The one stop shop for local government procurement

EP

iCEffective Procurement in Cumbria E

PiC

The one stop shop for local government procurement

cumbria improvement and efficiency partnership

Supported by

How to do Business with the Local Authorities of Cumbria -

a Guide for Suppliers, Contractors & Service Providers

How to do Business with the Local Authorities of Cumbria - a Guide for Suppliers, Contractors & Service Providers

Contents

Page

AboutUs 3

OurPurpose 4

Procurement–Howitworksinthepublicsector 4

Whatisthefirststeptoofferingmyservices? 5

TheTenderProcess 7

TenderingTips 8

Policies&Procedures 9

CodeofConduct 10

TenderEvaluation 10

Whysuppliersfailtowinlocalauthoritytenders 11

Small&MediumEnterprisesandtheThirdSector1 11

SustainableProcurement 12

FrequentlyAskedQuestions(FAQ’s) 12

UsefulLinks 13

Contacts 14


About Us

EPiC(EffectiveProcurementinCumbria)isanestablishedcollaborativeprocurementarrangementacrosstheCumbrianauthorities,includingAllerdaleDistrictCouncil,BarrowBoroughCouncil,CarlisleCityCouncil,CopelandBoroughCouncil,CumbriaCountyCouncil,EdenDistrictCouncil,LakeDistrictNationalParkAuthorityandSouthLakelandDistrictCouncil.InOctober2010CumbriaConstabularyPoandNHSCumbriawillbejoiningEPiCforthefirsttimeinanattempttomakeprocurementmorejoinedupacrossthecounty.

ThroughEPiCmoreandmoreCumbrianlocalauthoritycontractsarebeingprocuredcollaboratively.Withcontinuingpressuretoimproveefficiencyandpromotevalueformoneyaswellasdeliveringimprovementsinourservicesinthepublicsector,thelong-termgoalistheestablishmentofasharedprocurementservicewhichprovidesanefficient,effectiveandsustainableservicewhichmeetstheneedsofourcommunities.

CollectivelytheCumbrianauthoritieshaveanannualprocurementspendinexcessof£300million,overhalfofwhichisspentlocally.Asignificantproportionofprocurementactivityisthroughjointtendersacrossthecounty,smallercontractsletbyindividualauthorities,orchannelledthroughnationalframeworks.

Obtainingvalueformoneyisanessentialrequirementforalllocalauthoritiesandonethatcannotbeachievedwithoutthesupportofsuppliers,placingsupplierengagementhighontheagenda.EPiCiscommittedtosupportinglocalbusinessesandorganisationssoiseagertoencourageparticipationbySmall&MediumEnterprises(SMEs),andthevoluntaryandcommunitysectors.Theaimistoworkwithsupplierstodelivercommunitybenefitsinawaythatisconsistentwithvalueformoneyandincompliancewithprocurementlaw.

Publicauthoritiesarealsocommittedtodeliveringsustainableoutcomesandfactoringsustainabilityconsiderationsintoeachprocurementexercisedemandingaconstantrequirementtoevaluatetheimpactuponcommunityobjectivesincluding;environmental,economic,socialandethicalfactors.

Thepurposeofthisguideistoprovideanupdateforbothexistingandpotentialsuppliers,subcontractorsandconsultantsonhowprocurementprocessesareevolvingacrosstheCounty.ItwillhopefullyproveausefulinductiontobiddingforCouncilcontractsbyprovidingsupportandguidanceonhowtofindopportunities,tenderforcontractsandworkwiththeeightCumbrianAuthorities.

Successofcoursecannotbeguaranteed;thatdependsonthequality,costandavailabilityoftheproductsandservices,aswellasthestandardoftheappropriatepoliciesandproceduresheldbythetenderingorganisation.However,theopportunityisthereforsupplierstoincreasetheirbusinessprofileandtobepartofavibrant,sustainablelocaleconomy,whichwillbebeneficialnotjusttotheorganisation,buttoCumbriaasawhole.

3


Our Purpose

Ourpurposeistoprovideexcellentprocurementwhichsecuresvalueformoney,facilitatessustainableoutcomesandwhichreflectsandmeetstheneedsofourstakeholders,includingthosewholiveandworkinthecounty.

Asunderstandingofhealthandpolicerelatedprocurementactivitygrows,moreinformationwillalsoformpartofthissuppliersguide.

AsEPiCdevelopssupplierswillbenefitfromconsistencyinpayments,documents,processandconsistentsupportandguidanceacrossthecounty.Meanwhile,workingcollaborativelywillleadtohighersavingsamongsttheCumbrianauthoritieswhilstutilisingaforumtosharebestpracticeandprocurementbasedexpertise;makingitawin-winforall.

