Warwickshire Working Together - the County Council & Community And Voluntary Action

1. Warwickshire Working Together- the County Council & Community And Voluntary Action

2. Tender Training for Third Sector Providers Aim: To help Third Sector organisations to develop their understanding of public procurement processes, and how to compete for Council business.

3. Tender Training • Objective: • To explain • the Council’s own procurement rules • (Contract Standing Orders) • the different processes that apply to letting • contracts, depending upon their total value • the Pre Qualification Questionnaire (PQQ) • evaluation criteria and scoring mechanisms • invitations to tender (ITT) • EU rules • where our contracts are advertised

4. Tender Training WCC Procurement rules (CSOs) Total Contract Value = annual cost x number of years • Less than £2000 1 quote • £2000 to £10,000 2 written quotes • £10,000 to £30,000 3 written quotes • Over £30,000 Tender • Over £156,442 (goods & services) or £ 3,927,260 (works) Tender - EU rules

5. Tender Training • 1 stage process (EU Open Procedure) A single process requiring you to submit your organisation’s information, at the same time as your bid to meet the contract specification. • 2 stage (EU Restricted Procedure) 1st stage Bidders short-listed using PQQ 2nd stage Short-listed bidders are invited to submit bid to meet contract specification • See also EU Negotiated & Competitive procedures

6. Tender Training – to bid or not to bid ? • Is the contract right for you, does it fit with your own business plans and objectives? • Do you have the: • technical ability? • relevant experience or transferable skills? • financial and other capacity, (or could put it in place if you won the business)? • Have you got sufficient time to prepare a good bid before closing date? • Can you be ready to deliver on the start date?

7. Tender Training – the PQQQuestions • S1, 2 & 3 are often for information only - company name, address, legal status, ownership etc • S4 Compliance with contract regulations – mandatory Pass/Fail All other Sections are Scored, or can be Pass/Fail • S5 Finances • S6 Insurance • S7 Resources, employees/sub contractors, training • Policies etc - S8 Quality, 9 Business Continuity, 10 Environment, 11 Equality & Diversity, 12 Health & Safety, 13 Experience

8. Tender Training – PQQ& ITT scoring and weighting • Contracts awarded on Price or MEAT/VFM • Scores & weightings are published • Vary from question to question & contract to contract • Pass/Fail score means you can Fail a tender by your response to the question • High score = more important • High weighting = more important • But PQQs & ITTs can win by small margins

9. Tender Training – the PQQ • Read the Instructions • Read the Questions • Answer all questions. No answer = no score • Some questions are Pass/Fail, others are scored and weighted • Pass/Fail not answered = non-compliant = OUT • Sign the form – if 2 signatures are required it should be 2 different people • Return by the deadline – check date & TIME

10. Tender Training – PQQ & ITT • Clarification requests - ask the obvious and the not so obvious, watch the deadline Q: Please clarify how detailed the environmental policy needs to be taking into account the size of small voluntary organisations A: An environmental policy should be relevant and proportionate, having regard to your business activities and the size of your organisation. It should address all or some of (but not limited to): climate change; carbon emissions; transport; waste/recycling; use of resources eg water, energy, raw materials, consumables; and biodiversity

11. Tender TrainingEvaluating a PQQ A PQQ for Short Breaks for Young Carers (completed by your colleague) • Read the Instructions • Check and score the answers • Discuss the outcome

12. Tender Training – 10 Top Tips • Read all documents and instructions first • Enclose all documents required • Answer every question – no blanks • If in doubt, ask clarification questions • Answer the question being asked • Check spelling, grammar and contents • Include hard & electronic copies if required • Submit before deadline, don’t leave it til the last minute • Be available for presentations • Ask for Feedback

13. Tender Training – EU Rules EU rules apply to Part A Services and may be followed as Best Practice for Part B Services • Part A Services (much abbreviated): Maintenance & repair of vehicles; transport by land (excl rail) and air; financial; computer; R&D; accounting; market research; management consultancy; architectural; advertising; building cleaning & property management; publishing & printing; sewerage & refuse disposal • Part B Services(much abbreviated): Hotel & restaurant; transport by rail & water; legal; personnel placement & supply; investigation & security; education; health & social; recreation, cultural & sporting, other

14. Tender Training – EU Rules Usual Timescales • Open procedure 52 days between advert and the closing date for tenders (36 days with PIN) • Restricted procedure: 37 days between advert and closing date for PQQ 40 days from ITT to receipt of bids (36 days with PIN)

15. Tender Training – EU Rules • Tenders must be fair, transparent, and non-discriminatory • Successful and unsuccessful suppliers must be notified at same time • 15 days ‘Alcatel’ standstill period applies • Debrief requests received within 2 days of contract award notification, must be completed within Alcatel period • Contract Award notice must be published in OJEU within 48 days of contract award (but may not be published for Part B Service)

16. Tender Training - Frameworks • Can be framework of 1, or 3 or more suppliers • Appointed through 1 or 2 stage process (EU or non EU) • Can be priced or prices can be agreed through a mini competition • No guarantee of business

17. Tender Training – EU Rules Competitive Negotiated procedure (rare) Used in exceptional circumstances, where there is a sole supplier or the specification can only be determined by negotiation with supply market • Without OJEU notice. Negotiate with a chosen supplier • With OJEU notice. Staged negotiations reduce number of bidders • Explicit rules on post tender discussion • Award must be MEAT

18. Tender Training – EU Rules Competitive Dialogue procedure • Used for more complex contracts • OJEU Contract Notice • Supplier selection (PQQ) • Negotiate to develop specification • Chosen companies invited to tender • No discussion after ITT is issued • Clarification allowed • Award based on MEAT

19. Tender Training – EU Rules Remember • Part B Services are exempt from EU rules, but EU rules may be followed as Best Practice, especially for larger contracts. • EU public procurement regulations change all the time.

20. Tender Training Where is our business advertised? • www.warwickshire.gov.uk/procurement • www.espo.org • www.supply2.gov.uk • www.ted.europa.eu • www.in-tend.co.uk

21. Tender Training – electronic tendering • Electronic procurement portal • Register with www.in-tend.co.uk • Not all tenders will be conducted this way • Documents can be uploaded, saved, amended and re-used – but be careful!

23. Tender Training – the Test Outcomes - Do delegates: • have more knowledge of the rules applying to the Council's procurement processes – including EU rules? • have better understanding of scoring and weighting mechanisms? • improved knowledge of how to complete Pre Qualification Questionnaires and Invitations to Tender? • know where to find our adverts?

24. Tender Training Feedback • Good points • Bad points • What do you want more of? • What do you want less of? • Any other feedback? janetchapman@warwickshire.gov.uk