Provider PreTender Workshop
Kindle Centre, Hereford
12 Sept 13
Wayne Welsby
Head of Commercial Services
Agenda
–
–
–
–
Introduction
Consultation Feedback
Programme Scope & Services
Tender programme timescales
* Break*
– eMarketplace – options
– How to Tender guidance
– AOB
Important Information
• Important Info
– https://www.herefordshire.gov.uk/businessopps
– Now includes Networking community webpages
– Proactis Portal https://tenders.herefordshire.gov.uk
Commissioning Principles
• Broadly looking at framework approaches
• User and Carer experience and involvement
• Proportionate tendering exercises and qualification criteria dependent on
complexity
• Safeguarding and Quality
• Outcome based with a strong focus on enablement
• Supplier Diversity and Support Local Economy where we can
• Promote Choice and Control – range of access for Personal Budgets
• Encourage partnerships and joint ventures to maximise benefits of volume
linked price reductions and capability of market
• Flexible contracting
Joanne Parkes-Newton
Interim Procurement Manager
NSI & Home and Community
Care Market Engagement
Feedback
Breakdown of Organisation Types Submitting Questionnaires
2
SME - 8
2
Charity - 5
8
Social
Enterprise - 3
3
Voluntary - 2
Large - 2
5
Annual Turnover
3
8
Up to £750,000
2
Up to £1.5 million
UP 2.25 million
2
5
Above 2.25 million
Not Stated
Postcode from which the services would most likely be
provided.
7
Hereford Based - 13
Non Hereford Based - 7
13
Have you tendered for public sector opportunities
before?
4
Yes - 16
No - 4
16
Do you currently provide or have you previously
provided ...
6
Yes - 14
No - 6
14
Expressions of Interest Stated
3
4
APS - 4
9
9
DAY OPPS - 9
HOMECARE - 11
ICES - 1
NORFOLK HOUSE - 5
5
11
1
REABLEMENT - 9
Comments on Tendering Process
Lack of timely / full service information…
11
Unrealistic timescales
8
Lack Transparency in tender questions /…
7
Slowness in responding to Clarifications
6
Insufficient details of commissioning strategy /…
6
Inflexible specifications which stifle innovation
4
Unrealistic word counts
4
Exclusion of SMES through packaging of lots /…
4
Changes to specifications during tendering
3
Time to form / faciliation of formation of…
3
No Proactis Training
2
Not possible to put questions directly to officers
1
0
2
4
6
8
10
12
What the Council Will Do
•Whilst the timescales for tendering are tight, (when relevant) the
council will seek to time the procurements in a programme which
maximises the preparation and tendering time available for bidders, to
allow for such factors as the formation of consortia.
•Design services so that the largest range of potential providers are
able to compete.
•Tenders will be provided in a Microsoft format and no hard copies of
responses will be requested.
•Information requirements will seek to be minimised e.g. copy of
insurance certificates required prior to contract award only.
•Moving towards outcome focused specifications wherever possible
and to allow for innovation.
What the Council Will Do
• Sufficient flexibility will be built into contracts, in order to more easily
cope with any changing requirements.
• As far as is possible, visibility will be given of the council’s long term
strategic commissioning approach to assist bidders in tailoring their
approach.
• Transparency will be improved to support bidders in the completion
of a compliant tender which showcases their capabilities.
• Specific marking guidance will be provided for each question, with
the key points to be addressed highlighted.
What the Council Will Do
• Maximum word counts of between 500 and 1500 words will be
adopted for answers; length being dependent upon the question
complexity. PQQ question length will be restricted to a maximum of
750-1000 words.
• There will be a deadline by which clarification questions must be
received from bidders. The council will also publish all answers to
clarification questions by a set date, no later than 6 calendar days
before the closing date.
• The council will also be flexible in accepting non-material enquiries
by telephone.
Amy Pitt
Commissioning Officer
Services
Integrated Community Equipment Store (ICES)
Aids and equipment to help people remain at home
Strategy to outsource the existing service to a single provider.
Reablement
Short term 6 week support service to provide individuals with skills for daily
living to enable them to live more independently.
Strategy to outsource the service
Sensory Impairment resources
Dedicated support service to people with a sensory impairment.