Procurement – How it works in the public sector

Publicsectorprocurementmustcomplywithregulationsatalocal,nationalandEuropeanlevel,withthevaluethresholdofeachadvertisedcontractdictatingtheprocedureandtimeframeusedtoguidethetenderexercise.IfthetotalvalueofprocurementisoveracertainlimitthenthebusinessmustbetenderedforincompliancewiththeEUProcurementDirectivesandbeadvertisedthroughoutEuropeintheOfficialJournaloftheEuropeanUnion(OJEU).http://www.ojeu.eu

ThecurrentOJEUthresholds(revisedbi-annually)asofJanuary2010are:

• GoodsandServices£156,442• Works£3,927,260

TheEUlawsareinplacetoensurefair,non-discriminatory,professionalprocurementinthepublicsector,andthatallarrangementsareopenandtransparenttoinspection.

IfprocurementisbelowtheEUlimitsthenitissubjecttotheleadingauthority’sContractProcedureRules,whichagain,aswiththeEUdirectives,aretheretoensureanevenplayingfieldforall.Asapublicbodyitmustbeshownthatthesuccessfulbidderstenderwaschoseninanobjectivemanner,inaccordancewiththepublishedcriteriaandevidencetosupportthismustbeavailable.

CompetitioncannotbelimitedtoCumbrianorBritishorganisations.Inpractice,localcompanieshavewonoverhalfofcontractsadvertisedbylocalauthoritiesinCumbriathough,generallythelargerthecontractthegreaterthecompetitionfromfurtherafield.However,thelocalauthoritiesinCumbriarecognisetheimpactourprocurementhasonthelocaleconomyandwillworkwithintheprocurementrulestoencourageinvestmentinthecounty.

Cumbrian Authorities in no way bind themselves to accepting the lowest quotation as tender submissions will be evaluated on both cost and quality. The evaluation and award criteria will be specified in the tender documentation.

4


What is the first step to offering my services?

TheEPiCauthoritiesencouragecompetitionandwelcomebidsfromnewandestablishedsuppliers.IfanorganisationisinterestedinpursuingbusinesswithanyoftheCumbrianAuthoritiestheyshould:

Register on the Chest and Bluelight

ByworkingtogethertheauthoritiesacrossCumbriahaveeffectivelydevelopeda‘one-stopshop’tobidforworkandaremovingtowardsadvertisingallcontractopportunitiesontheNorthWeste-tenderingportal–The Chest ( www.thechest.nwce.gov.uk ).TheChestisusedbymostofthe41localauthoritiesintheregion.

AtpresentsixauthoritiesinCumbria(Allerdale,Barrow,Copeland,CumbriaCountyCouncil,LakeDistrictNationalParkandSouthLakelandDistrictCouncil)areadvertisingthroughtheportalregularly,withtheotherauthoritiescommittedtofollowingsuit.

CumbriaConstabularycurrentlyusestheBluelightEmergencyservicesEtenderingservicewww.bluelight.gov.uk.ThisissimilarsoftwaresystemtoTheChest,providedandsupportedbythesameorganisationwhichoperatesnationallyserving34PoliceForcesand19Fire&RescueServices.

AdditionallyintheNorthWestthePoliceForceshavecollaboratedtoprovideevenbetteraccesstotheiropportunitiesthroughtheNorthWestPoliceProcurementPortalwhichprovidescontactdetails,theirsupplierguide,standarddocumentation,commitmentstocorporatesocialresponsibilityanddiversityaswellasalsolistingcurrentandfutureopportunitiesintheNorthWest.NorthWestPoliceProcurementPortal

HealthauthoritiesintheUKareundergoingmassivechangeatthepointofrevisionofthisguideandthereforeinformationpertainingtotheiractivitywillbeincludedinalaterrefresh.

Ideallyinthefutureallcontractswouldbeadvertisedinoneplacemeaningsuppliersnolongerneedtohuntfortenderingopportunitiesequatingtoafairerandmoretransparentprocessfromthestart.Theresultwillbecontinuedimprovedefficiencyandcostreductionassociatedwiththeprocurementprocess,forboththeCouncilandthesuppliers.

Forsupplierstoopenuptheirsuppliesandservicestoawidermarket,andalsotomakesuretheyarealertedtoallrelevantopportunities,itisvitaltheyregisteronTheChest:

Supplierswillneedtoregisterseparatelyoneachsitebutregistrationisasimplefivestageprocesswhichshouldtakenolongerthan10-15minutesandiscompletelyfree.

