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The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Procurement process & support for Victims’ Services
in Lincolnshire
Procurement Workshop
26th June 2014
1
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
What will we cover?
Session 1 Introduction
Session 2 E U Procurement Process
Session 3 The Process that we will Follow
Open Floor Questions
Tea & Coffee
2
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Introduction
Procurement Workshop
26th June 2014
3
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Who am I & What do I do?
My name is Robert Cobb
Interim Head of Procurement (Lisa Norton)
In Post until Spring of 2015.
Will manage the procurement process for
Victim Support Services to completion.
Employed by G4S Care & Justice.
I have overall responsibility for all major
purchases above £25,000.00 on behalf of
Lincolnshire Police.4
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Why are we here?
<£1m of outsourced services to be
commissioned over the next 2 years.
Full E U Tender process.
Awareness of knowledge gap.
Supporting the SME & Micro communities.
Essential that those who want to bid are
confident in being able to do so.
Equal Opportunity for all.
5
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
House Rules
Rule 1. There is no such thing as a silly
question.
Rule 2. If you do not understand what I am
talking about it is MY FAULT not yours. Stop
Me.
Rule 3. No Company, Organisation or charity is
too small to be part of this process.
Rule 4. Informal session, It is your session.
6
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI7
So what is this Procurement Malarkey?
• It is NOT just purchasing.
• Yes, It is about price but
it is also about Quality
and Ability to supply
• Covers the whole
Procurement Cycle from
Inception of Need to End
of use of the asset.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
What is Tendering
Tendering is the process of making a legally
binding contractual offer, (bid) in response to
an invitation or request for tender.
It is normally time bound for a specific period
It will have a definitive closing date for bids to
be received.
Bids are provided in confidence and
undisclosed until the close time when no
further bids can be accepted. 8
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
What is Tendering
It is a firm offer.
It will be evaluated against the pre set criteria
only
Carried out by a pre appointed evaluation
panel
It is open and transparent, free from Bias or
favour
Cannot be withdrawn after acceptance
without invoking breach of contract. Can be awarded to single or multiple Bidders.
9
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI10
So what is E Tendering?
• Exactly the same process but conducted via
a specialist piece of software.
• A number of different packages available aimed at specific sectors (Blue Light)
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI11
So what is E Tendering?
• Stops Endless piles of paper.
• Saves Time & Money.
• Ensures Fairness, Openness and
transparency.
• Easy to use for both parties.
• Facilitates full E U Compliance.
• Manages the procurement Cycle from
Expression of interest to offer and award.
• Secure management of Data.
• Fully Auditable.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Do’s and Don’ts of Tendering
Do be Honest in your answers. Dishonesty will
automatically void your response.
Do have a Plan with a time table.
Do read ALL the documents and follow the
instructions.
If in doubt, ASK. Do not assume.
Do not leave it to the last minute. It shows.
Upload in plenty of time.
12
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Do’s and Don’ts of Tendering
Don’t use Acronyms. You may know but we do
not.
Don’t change the documents.
Don’t send things that we have not asked for.
Don’t question staff outside the audit trail.
Don’t be impatient. The process takes time.
Never, ever disclose your bid to others.
13
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
E U Procurement Regulations & Process
Procurement Workshop
26th June 2014
14
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Origin of the E U Public Procurement Regulations
The Official Journal of the European Union
First thoughts of E U principles came into
existence back in 1962 in its earliest forms.
Various guises until we reach the current
legislation. (Statutory Instrument 2006 No. 5) The Public Contracts Regulations 2006
The term 'Journal' is misleading, as production
of the hard copy version ceased in 1997, and
can now be accessed online via Tenders
Direct – TED.15
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Origin of the E U Public Procurement Regulations
Undertaking a major review in 2014
Aimed at assisting SME and ensuring inclusion
Reducing Time scales and mandatory periods
Four main Procurement Models
Open
Restricted
Competitive Dialogue
Negotiated
16
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Legislation
17
European Legislation UK Implementation
Public Contracts Directive 2014/24/EU Procedures for the award of public works contracts, public supply contracts and public service contracts.
Statutory Instrument 2006 No. 5 The Public Contracts Regulations 2006 (see amendments below)
Scottish Statutory Instrument 2012 No. 88The Public Contracts (Scotland) Regulations 2012.
Directive 2007/66/EC Remedies DirectiveAmends the existing Remedies Directives (89/665/EEC and 92/13/EEC) to improve the effectiveness of review procedures concerning the award of public contracts
The Public Contracts (Amendment) Regulations 2009
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Current E U Thresholds.
18
SUPPLIES SERVICES WORKS
Entities listed in Schedule 1
£111,676(€134,000)
£111,6762
(€134,000)
£4,322,0123
(€5,186,000)
Other public sector contracting authorities
£172,514(€207,000)
£172,514(€207,000)
£4,322,0123
(€5,186,000)
Indicative Notices £625,050(€750,000)
£625,050(€750,000)
£4,322,012(€5,186,000)
Small lots £66,672(€80,000)
£66,672(€80,000)
£833,400(€1,000,000)
PUBLIC CONTRACTS REGULATIONS 2006 - FROM 1 JANUARY 2014
NB. These are contract values rather than annual values
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Benefits of the E U Procurement Regs.