Currently consulting with Service User groups on the proposed scope of the service.
Strategy to outsource the service to a single provider.
Services
Home & Community Services
Dom Care + others
Market consultation to commence tomorrow! Consisting of:
• opportunity to comment on a fixed price approach and providing data to enable
the Council to put forward a fixed price;
• to comment of the commissioning options under consideration including
whether to zone provision;
• specification
• and approach to work allocation.
Norfolk House
Care and support service for the tenants within the scheme.
Currently consulting with Service User group on the proposed scope of the service.
Current thinking is to outsource the service to a single provider.
Services
Shared Lives Scheme and Homeshare
Formerly known as Adults Placement Scheme, the function is to support the ‘carers’
who deliver the service and enabling homeowners to have a ‘homesharer’ living
with them with no support.
Strategy to outsource the service to a single provider.
Day Opportunities
Wide mix of services to support vulnerable people.
Service User eligibility will be subject to ‘substantial and critical need’.
Strategy currently being confirmed, subject to consultation with Service User
groups.
Further workshop scheduled for next week 19th Sept – 5.30pm till 6.30pm at Town
Hall
Joanne Parkes-Newton
Interim Procurement Manager
Projected Start & Award Dates
Likely
Process
START DATE
AWARD DATE
Open
11th Oct 2013
24th Dec 2013
Restricted
20th Sept 2013
31st Jan 2014
Norfolk House
Open
11th Oct 2013
24th Dec 2013
Adult Placement Scheme
Open
11th Oct 2013
24th Dec 2013
Home & Community Services
Open
25th Oct 2013
29th Jan 2014
Day Opportunities
Open
25th Oct 2013
TBC
Sensory Impairment
Open
22nd Nov 2013
7th Feb 2014
PROCUREMENT
ICES
Reablement
Evaluation Approach
Each question is weighted in terms of its importance to the Service.
Weighting range is 1 - 3: with ‘1’ being low; ‘2’ medium & ‘3’ high.
The weighting is multiplied by the marks awarded to the answer provided to
produce a score for the question.
Marks will be allocated to answers based on an evaluation of content against a
marking schema of 0 – 5: with ‘0’ being unsatisfactory & ‘5’ being excellent.
Each question will have a number of key points which should be addressed within
your answer. Answers will be limited to a word count. Any words submitted in
excess of the word count will not be evaluated.
Marks will be allocated based on
• whether the answer addresses all key points;
• how well commissioning objectives / outcomes are satisfied;
• the level of detail and examples provided;
• the quality of supporting evidence provided (e.g. by way of documents;
diagrams; charts etc. which are attached IN ADDITION to the evidence provided
within the answer.
CATEGORY
0
1
2
UNSATISFACTORY
POOR
PARTIAL
CONTRACT
OBJECTIVES /
REQUIREMENTS
Not addressed.
DETAIL /
EXAMPLES
COMPLIANCE / KEY
POINTS
COMPETEN
CY
No relevant /
unsatisfactory
level of detail.
Non - compliant.
Key points not
addressed.
Insufficient
evidence to
assess.
Insufficient
Non – compliant: key
relevant detail.
Major deficiencies and
points insufficiently
Some
Little
only minimally addresses
addressed. Little
supporting
evidence of
/ linked to the objectives
evidence of the ability to
evidence /
competency.
meet the Council’s
/ indicative requirements.
examples
needs.
provided.
Partial satisfaction of
some aspects /
deficiencies apparent.
Insufficient linkage to
objectives / indicative
requirements.
Contains some
relevant detail,
but
incomplete.
Some relevant
supporting
evidence /
examples.
Partial / qualified
compliance stated.
Some key points
unanswered.
Some
evidence of
competency.
3
4
5
CONTRACT OBJECTIVES /
CATEGORY
REQUIREMENTS
DETAIL /
EXAMPLES
COMPLIANCE / KEY
POINTS
COMPETE
NCY
Objectives / Requirements are
addressed and whilst fully linked
to the objectives / indicative
SATISFACTORY
requirements only basic detail
provided.
Complete but
basic. Sufficient
relevant
supporting
evidence /
examples
provided.
Compliance stated.