Beforeregistrationitispossibletosearchforopportunitiesbutsuppliersmustregisterinordertotakepartinthetenderingprocess.Onceregisteredsupplierswillautomaticallyknowwhennewrelevanttenderopportunitiesareposted.Emailalertsnotifysuppliersofopportunitiesthatmatchtheircategoriesofinterestandgeographical/localauthorityareasofchoice.Thesecanbeasmanyorasfewasrequiredbutthebroaderthechoice,themorepotentialopportunitieswillariseandthosenotofinterestcansimplybedeleted.

Pleasenote:contractsadvertisedoneitherTheChestorBluelightcanonlyacceptbidssubmittedthesamemethodi.e.TheChestorBluelight.

Ifindoubtwhenusingthesystemsupportisprovidedviathehelpguidesandmanualsonthesitesand/orbytheserviceprovider,Due North (0845 2930459).

www.thechest.nwce.gov.ukandBluelightwww.bluelight.gov.uk

5


Access the Official Journal of the European Union

AsmentionedaboveforcontractsovertheEUthreshold,acontractnoticemustalsobeplacedintheOfficialJournaloftheEuropeanUnion(OJEU).CertainsocialcareandspecialistcontractsareexcludedfrombeingadvertisedinOJEUbutwillstillappearonTtheChest.

OJEUcontractsandinformationcanbeviewedathttp://www.ojeu.eu/

Search for Opportunities

CouncilsnotyetusingtheChestwillcontinueadvertisingontheirindividualwebsites(detailsatendofdocument),localandnationalpress,tradejournals,OGCBuyingSolutions,Supply2GovandContractsFinder• www.buyingsolutions.gov.uk/aboutus/

Supplierzone/ www.supply2gov.co.uk• www.contractsfinder.businesslink.gov.uk/

The Vault

ThisistheNorthWestContractsRegisterwhichsimilarlytotheChestishostedbyNWIEP.AllcurrentCumbrianauthoritycontractsarevisibleonthissitemeaningsupplierscancheckwhencontractsaredueforrenewalbyconsultingtheVault.ItcanbeaccessedthroughtheNWIEPwebsite–http://thevault.nwce.gov.uk

Itisalsoworthcheckingindividualcouncilswebsitesastheycanoftenbemoredetailedplustheywillhaveinformationonlowervaluecontractsfollowingtheintroductionoftherequirementonalllocalauthoritiestopublishspendtransactionsover£500inJanuary2011.

Apply to Join Select Lists (where applicable)

SelectlistsarealsousedbysomeoftheCumbrianauthoritiesforcertaincontracts.Contractorsrequestingtobeincludedonaselectlistwillonlybeconsideredwhenthelistsareadvertisedforrenewal–thismustbedoneeveryfouryears.

Thosewishingtoapplytobeplacedonaparticularlistshouldrespondtotheadvertisementwhichwillstatetherequirementsandrequestexpressionsofinterest.Framework Agreements

AllpublicauthoritiesareactivelyencouragedtouseFrameworkAgreementsorContractswheretheyexist.Thisiswhenanorganisationhascarriedoutatenderprocessdoingthefinancialandtechnicalappraisalsonsuppliersandagreeingtheterms,conditionsandpricingstructureofdeliveringspecificgoods,servicesoroutcomes.Attheoutsetthebiddingsupplierswillhaveanindicationofthepotentialvalueoftheagreement/contractandtheorganisationswhomaychoosetouseit.Theycanbenational,regionalorsubregionalandorganisationswillcheckthesefirstbeforecarryingoutanindividualprocurementprocess.Theycanalsoactasabenchmarktotestwhetheranauthorityhasachievedbestvalueinitsindividualprocurementprocessandasauthoritiesdonothavetoacceptanyofthebidsitreceives,theycanbestillusedasafallbackposition.

Theseframeworksaresometimesdescribedorknownasapprovedoraccreditedsuppliers’lists.

6


The Tender Process

AllEPiCauthoritiesstrivetoensurethatprocurementactivitiesarecharacterisedbyequality,integrityandtransparencywiththeprimeobjectiveofdeliveringvalueformoney.

Expressing An Interest

Advertisementsandcontractnoticeswillinvitesupplierstosubmitanexpressionofinterestforacontract.Onceexpressionsofinteresthavebeenreceivedsuppliersmayberequiredtoprovidesupportinginformation,eitherviaaPre-QualificationQuestionnaireorwithintheTenderpack.

