Procurement Workshop
27th June 2012
Alison Riley
Senior Procurement Officer
The Public Procurement Process
Alison Riley
Senior Procurement Officer
The Public Procurement Process
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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
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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
Works
£173,934
£4,348,350
(Aggregated over 4 years)
Hampshire County Council
Contract Standing Orders
Available at www/hants.gov.uk/procurement
Existing Contract or Framework
Up to £24,999
£25,000 to £99,999
£100,000 & over
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3 written quotations
3 Tenders
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
Exit &
termination
Manage contract
performance
Define &
review need
Develop
specification
Planning
Implement
Determine
procurement
strategy
Manage
implementation
and transition
Invite
Enquiry
Contract
Award
Pre-Qualify
Suppliers
Evaluation
Issue Invitation
to Tender
Common Procurement Procedures
Below EU Threshold
Above EU Threshold
One Stage Process
EU ‘Open Procedure’
Two Stage Process
EU ‘Restricted
Procedure’
Tendering Procedures
One Stage Process
1. Develop specification and
evaluation criteria
2. Advertise
3. Provide all expressions of
interests with copy of ITT
4. Receive tenders
5. Evaluate tenders
6. Standstill period
7. Award contract
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Two Stage Process
1. Develop specification and
evaluation criteria
2. Advertise
3. Provide all expressions of
interests with copy of PQQ
4. Receive completed PQQs
5. Evaluate and select a short-list
6. Send ITT to short-list
7. Receive tenders
8. Evaluate tenders
9. Standstill period
10. Award contract
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Questions?
Business Opportunities
Alison Riley
Senior Procurement Officer
How much does Hampshire County
Council spend?
£600m per annum
Goods, Works and Services
Hampshire County Council
Where We Spend?
Hampshire
South East
Region
2007/08
2008/09
2009/10
54%
55%
55%
(£310m)
(£335m)
(£352m)
71%
75%
74%
(£408m)
(£457m)
(£474m)
Public Sector Procurement (OJEU)
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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 Requirements
for 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
NHS Supply Chain
www.supplychain.nhs.uk
www.contracts.mod.uk
Compete For
www.competefor.com
London 2012
www.london2012.com/businessnetwork
‘Current Opportunities / Future Opportunities
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 Tender
Tips & Pitfalls
Alison Riley
Senior Procurement Officer
Successful Tendering
What we look for
• A complete tender submission (all documents)
• Received by the deadline
• No qualifications to stated Terms & Conditions
Successful Tendering
What 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 Tendering
Basic 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 Tendering
Approach
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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)
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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 Tendering
Check List
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Check the Instructions
Answered all sections
Evidence
Clarification
Pricing
Timescales
Signatures
Successful Tendering
Key Messages
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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 Tendering
Pitfalls & Common Mistakes
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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