All key points addressed or in
the absence of this, if some
key points addressed to a
good or excellent level, then
this may equal satisfactory
evidence overall.
Sufficient
evidence of
competency
/ ability to
meet
Council’s
needs.
Compliance stated.
All key points addressed to a
good level of detail, or in the
absence of this, if some key
points addressed to an
excellent level, then this may
equal good evidence overall.
Good
evidence of
competency
/ ability to
meet
Council’s
needs.
Response fully addresses and is
Compliance stated.
linked with outstanding clarity to An excellent level All key points addressed to an
the objectives / indicative
of detail and
excellent level of detail, or in
requirements. Contains an
Council specific
the absence of this, if some
excellent level of Council specific
supporting
key points addressed to an
detail. Response enhances /
evidence /
outstanding level then this
adds substantial value / may
may equal excellent evidence
examples.
contain innovation.
overall.
Excellent
evidence of
competency
/ ability to
meet the
Council’s
needs.
GOOD
EXCELLENT
Response fully addresses and is
A good level of
linked with a good level of clarity detail and Council
to the objectives / indicative
specific
requirements. Contains a good
supporting
level of Council specific detail.
evidence /
Response adds value.
examples.
Break
Social Care eMarketplace
Wayne Welsby
Social Care eMarketplace
Current examples include options to:
• Inform service users and carers of available providers
• Provide location, available services and contact details of
providers
• Rate providers and see how others rate them
• Order and pay online for services and/or equipment
Subject to timing and demand, potential regional approach??
Social Care eMarketplace
eMarketplace – scalable functionality for Provider
and service users
Tier 0:
Tier 1:
Tier 2:
Tier 3:
Tier 4:
Provider web presence
Provider Directory with provider profile management
Provider Directory with Catalogue Functionality
Provider Directory with Catalogue Functionality (Payment
options within solution and advanced reporting)
Provider Directory with Catalogue Functionality (Payment
options, Advanced Reporting, Additional functionality)
Social Care eMarketplace
Discussion points
• Business & Client benefits
• Engagement and participation of Providers and Clients
• Required functionality
Paul Griffiths
pgriffiths@herefordshire.gov.uk
How to Tender
Wayne Welsby
Proposed Procurement Processes
• Procurements to be conducted by either a single stage (Open)
or a two stage (Restricted) process.
• Only Reablement procurements have been identified as using
the Restricted Process; all other procurements are envisaged
as using the Open Process
Proposed Procurement Processes
• Restricted process involves the completion of a PreQualification Questionnaire (PQQ) which will be scored by the
council. Only the highest scoring candidates being shortlisted
and invited to submit a tender for the services (likely shortlist
length of 5 – 8).
• Open Process involves submission of a selection questionnaire
at the same time as a tender for the services, however only
the tenders from candidates who meet all of the selection
criteria will be evaluated.
What is a PQQ?
• PQQ stands for “Pre-Qualification Questionnaire”.
• PQQ’s typically are the start of any public procurement process.
• The purpose of the PQQ is to enable the buyer to move from a long-list of
suppliers down to a short-list.
• In public sector this is done using an evaluation criteria which covers:
• Capability (experience).
• Capacity (volume/quantity).
• Economic and financial standing (solvency/integrity).
Where does the PQQ sit in the Tender process?
Specification
Advertise
PQQ
Tender
Award
Contract
• PQQ is the first evaluation point in the tender lifecycle.
• Questions asked at PQQ give the Council confidence that
organisations are suitably qualified for the opportunity and
subsequent round.
• PQQ’s are focus on organisational capability and historical
evidence.
What is asked for (1 of 2):
•
•
•
•
“BASIC DETAILS OF YOUR COMPANY”
– We want to know who we are dealing with e.g. company name, parent company
details, VAT registration.
“REFERENCES”
– Purchasers need to validate claims. References are a test of capability and capacity.
– Proof often sought from more than one client.
“INSURANCE”
– We seek (proportional) insurances for our protection should something go wrong.
“FINANCIAL INFORMATION”
– We need evidence of solvency and to evaluate financial risk including over reliance.
What is asked for (2 of 2)?
“EQUAL OPPORTUNITIES”, “ENVIRONMENTAL MANAGEMENT” AND
“QUALITY ASSURANCE”
• The Council operates these policies and it seeks to work with organisations sharing
same values and controls.