Theamountofdocumentationtobecompletedwilldependontheprocessusedbytheauthority,thevalueandcomplexityofthetender/servicebeingprocuredandthepotentialsizeofthemarket.Thereareanumberofdifferentmethodsasshownbelow,thefirsttwobeingtheonesthataremostcommonlyused:

• Open Procedure – Thisallowssupplierstotenderwithoutpriorselection.OpenProcedurescanresultinahighvolumeofresponsesmeaningitusuallyusedwhenthesizeofthemarketisknown.isnotascommonlyusedastheRestrictedProcedure

• Restricted Procedure – Thisprocedureisatwostageprocess,wherethefirststageisusuallyintheformofaPre-QualificationQuestionnaire(PQQ).Supplierswillbeshortlistedtoreceivetendersoncetheyhavepassedthepre-selectioncriteria.SuppliersareselectedagainstthescoringofquestionsaskedwithinthePQQ.

• Negotiated – Thisprocedureisusedwhenthetermsofthecontractcanbenegotiatedwithoneormoreprovidersbutitwillstillbesubjectedtocompetition

• Negotiated Accelerated -Thisprocedureisliketheoneabovebutisusedwhenthereisanurgentrequirementasthetimescalesareshorter.

• Competitive Dialogue – Isusedtonegotiatethetermsofacontractwithoneormoresuppliersselectedbyit.Itisusedforcomplexcontractswheretheauthorityisnotobjectivelyabletodefinethetechnicalmeanscapableofsatisfyingitsneedsorobjectives,orspecifyeitherthelegalorfinancialmakeupofaproject.Asageneralruletheremustbeacallforcompetition.

• E-auctions - Alsoreferredtoasreverseauctionsinwhichsuppliersofferprogressivelylowerbidsinordertowinacontract.Theyareconductedonlineandallowbidderstoseethemostcompetitivebid,andtore-bidinresponse.Biddersareallpre-qualifiedandqualityscoresaretypicallybuiltintotheauctionprocessasbidweightings.Biddingmaylastafewminutes,ormanyhours

TimescalesvaryforeachprocessandaredependantonwhethertheEUthresholdisachieved.Thedatesareclearlypublishedwhenthecontractisadvertisedandmustbeadheredtobyboththecontractingauthorityandbidders.

ItisimportanttonotethateachindividualEPiCmemberhasitsowncontractprocedureruleswhichsetoutthechoicestheymustmakewhencarryingoutaprocurementactivity.Atthetimeofthisguidethereisavariationinpracticesoforapotentialsupplieritisworthfamiliarisingoneselfwiththese.Theycanbefoundonindividualmembers’websites.

Pre-Qualification Questionnaires (PPQ)

Duringatwostageprocesstheresponsesfromthecompletedquestionnairewillbeusedtoassesswhetherthesuppliercanmeettherequirementsforthatparticularcontract.Thetenderdocumentationisthensenttotheshortlistedsuppliers.

InasinglestageprocessthePQQissentwiththetenderdocumentsandisusedaspartofthetechnicalandfinancialappraisal.

7


Invitation to Tender

Ifyoureceiveaninvitationtotender,youarebeinginvitedtomakeanoffer.Withinthetenderpacktherewillbeasaminimum:

• aLetterofInvitationoutliningdetailsofallthedocumentsinthepackandtheclosingdateforreturnoftenders

• TermsofContract• Specification• PricingSchedule• EvaluationCriteriausedtojudgethe

responses

Specificrequirementswillapplytoindividualprocurementsaswillthelevelofdetailandinformationtobesupplied.

TheauthoritiesinvolvedinEPiCarekeentokeeptheinformationrequestedtotheminimumrequiredtoformallyevaluatesuppliersequitablyandfairly.Thetypeofinformationrequestedmayincludethefollowing:

• Companydetails• Financialinformation • Managementandbusinessstructure• Resourcesandstafftraining• Qualityassurance• Environmentalmatters• Insurancecover• Equality&Diversitypolicies• Health&Safetypractices• ExperienceandReferences

Supportingevidencemayberequestedwhereapplicable.Forcertainrequirementssupplierscouldbeaskedtoundertakeapresentation/interviewwithmembersoftheevaluationpanel.

Shouldthereeverbeanydoubtsorqueriesduringthetenderingprocess,suppliersshouldcontacttherelevantofficerandaskthequestion.Awrittencopyoftheresponseswillalsobesenttoanypotentialsuppliersparticipatinginthetenderprocess.Thisallowscompletetransparencyintwowaycommunicationsforclarificationwhileprotectingpartiesinvolvedfromaccusationsofcollusion.

Tendering Tips:

• Readthetenderspecificationandanybackgroundcontractinformationcarefullyandensurerequirementsarefullyunderstoodbeforecompletingthedocuments

• Confirmdeadlinesandmapoutatimetableforyourselftakingaccountofpotentialimpactonyourbusiness.

