questions?

Business Opportunities

Alison RileySenior Procurement Officer

How much does Hampshire County Council spend?

£600m per annum Goods, Works and Services

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

Questions?

Completing a TenderTips & Pitfalls

Alison RileySenior Procurement Officer

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

Successful TenderingPitfalls & Common Mistakes

• Missing documents (incomplete tenders)• Questions not understood• Questions not answered• TUPE – not understood/dealt with• Supplier not understood the specification• Documents not checked prior to

submission