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Corporate Procurement Lyn Hitchinson Procurement Manager

Corporate Procurement Lyn Hitchinson Procurement Manager. Council Re-structure. The Council is in the middle of large transformation programme. The Directorates have been re-organised into the following responsibilities: Chief Executive – Mary Harpley

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Corporate Procurement Lyn Hitchinson Procurement Manager

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  1. Corporate Procurement Lyn Hitchinson Procurement Manager

  2. Council Re-structure • The Council is in the middle of large transformation programme. • The Directorates have been re-organised into the following responsibilities: • Chief Executive – Mary Harpley • Children’s and Adults – Sherry Malik • Regeneration, Economic Development and Environment – Brendon Walsh • Corporate Resources – Anthony Kemp

  3. Supply Chain Management (1) The re-structure, involving the centralisation of the Corporate Resources directorate introduces Supply Chain Management. This combines the functions of Procurement and Contract Management into the one team. You may be dealing with different individuals within the Council in the future as these changes take place. Procurement is not just about buying something, it is the research of the requirement, understanding the market place, running a procurement exercise, putting a contract in place and the management of that contract thereafter.

  4. Supply Chain Management (2) We are likely to be moving individuals from their contract management and/or procurement functions within the departments and moving them into the centralised Supply Chain Management team. This will enable us to focus on getting the best out of our contracts. This will be very much a two way exchange. Good contract management is not about “beating up” the supplier!

  5. What we do in Procurement • The Corporate Procurement team provides support and guidance to the department’s commissioners to ensure: • Necessary internal approvals are obtained before commencement of a tender exercise; • Procurement Best Practice is followed; • Compliance of EU Regulations and Internal Regulations; • Value for Money is achieved through compliant procurement exercises.

  6. Adherence to Regulations Primary Regulations that we must understand and adhere to: • EU Regulations; (External link, or via the Council’s web page) • The Council’s Tender and Contracts Regulations 2012; (Contained within the Council’s Constitution, via the Council’s web page) • The Council’s Finance Regulations; (Contained within the Council’s Constitution, via the Council’s web page) • Other relevant Acts

  7. Annual Procurement Plan (APP) - 1 Published on the Council’s web page – advance warning of the Council’s requirements. All procurements greater than £30,000 must be on the APP. It is a rolling 12 month view of the Procurements that the Council may do in the next 12 months, and defines the level at which this procurement will be approved. Appendix A – Director only Appendix B – Director and Lead Member Appendix C – Full Cabinet

  8. Annual Procurement Plan (APP) - 2 Approved by Cabinet, and updated and amended on a quarterly basis. At this point we are not saying we will do the procurement. Departments still need to obtain the necessary approval to commence a procurement.

  9. What we must do for total spend less than £5,000 • Does not need to be on the Annual Procurement Plan (APP); • Must obtain Authority to Commence, (Director or someone with delegated authority); • No Competition required, but Responsible Officer is required to ensure best value; • Must obtain Authority to Award, (Director or someone with delegated authority); • A contract must be in place between the parties.

  10. What we must do for total spend £5,000 to £30,000 • MUST be on the Annual Procurement Plan (APP); • Must obtain Authority to Commence, (Director or someone with delegated authority); • Competition is required, must obtain at least three written quotes; • Must obtain Authority to Award, (Director or someone with delegated authority); • A contract must be in place between the parties.

  11. What we must do for total spend £30,000 to £173,934 • MUST be on the Annual Procurement Plan (APP); • Must obtain Authority to Commence, (at the level set by the APP, A, B or C); • Competition is required; • MUST advertise on the Council’s website and Supply4London; • Must obtain Authority to Award, (at the level set by the APP, A, B or C); • A contract must be in place between the parties.

  12. What we must do for total spend over £173,934 • MUST be on the Annual Procurement Plan (APP); • Must obtain Authority to Commence, (at the level set by the APP, A, B or C); • Competition is required; • Tender conducted in accordance with EU Regulations; • MUST advertise on the Council’s website and OJEU (Official Journal European Union); • Must obtain Authority to Award, (at the level set by the APP, A, B or C); • A contract must be in place between the parties.

  13. Responding to ITT’s Responding to PQQ’s/ITT’s • Please read the instructions carefully, particularly with regards to dates, and content format. • Late is late – Late PQQ’s and ITT’s will not accepted, return your bid early. • Use the clarification period to understand the Council’s requirements. • Answer ALL questions honestly, don’t assume the answer we are expecting, or the weighting placed upon it.

  14. Evaluating PQQ’s and ITT’s (1) • The scores and weightings for all questions will be published. • There are no sub-criteria. • This will enable you to focus your attention on the key requirements of the bid. • Scoring used: • 0 Absent • 1 Very weak – almost completely unacceptable • 2 Weak – well below expectations • 3 Poor – below expectations • 4 Slightly Below expectations • 5 Meet expectations • 6 Slightly exceeds expectations • 7 Good – above expectations • 8 Very good – well above expectations • 9 Outstanding • 10 Exceptional

  15. Evaluating PQQ’s and ITT’s (2) • Successful and unsuccessful letters will be sent to all evaluated bids. • These will contain your scores for quality and price. • The strengths and weaknesses of your bid against the winning bidder. • Hounslow is happy to provide additional feedback to help you understand how you can win future business.

  16. Contacting Procurement • Procurement Mail Box • procurement@hounslow.gov.uk • Children’s and Adults • Lyn Hitchinson – 020 8583 5942 • lyn.hitchinson@hounslow.gov.uk • Regeneration, Economic Development and Environment • Rani Jassar – 020 8583 6468 • rani.jassar@hounslow.gov.uk • Corporate Resources • Andy Gray – 020 8583 5770 • andy.gray@hounslow.gov.uk

  17. Contacting Procurement • The Council’s Constitution which includes the Council’s Tender and Contracts Regulations and Finance Regulations. • http://intranet.hounslow.gov.uk/index/c/constitution.htm

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