5 th /10th February 2015
Serving the people of Cumbria

Mike Farren - Senior Procurement And
Contracts Manager in
Commissioning, Procurement and Contract
Management (CPCM)
Email mike.farren@cumbria.gov.uk
Serving the people of Cumbria

• Expenditure by local authorities is governed by EU Procurement
Directives as enforced by the Public Contracts Regulations
(2006).
This legislation sets out clear detailed procedures for the award of contracts whose value equals or exceeds specific thresholds. Contracts which fall below the EU financial thresholds must comply with the Council's own Contract
Procedure Rules which form part of the Constitution. These rules provide formal procedures for all contracting and tendering and regulate the processes used by the Council when seeking to procure goods, works and services.
Serving the people of Cumbria

Estimated Value / Amount
£0 - £50,000
£50,000 - £100,000
Exceeding £100,000 but less than EU
Threshold
Above EU Threshold
Supplies £173,394
Services -
£173,394
Works £4,348,350
Invitation Method
2 written quotations or existing framework
Minimum of 3 written quotations, sealed via The Chest or existing framework
Formal written tender via The Chest or existing framework
Formal written tender via Official Journal
Of European Union (OJEU), The Chest or existing framework
Due to change
– 2015
Serving the people of Cumbria

All procurements should be fair, open and transparent
• This is based on the European Union procurement rules, about not favouring or putting any potential supplier to a disadvantage.
All contracting authorities should be seen to be acting in a fair manner.
• “ ensure a degree of advertising and follow a procedure leading to the award of the contract which is sufficient to enable open and fair competition and meet the requirements of the principles of equal treatment, non discrimination and transparency .”.
Serving the people of Cumbria

• Home Care – Framework 1
• Night Services – Framework 1
• Supported Living - Fr 2
• Extra Care Housing Support – Fr 3
• Mental Health Active Rehabilitation and
Recovery Pathway – Fr 4
Serving the people of Cumbria

Serving the people of Cumbria

 Residential And Nursing Care – July 2015 ?
 Day Services – September 2015 ?
Serving the people of Cumbria

Serving the people of Cumbria

Open tender process (Single stage)
•All companies who express an interest will be invited to submit a tender. This is a single stage process This process would normally only be used where the known market place is limited. An open procedure can lead to literally hundreds of tenders being received
What will you receive in the Tender Pack ?
• ITT – Invitation To Tender – This will include some Legal jargon and clauses including
TUPE, timetable, award criteria and general instructions
• Questionnaire – This will be ONLINE and allow you to save in draft form. If applying for multiple Frameworks then The Chest will save your answers on ‘like for like’ questions.
• Certificate Of Non Collusion - To sign and return
• Form Of Tender – To sign and return
• Specification – For information
• Maps – Zoning for the different Frameworks
• Pricing Schedule – To be completed and returned
Serving the people of Cumbria

Serving the people of Cumbria

Transfer of Undertakings (Protection of
Employment) Regulations 2006
• Does TUPE apply ?
• TUPE During The Tender Process
Serving the people of Cumbria

Section Maximum
Total Score
Weighting
Organisation
Profile
Grounds For
Exclusion
For
Information
Pass / Fail P/F
Compliance /
Standards
Pass Fail
Technical
Capacity
Q1 100
Q2 400
0
P/F
Q1 10
Q2 40
Social Value 100
Totals 600
10
N/A
Provider A
Completed
Pass
Pass
Q1 80
Q2 200
100
380
Provider B
Clarification
Required
Pass
Pass
Q1 50
Q2 320
50
420
Serving the people of Cumbria

8
5
2
0
Scores
10
Assessment Interpretation
Excellent The approach has been tailored specifically to suit the contract’s objectives and the requirements of the specification, uses innovative approaches to deal comprehensively with the main management and service risks, and is likely to maximise performance and deliver continuous improvement.
Good
Acceptable
Weak
Fail
The approach demonstrates a good understanding of the contract’s objectives and the requirements of the specification. It deals fully with the main management and service risks and provides for delivering continuous improvement over the life of the contract.
The approach demonstrates an adequate understanding of the contract’s objectives and the requirements of the specification.
It covers the main management and service risks to an acceptable standard.
The approach meets the specification but fails to demonstrate an adequate understanding of the requirements of the specification.
The approach does not meet the requirements of the specification.
Serving the people of Cumbria

2
Criteria Ref
1
Maximum Score
QUALITY – 60%
• Safeguarding
• Method Statement
• Recruitment and Retention
• Contract Reporting
• Joint Working Arrangements and Governance
Total
600
100
250
50
50
150
PRICE – 40%



Urban
Rural
Extra Rural
400
100
100
200
Serving the people of Cumbria

• Very simply…An Excellent answer answers the question and then some.
• Think of it as a 3 stage process
1. How do you do it ? (How)
2. Why do you do it that way? (Impact)
3. What are the added value/innovation? (Outcomes)
Be clear and to the point !!!
Serving the people of Cumbria

1.
Start with the basics. The Evaluation panel may not know you so don’t presume they do.
2.
Use the word count allowance ! Expand and don’t rely on Yes/No or one sentence answers.
3. Too many words? Use bullet points ! Be clear, concise and cut out the waffle.
4. Ask someone to read your answers and offer advice.
5.
Look at the question, underline key words and think “how can I gain points over the competition?”
6.
Read the question and ask yourself “why are they asking that?”
Serving the people of Cumbria

• 1. TIME. Check the deadlines for requesting and then returning tender documents/completing online Questionnaire. Zero tolerance on late bids !!!
• 2. HELP. Don't be put off by tender documentation. Ask for help. Go to ‘Discussion’
Section on The Chest and submit your questions.
• 3. READ. Read the specification and other documentation carefully so that you fully understand what is required;
• 4. INTRODUCTION. Treat us aliens from the planet Zog !!!
• 5. INFORMATION. Ensure you supply all information requested and in the correct format. If you cannot supply all the information then send a clarification question via
‘Discussion’ on The Chest.
• 6. RELEVANCE. Do not include general publicity information with your tender unless you have been specifically asked to do so.
• 7. LOCALITY. Look at the question and think ‘as a local supplier, how can I gain points over the national competition?’
Serving the people of Cumbria

• 8. SCORING. Look at the points awarded to each question and answer accordingly.
• 9. EVALUATION. Check the criteria that will be used to evaluate the tender and ensure that your submission covers all necessary criteria adequately;
• 10. CLARITY. Be clear on the pricing model you are submitting and the assumptions you have made i.e. you can hold the price for required period.
• 11. ADDED VALUE. Consider what added value your company may offer e.g. environmental, social or community benefits;
• 12. EXPAND. Don’t rely on one sentence answers. Look at the scoring and expand including relevant information.
• 13. SIGN. Ensure you sign all documentation that it is necessary to sign and provide clear contact details;
• 14. DEBRIEF. If you are unsuccessful, you may ask for debrief in order to learn lessons for next time .
IF IN DOUBT ASK
Serving the people of Cumbria

Serving the people of Cumbria

Mike Farren - Senior Procurement And
Contracts Manager in
Commissioning, Procurement and Contract
Management (CPCM)
Email mike.farren@cumbria.gov.uk
Serving the people of Cumbria