1

Tendering Basics

IntroductionsHousekeeping

Scope

2

3

CHOICE OF PROCEDURE

Up to £20K 20K to OJEU threshold low

risk

Over OJEU

threshold

Dynamic

Purchasing System OEJU

20K to

OJEU threshold

high risk

Quotation Open Restricted Negotiated

Open OJEU Negotiated

OJEU Restricted

OJEU

Competitive

Dialogue OJEU

4

Procedures

• Financial Regulations• Public Contracts Regulations• European Rules: OJEU

Principles: non-discrimination, equal treatment, transparency, mutual recognition and proportionalityLight Touch regimeRemedies directive

• COMPACT

5

Tender process

• Develop specification, timeline and tender pack• Advertise – 6 weeks• Electronic tendering• Long listing and financial checks• Shortlisting• References – different approach• Interviews – not happening• Scoring• Cabinet approval• 5 day call in and 10 day standstill• Award

6

Tender Pack• Invitation via portal – portal maintenance• Instructions• Service specification• Contract templates• General Questionnaire – policies • Tender questions• Budget template – this will be the Service sheets• Form of Tender• Return label

7

Your bid• Read all the documents, highlighting key points, understand the

specification and evaluation criteria and the process.• What is being said? Not what you think is being said.• First and foremost deliver the specification.• Ask questions before submitting – don’t be frightened. We do make

mistakes!• Added value – really consider this. These are your USPs.• Tender Training Support – no marks gained or lost for attendance• Interviews – your chance to shine. Not scored on presentation skills but

select the right person for the job.• Allow time for a final check through.• Critical friend to review submission. Two pairs of eyes are better than one,

but too many cooks spoil the broth.• We can’t score what you don’t say. Don’t assume anything.• Make it easy for us. Neat, orderly, legible.

8

What are we looking for?• That applicants understand the bid process and have met all

the requirements for submitting their bid correctly.• A financially viable applicant with a range of robust

appropriate policies in place.• That applicants have a clear understanding of the service we

wish to see delivered, and this is apparent in their submission. • High quality service provision.• Demonstrable ability to deliver what is required. Use of

appropriate examples. Strong references = track record.• Effective and reasonable use of public money and staff

resources.• An organisation we can have a constructive working

relationship with.

9

Contract Delivery• Check out any unclear issues at the start.• Any new developments that were required –start implementing

them immediately.• Stick to your timetable or project plan – remember you were

chosen on your submission so work to it.• Prepare for and attend any required monitoring meetings.• Pro-actively produce monitoring data – don’t wait to be chased

for it.• Maintain a regular and positive relationship – engage.• Outcomes/impact/benefits – whatever you call them – be

prepared to evidence them. Its your security.• Be prepared to be flexible – we can’t see the future.