“HEALTH & SAFETY”, “EQUALITY & DIVERSITY”
• The Council complies with H&S and E&D legislation.
• Through its policies and procedures, it seeks to contract with organisations
matching its aspirations.
“BUSINESS AND COMPANY STANDING”
• These are statutory questions which all public bodies must ask.
• Public Services Contracts Regulations 1993 (www.legislation.gov.uk).
Future approach
• Aims to minimise resourcing requirements for providers and
evaluators
• Use existing accreditation standards where applicable – but not
mandatory!
• Identify min standards and best practice policy requirements
Financial Standing
New Approach, as used in used authorities including Birmingham,
Cambridge, etc.
• Replaces the historical requirement of assessing 3 years accounts
• Apply a more risk approach for assessing bids
• Enable providers to self populate spreadsheet
• User friendly approach with guidance attached
• Recognise voluntary, social enterprise orgs
Financial Standing – new model
Date of Financial Statements
Business Type
31/12/2011
Current
Year
Limited company (Ltd, Plc)
Contract Value:
£
120000
Current
Year
£
Prior
Year
£
Profit & Loss Account
(or Statement of Financial Activities)
Revenue
301000
299009
Gross Profit (if available)
60005
100001
Operating Profit (or Net Incoming Resources)
61662
50500
Interest Payable
12000
11000
Fixed Assets
750000
199000
Current Assets
105000
98000
Stock
12500
11000
Current Liabilities
98000
82000
505000
101000
Dividends (Owner Managed Businesses only)
0
0
Drawings (Partnerships & Sole Traders Only)
0
0
Balance Sheet
Long Term Liabilities
Other
Other requirements
• Insurance – commitment to provide required cover subject to contract
• Quality Management – accreditation or evidence of policy
• Business Continuity - accreditation or evidence of policy
• Equal Opps – compliance with min standards identified & additional
marks for ‘best practice’ criteria.
• H&S – accreditation with appropriate standards or evidence of policy
• Environmental - accreditation with appropriate standards or evidence
of policy
What is a Tender?
Specification
Advertise
PQQ
Tender
Award
Contract
• The tender is a formal document issued by the buying organisation which
sets out the detailed requirements of work to be done.
• Tenders are forward looking asking questions around how requirements
will be fulfilled.
• The objective of the tender is to identify a bidder with whom to contract.
Responding to Tenders
PLAN YOUR RESPONSE
• Early on thoroughly read tender documents (including T&C’s).
• If the tender is unclear, seek clarification.
• Know the tender timetable and deadlines.
• Plan for sub-contractor input to your tender response.
• Determine the evaluation methodology as early as possible.
• Know how to respond (labelling, formats, attachments and templates).
Responding to Tenders
PREPARE AND SUBMIT YOUR RESPONSE
• Tenders are evaluated based on content not ‘gloss’.
• Keep responses concise and to word limits where specified.
• Use affirmative language not conditional phrases (“subject to”, “however”,
“might” etc.).
• If you guaranteeing an aspect of delivery – clearly say so.
• Prepare your own checklist and tick-off what you have completed.
• Keep up-to-speed with buyer’s messages (e.g. tender amendments).
How Buyers Will Evaluate Bids
• Whilst a standard approach is followed to evaluate tenders, this will be adapted to meet the
needs of each procurement process. For this set of tenders:
• Tenders will be first checked to make sure that they are compliant.
• Compliant tenders will then be evaluated individually by specialists who will then meet to
agree a consensus score.
• There will be a scoring regime against which evaluators will mark tenders - this will be
shared with bidders.
• Tenders will be evaluated on a MEAT (Most Economically Advantageous Tender) basis
combining quality and price.
• Evaluator comments are captured throughout the process and bidders will be fully
debriefed on the reasons for the scores.
Public Services (Social Value) Act 2012
•
Seek to embed greater consideration of the social, economic and environmental
wellbeing of Herefordshire through our procurement activity.
•
Working with Bulmer Foundation to build on the good work of ‘Evaluate!’, evaluation
tool which has particular focus on Social Return on Investment.
Thank You
Questions?