• Ensureyourtenderissubmittedontimeaslateonesareusuallydisqualified

• ProvidealltheinformationrequestedandenclosecopiesofanyPolicies/Accreditationapplicable

• Tailoryourreplytothespecification

• Emphasisethemostrelevantexperience

• Respondintherequiredformatandfollowthelayoutrequested

• Sticktowordlimits

• Answerallthequestionsinfull,beconcisebutrememberthatyouranswersneedtostandoutfromtherest

• Think“addedvalue”–whatcanyourcompanyofferinenvironmental,socialorcommunitybenefits

• Taketheevaluationcriteriaintoaccount

• Shouldtherebeanyqueriescontacttherelevantofficerandrequestclarificationwhereappropriate

• WhereacontractisprocuredviatheChestasimplequestionandanswerfunctionallowsyoutoraisequestions,withtheanswerthenbeingcopiedtoallinterestedparties

8


Policies & Procedures

AspartofthepublicsectortheEPiCauthoritieshavetocomplywithanumberoftheirownpoliciesandexpecttheirsupplierstosetsimilarstandards.Thereareseveralelementslikelytobetakenintoaccountduringevaluationthatsuppliersoughttoconsider:

Health & Safety

TheCumbrianAuthoritiesarecommittedtoensuringthehealth,safetyandwelfareofitsemployeesandthatofallothersaffectedbyitsundertakings.ContractstosupplygoodsorserviceswillonlybeawardedtocontractorswhocansatisfytheCouncilrequirementsintermsofresourcesrequiredandtheirhealthandsafetycompetence.Dependinguponthenatureofthegoodsorservices,organisationsmayberequiredtosubmitaHealth&SafetyPolicywhichreferstocurrentHealth&Safetylegislation.

Equality and Diversity

EPiCiscommittedtoworkingpositivelytopromotethevaluesofequalityanddiversityandreduceinequalityforallcustomersandemployees,eliminatingallformsofdiscrimination;promotingequalityofopportunity,goodcommunityrelationsandcommunitycohesion.Allformsofdiscrimination,onthegroundsofdisability,gender,age,ethnicorigin,religion,belief,culture,nationalityorsexualorientationareunacceptablewithinexistinglegislation.EPiCsupportstheprinciplesofEqualOpportunitiesEmploymentandwillensurethatnoemployeeorjobapplicantreceiveslessfavourabletreatmentongroundswhichareunlawfulorwhicharenotrelevanttotherequirementsoftheparticularjob.EPiCwillsupportthecreation,maintenanceandpromotionofaworkingenvironmentandcommunitywhereeveryopportunitytoreceivequalityserviceswhichmeettheneedsofallincludingdisability,gender,race,colour,ethnicorigin,religion,belief,culture,nationality,

nationaloriginageandsexualorientationoranyotherareaidentifiedbytheEuropeanConventionofHumanRights,istaken.

Weexpectouremployees,visitors,contractorsandsupplierstorespectandcomplywithgovernmentlegislationandpolicies,andallorganisationsorindividualsworkingonourbehalf,oranyotherorganisationorauthorityinCumbria,todemonstratethatallreasonablepracticablestepshavebeentakentopromoteandallowequalaccessandtreatmentinemploymentandservicesforall.

Environmental Responsibility

EPiCiscommittedtoprinciplesofsustainabilityandprotectionoftheenvironment.Sofarasreasonablypracticablethiswillbeachievedbyincludingenvironmentalconsiderationsinallprocurementprocessesandcontracts.Environmentalselectioncriteriaappropriatetothenatureofthecontractwillbeusedtofurtherourenvironmentalobjectives.TheCumbrianAuthoritiesexpecttheircontractorsandsupplierstomeetasimilarlevelofcommitmenttolookingaftertheenvironment.AstheGovernmentcreatesnewsustainabilitytargetsforLocalAuthoritiestoreach,thisisbecomingincreasinglyimportant.

Quality

Itisveryimportantthatsupplierscandemonstraterecognisedqualityprocedurestobeabletoensurethathighqualitygoodsandserviceswillbedeliveredandmaintained.ThisdoesnotmeanthatyoumustholdthequalitymanagementsystemISO9001butwedoneedtoknowhowqualityisembeddedacrossyourorganisationandhowyouexpecttomaintainorimproveagainstsuchpre-determinedstandards.

Freedom of Information Act 2000

Ifasupplierorcontractorconsidersthatanyinformationsuppliedtoanypublicbodyiseithercommerciallysensitiveorconfidentialinnature,thismustbehighlightedintheirtendersubmissionandthereasonsforitssensitivitygiven.