19
Promotes competition
Generates VFM
Ensures openness and transparency
Promotes fairness and professionalism
Enabler of SME Sector
Generates contractual commitment
Fully auditable
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Legal Compliance, Who needs to Comply.
20
Any Public Authority - Not the supplier.
Regulation 3 provides a non-exhaustive list
of contracting authorities which are subject
to the application of the regulations. Public Authorities
Utilities
Charities
‘A body governed by public law’.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
What Happens if we Don’t Comply
21
Failure to comply with the EU rules could result
in;
The risk of a legal challenge by suppliers.
They must show that they have suffered loss
as a result of the breach.
The UK can be challenged by the Commission
in the Court of Justice of the European Union.
Contract is set aside.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The Process
Procurement Workshop
26th June 2014
22
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Provisional Time Table
23
Open Process General Information Day 0 17 June 2014Procurement Bidders Day 0 26 June 2014Prepare Scope of Tender Specification 75 09 September 2014Finalise specification & sign off 10 19 September 2014Prepare Tender Documents 3 22 September 2014Issue Contract Notice 5 27 September 2014Closure of clarification period 35 01 November 2014Mandatory period 21 22 November 2014Tender Closes, open and structure 1 23 November 2014Evaluationm period 30 23 December 2014Supplier Clarfication meetings 10 02 January 2015Issue intent to award 7 09 January 201510 Day mandatory period 11 20 January 2015Prepare Contracts Docs (Inc Timeframe above) 0 20 January 2015Issue Contracty Documents 3 23 January 2015Issue OJEU Award notices 7 30 January 2015Phase in period. 60 31 March 2015Contract Start date 1 01 April 2015
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Communication
24
Open Communication from the start.
Equal opportunity for all, including today.
Reluctant to engage in 1 – 1 from here in.
Communication instruction within Tender
Docs.
Officially Closes on issue of Tender Docs
Internal Question Process for auditable
process
Q & A sheet ensures - Reply to all
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
What can we Discuss
25
Will answer process questions such as: “How Do I” “Where is” “What does ? Mean”
Will not answer individual questions that directly or indirectly reflect how your bid is to be Formulated: “How Much should I put for x”
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The Process
26
The Following is a step by step advisory process of what we will be doing.
We will be using a fully electronic e tendering
system.
Step 1 - Register your organisation with the
on-line tendering system.
https://ukstage.eu-supply.com/
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI27
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI28
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI29
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI30
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The Process
31
Once you have registered your organisation,
that’s all you need for now.
We will then upload all the tender documents.
You will receive an automated e mail to inform
you that they are there.
You then have access to the documents which
you will be able to down load.
You then work on these documents off line.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The Process
32
What documents will there be.1) Cover letter2) Instructions to tenderers3) Time table4) ITT text5) Scope of service requirements6) Tender evaluation criteria7) Schedule of rates8) Tender declaration – Form of tender.9) Terms & conditions of business
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The Process
33
Once you have downloaded the Documents,
there is a 35 day clarification process.
This is your time to ask questions
Ask a question by uploading it into the portal
This sends me an e mail with your question.
I respond in exactly the same way.
You then download the answer (Q & A Doc).
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The Process
34
All questions will be published to all along with
the answer but NOT THE REQUESTER.
Q & A Document will be held on the portal and
updated so regular review is required before
you ask.
Bidders must not e mail directly otherwise this
circumnavigates the audit process and
repeated action will void your bid.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The Process
35
On the given date the clarification period closes.
You can no longer ask questions although
outstanding questions will be answered.
It is now time for you to complete your
offering/bid.
Please refer to the check list that has been
issued. This will ensure that you have provided
EVERYTHING
Ensure you upload all you need in good time.
Systems do fall over with “SODS LAW”
regularity.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The Process
36
The closing date & time is FINAL and will not be
extended
No Further documents will be able to be uploaded once
this time passes, the system is locked.
There is no benefit in withholding until the last minute
as the system is locked and no one can see anything
until the allotted time.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The Process
37
The evaluation of all the bids received will be
carried out by those previously nominated and
no one else.
Your bid will be evaluated against the pre set
criteria that was stated in the tender only, no
other considerations will be taken into
account.
Further Clarification may be required. If this is
required, we may need to speak to you again
to fully understand what you are offering. This
is NOT negotiation.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The award
38
We will write to all bidders informing them of
our intent to award
whether they have been successful or a regret
letter if they have not. These are standard
letters and not bidder specific.
It will announce our intent to award it is NOT
as this stage a final agreement.
Subject to 10 calendar day standstill period.
Opportunity for legal challenge.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The award
39
Assuming no challenge, letters and contracts
will be confirmed after 10 calendar Days.
Award decision posted to OJEU to confirm
publicly who has been awarded the business.
Phase In period Begins.
Review meetings commence.
Feed Back to unsuccessful bidders is provided
If a challenge is made, All aspects of the
decision and process are stopped, until we
reach a solution.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Summary and Close.
40
Register your business on E U Supply.
No such thing as silly questions
Read the instructions and do what is asked.
Transparency, fairness and openness are
paramount.
Ask for help if needed
Feedback – please use post it on wall.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Tommy says,
41
OK man, I see now.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Questions.
42
QUESTIONS