9


Code of Conduct

Eachlocalauthorityhasexpectedcodesofconductforbothelectedmembersandemployees.Inrelationtoprocurementthisisdesignedtomaintainafairandtransparentprocessresultinginunbiaseddecisions:

• Councillorsandemployeesmustdeclareanyrelationshipswithpotentialorexistingsuppliersassoonastheyareawareofthem.Suppliersmustsimilarlydeclareanysuchrelationships.

• Anyfinancialornon-financialintereststhatcouldbringaboutapotentialconflictwiththeCouncilmustbedeclared

• Theofferingorreceiptofgiftsandhospitalityduringanytender/procurementprocessisprohibitedandwillautomaticallydisqualifyyoufromtheindividualexerciseandfutureexercises.

Tender Evaluation

Returnedtenderswillbeopenedatthesametimeandevaluatedagainstpre-determinedcriteria.

Inanoccurrencewheresuppliersdon’tprovidealltheinformationrequested,orfailtosubmitthedocumentationwithplentyofroomtomeetthedateandtimespecified,theywillbeexcludedfromtheprocessattheleadauthority’sdiscretion.Onlywherethereissufficientevidenceofthetenderhasbeendispatchedintimetohavearrivedbeforethedeadlineorwhereexceptionalcircumstancesapply,andsubjecttoothertendersnotbeingopened,willalatetenderbeaccepted.Make sure your tender is submitted before the deadline!

Thecontractawarddecisionisbasedoncriterialaiddownpriortothetenderprocess.AllprocurementbyLocalAuthoritiesmustbebasedonValueforMoneymeaningthatduringtheevaluationfocuswillbeonhowthetenderingorganisationproposestodelivergoodsandservices(quality)andthewhole-lifecost(price).

Please note: contractsarenotawardedonpricealonebutwillreflectarangeoffactorsincludingdeliverability,sustainabilityandwholelifecosting.TheMEATacronymisoftenused-MostEconomicallyAdvantageousTender.

Theneedtoassesswhole-lifecostenablestheCounciltolookbeyondthecontractprice,andtoconsiderlongertermcostsandbenefits;includingthequalityofserviceprovided,ongoingcosts,theextenttowhichservicesdelivertheoutcomesrequiredandsustainabilityimpacts.Theweightingbetweenqualityandpricewilldependontheservicerequirement.

Bothsuccessfulandunsuccessfulsupplierswillbenotifiedinwritingviaofficialelectroniccommunication.WhenacontractawarddecisionhasbeenmadeforcontractsovertheOJEUthreshold,theEUregulationsrequirea10daystandstillperiod(knownasthe‘Alcatel’period)duringwhichtimefeedbackcanberequestedandpotentialawardschallenged.

Whatevertheoutcomeoftheindividualexercise,suppliersarerecommendedtoseekfeedbackonthestrengthsand/orweaknessesoftheirsubmission.Thisenablesthemtoconsiderimprovementsandstrengthentheirresponsesinthefuture.Beingunsuccessfulinonecontractbiddoesnotmeanbeingunsuccessfulinthefuture.

Please note:eachcontractisdealtwithonanindividualbasis.Bothsuccessfulandunsuccessfulsuppliersarenotautomaticallyconsideredforanyothercontract.

10


Why Suppliers Fail to Win Local Authority Contracts

• Tenderisreceivedaftertheclosingdateandtimeforsubmission

• Submissiondoesn’tcomplywiththeinstructionstotender

• Incompletedocumentation• Submissionhaslittlerelevancetothe

specification• Historyofpoorqualityperformance• Failingtoprovidesampleswhenrequested• Unabletodemonstratesufficientresources• Failingtosubmitthesolutionwhichprovides

thebestvalueformoneyagainsttheevaluationcriteria

• Insufficientexperienceinrelationtothegoodsorservicesrequired

• Submissiondoesnotdemonstratethenecessaryfinancialstability,technicalcapability,qualityinperformanceetc

• SuppliersdonotaccepttheattachedTerms&Conditions

Small and Medium Enterprises and the Third Sector

ForSmallandMediumEnterprises(SME’s)andThirdSectororganisationstocompeteinthemarketplacetheymustpreparethemselveslikeanyotherorganisationwishingtocompeteforbusiness.Thiswillrequirehavingclearbusinessplans,soundfinances,goodcontrolsovertheiractivities(suchasHealth&Safetyandotherlegalcompliance)aswellasthecapacitytodeliverservicesforwhichtheywishtotender.

Itisimportantthatanorganisationisrealisticaboutthesizeofcontracttheyarecapableoftakingon.TheCouncilwillnotawardindividualcontractsexceedingapercentageoftheorganisation’sannualturnoverasthiscancausecashflowdifficultieswherethebusinesshasinsufficientworkingcapitaltofinancetheproject.However,therearestillplentyofopportunitiesandwithmorejointcontractsarising;collaborationbetweensupplierstoaccesssuchcontractsiswelcomedandencouraged.

LocalorganisationsoftenhaveavestedinterestinthesuccessofCouncilcontractssincetheythemselvesarerate-payers,counciltaxpayersandarelikelytoberesidentsinthedistrict.AstheywillthereforeseektobeinnovativeintryingtodelivertheservicestheCouncilrequiresforitsresidents,contractswiththeseorganisationstendtobevaluedhighlybylocalauthorities.

CumbriaCountyCouncil,theHealthAuthoritiesandotherlocalauthoritiesinCumbriahavehadalocalThirdSectorCompactforfouryears.Thisisarelationshipframeworkwhichsetsoutexpectations,understandingandcommitmentsbetweenthecouncilandthethirdsector.Thereareanumberofdetailedcodesofpractice–funding&procurement,planning&consultation,equality&diversity,volunteeringanddisputeresolution.TheycanbeviewedatviathefollowinglinkCumbriaCompact-2006:CumbriaCountyCouncil

During2010acountywidestakeholdergrouphasbeenworkingonaCompactrefreshfollowinginlinewithmajorrevisionsthathaveemergednationallyfollowingnewpolicyimplementation.ThisiscurrentlyouttoconsultationwiththeupdatedCompactexpectedtorelaunchinApril2011.

11


Sustainable Procurement

Sustainabilityisnowamajordriverforthepublicsectorandtheenormityofthepartprocurementplaysinthiscannotbeunderestimated.

TheCumbrianauthoritiesareworkingtogethertoincorporatesustainabilityconsiderationsintotheircurrentprocurementpractices.Amongstothercriteriatenderswillnowbeevaluatedonsustainabilityimpactswhichincludeenvironmental,socialandeconomicfactors.

EPICiscommittedtoprotectionoftheenvironmentandstrengtheningthelocalcommunity,sociallyandeconomically.WeencouragethesamecommitmentfromallorganisationsandindividualswhoworkonbehalfoftheCouncil.

Organisationslookingtoimprovetheir‘green’credentialsshouldlooktotheCumbrianBusinessEnvironmentNetwork(CBEN)forafreeenvironmentalauditandtheopportunitytoworktowardsachievingbronze,silverandgoldawards.Bydemonstratingareductionintheirimpactonthelocalenvironment,supplierswouldstrengthentheirbidagainstthesustainabilitycriteriaduringevaluation.InvolvementinprogrammessuchasthisareencouragedbytheEPiCauthorities.www.cumbriaben.com

Frequently Asked Questions (FAQs)What types of goods and services might Cumbrian Authorities procure?TodeliveraneffectiveservicetothepeopleofCumbriatheneedsvarywidelyamongtheauthoritiesresultingindiverseopportunities;fromofficefurnituretowastecollectiontogiftsandbookstolandscapingworks.Withthisinmindsodothevalue/typeofcontractslet,keepingopportunitiesopentosuppliersofallshapesandsizes.

How do I know what opportunities might be coming up?Allmembershaveacontractregisterwhichshowswhatcontractstheyhave,withwhomandwhentheyexpire.Mostofthemshowthecurrentvalue.TheseareavailableviaTheVaultorontheindividualmembers’websites.Occasionallytheymaynotbecomprehensivelistssopleasedonothesitatetocontactthepublicsectorbodiesandaskquestions.

AdditionallypublicallyfundedandaccountableorganisationsalwayshaveastrategicplanwhichisoftenthenbrokendownintomorespecialistsareasforexampleCumbriaCountyCouncilhasacouncilplan,theAdultSocialCareServiceplanandunderthattheLearningDisabilityPartnershipCommissioningIntentionsPlan2010–2013.Checkwebsitesandifindoubtask.

Where can I obtain further information/advice outside the Council?ThereareseveralbusinesssupportagenciesaroundCumbriawhichwillbeabletoprovideimpartialadvicetailoredtoindividualneeds.Pleaseseelinkstosomeusefulsitesonpage15.

Where can I find out about new opportunities?TheCumbrianauthoritiesareworkingtowardsadvertisingallcontractsontheNorthWeste-tenderingportal–theChestwww.thechest.nwce.gov.uk.OpportunitiesmayalsostillbefoundintheOfficialJournaloftheEuropeanUnion,localandnationalpress,specialisttradejournalsandotherslistedabove.

12


Would I need any special licenses to provide works for the Council?AllprocurementdecisionsmustcomplywiththeCouncil’sownpoliciesandprocedures(listedabove).Health&Safety,EqualOpportunitiesandSustainabilityareallparticularlyimportantfactorstobeconsidered.Dependingonthecontract,specificpolicies,licensesandqualificationsmayberequiredbutthiswillbestatedintheevaluationcriteria.

Will my company’s tender submission be seen by/passed on to other suppliers?Notduringtheprocurementprocessasdetailsofeachsubmissionaretreatedasconfidential.Committeeandotherreportsregardinganawardrecommendationnormallykeepthenamesofsuppliersanonymous.However,thesuccessfulsupplierwillbeidentifiedandbecomeknowntoothersinthenormalcourseofevents.

If I seek clarification during the tender process what happens?Youwillreceiveawrittenresponseofwhichcopieswillbesenttoallotherparticipatingsuppliers.Thisensuresafairandtransparentprocesssoallsupplierscanbasetheirsubmissiononthesamelevelofinformation.

Why is there so much ‘red tape’ in tendering for public sector contracts?Localauthoritiesmustcomplywithlocal,nationalandEuropeanregulationsduringprocurementexercises.Thepublicsectoristheretoservethelocalcommunityandstrictproceduresareinplacetoprotectthemandensuretenderingorganisationsaretreatedwithfairconductatalltimes.

Useful Links

AnumberofwebsitesprovidepracticalinformationoneverythingfromEUprocurementtopublicsectortenderinginformation.Thelistbelowisbynomeanscomprehensiveorexhaustivebutcontactslinksyoumayfinduseful

www.thechest.nwce.gov.uk TheNorthweste-tenderingportal

http://thevault.nwce.gov.uk TheNorthwestContractsRegister

www.ojeu.eu TheOfficialJournaloftheEuropeanUnion

www.ogc.gov.ukTheGovernment’sprocurementwebsiteprovidedbytheOfficeforGovernmentCommerce

www.businesslink.org/northwest BusinessLinkprovideindependentandimpartialadviceandsupportforbothnewandexistingbusinesses

www.socialenterpriseincumbria.org CumbriaSocialEnterprisebringsPartnershipprovidesfreespecialistbusinesssupportandmentoring,trainingandnetworkingeventsandadvocatesonbehalfofthesocialenterpriseandcooperativesectorinCumbria

www.thirdsectorcumbria.org.uk CumbriaThirdSectorNetworkbringstogethertheThirdSectorinCumbriaprovidinggeneric&specialistsupport,adviceandnetworkingandadvocatesonbehalfofthesector

www.furnessenterprise.co.uk FurnessEnterpriseprovideatotalbusinesssupportservicetonewandexistingbusinesseswithintheBarrowinFurnesstraveltoworkarea

www.crea.co.uk CumbriaRuralEnterpriseAgencygivesbusinessandfarmsupportservicesforstartupandexistingbusinessesandfarmsinEdenandSouthLakeland.

www.wcda.co.ukWestCumbriaDevelopmentAgency’sroleistohelpcreatejobsintheWestCumbriabyhelpingnewbusinessesstartandgrow,byassistinglocalcompaniestoexpandandbyfacilitatinginwardinvestmentintothearea

13


Contacts

Ifyouwouldlikeanyfurtherinformationthenpleasecontacteither

Marie Hannah EPiC Project Administrator or Georgina Ternent EPiC Project OfficerTelephone 01228 227704 Email [email protected]

orwritetoConway Stewart, EPiC ChairStrategic & Commercial Procurement 5 Barras LaneDalstonCA5 7NY

EPiC Procurement Contacts

Allerdale Borough Council www.allerdale.gov.uk BarbaraWatson01900702521 [email protected]

Barrow Borough Councilwww.barrowbc.gov.ukRichardHennah01229876325rhennah@barrowbc.gov.uk

Carlisle City Councilwww.carlisle.gov.ukMalcolmMark01228817353malcolmma@carlisle.gov.ukwww.carlisle.gov.uk Copeland Borough Councilwww.copelandbc.gov.ukJoanneMakin01946598539joanne.makin@copeland.gov.uk

Eden District Councilwww.eden.gov.ukCliveHowey01768212213clive.howey@eden.gov.uk

South Lakeland District Councilwww.southlakeland.gov.ukGeorgeHolme01539717229g.holme@southlakeland.gov.uk

Cumbria County Councilwww.cumbria.gov.ukConwayStewart01228227672conway.stewart@cumbriacc.gov.uk

Lake District National Park Authority www.lakedistrict.gov.ukNeilSolender01539792899 [email protected]

Cumbria ConstabularyNorthWestPoliceProcurementPortalKarenCrump01768217050Karen.crump@cumbria.pnn.police.uk

Health contacts for Cumbria will be included in a later refresh

14


Documents

The one stop shop for local government procurement