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SME ACCESS to the Public Sector Market
Mary O Halloran Office of Government Procurement 16th September 2014
Topics covered
• 1. Changing Landscape of Public Procurement
• 2. Initiatives to promote SME access the public
procurement market
Overview of Annual Spend
• EU: €2.4 trillion
• UK: £240 billion
• All-island: €14 billion (ROI reducing, NI
stable)
Establishing the Office of Government Procurement: Vision and Mission
• To deliver sustainable procurement
savings for the tax payer by optimising value for money across the public service
• Everybody will have easy access to high
quality procurement services that they have confidence in and that procurement staff are proud to provide
An Overview of Procurement
Reform
Operating Model
Agenda
Progress Update
An Overview of Procurement
Reform
Operating Model
Agenda
Progress Update
• A key public service reform programme -‐ to reduce costs and achieve be4er value for money
through reform of public procurement • The Office of Government Procurement:
– launched in July 2013 – operates as an office of the Department of Public Expenditure and Reform, with its own Vote
– strong governance model • Savings target of €500m over 3 years
• Opera?on of the new model commened in 2014
Drivers of the Programme
• The current model is highly fragmented
• We have limited systems and data upon which to make decisions.
• Government strategy is to … – centralise procurement more, – enable consistency and standardisa?on of approach, – align policy with opera?ons, – professionalise and modernise public service procurement,
– deliver be4er value for the tax-‐payer, – deliver broader policy goals in a consistent fashion.
To deliver sustainable procurement savings for the tax payer by
optimising value for money across the public service.
Customers will have easy access to high quality procurement services that
they have confidence in and procurement staff are proud to provide.
Vision and Mission
An Overview of Procurement
Reform
Operating Model
Agenda
Progress Update
Common Policies Common Systems, Processes and Data
Management Common Governance
Office of Government Procuremen
t
Health
Defence
Education
Local Governme
nt
• The Public Service will speak with ‘one voice’ to the market • Common goods and services will be sourced from one office, formed
from resources who will come together from across the civil and public service.
• Health, Education, Local Government and Defence will each retain a single sector procurement function to procure sector-specific categories.
Operating Model
OGP Led Categories Professional Services
Facilities Management and Maintenance
Utilities
ICT and Office Equipment
Marketing, Print and Stationery
Travel and HR Services
Fleet and Plant
Managed Services
Sector Led Categories Local Government
Minor Building Works and Civils
Plant Hire
Health Medical Professional Services Medical and Diagnostic Equipment and Supplies
Medical, Surgical and Pharmaceutical Supplies
Defence Defence and Security
Education Veterinary and Agriculture
Laboratory, Diagnostics and Equipment
The New Model
60% of
spend
OGP Led Categories Sub-categories Professional Services Actuarial, Advisory, Architect, Audit, Banking, Communication, Creative Services,
Financial, Information Technology, Insurance, Legal, Public Relations, Quantity Surveying, Research, Temporary Staff/Contractors
Facilities Management, Maintenance Building Maintenance, Catering Equipment / Supplies and Services, Cleaning Equipment / Supplies and Services, Document Management, Fittings / Furnishings, Health and Safety, Laundry, Rental, Security, Sports Equipment, Uniforms / Clothing, Waste Management
Utilities Electricity, Gas, Fuels, Water ICT and Office Equipment Hardware, Software, Services, Telecoms – Data / Equipment / Mobile / Voice, Postage,
Couriers Marketing, Print and Stationery Advertising, Creative Media, Promotional Events, IT Consumables / Peripherals,
Marketing Printing, Office Printing, Office Supplies, Production Printing
Travel and HR Services Car Hire, Employee Assistance Programme, Health and Safety, Hotel / Meetings / Incentives / Conferences / Events, Pension, Recruitment, Travel Agency/Travel Services, Training, Transport–Air/Rail/Road
Fleet and Plant Equipment, Fuel, Maintenance, Other Plant (Lifter, Generator etc.), Vehicles Purchased, Vehicle Fit Out, Vehicle Rental/Leasing/Fleet Hire
Managed Services Outsourced Services
How Procurement is Changing
How Procurement is Changing Sector Led Categories Sub-categories Lead Sector Minor Building Works and Civils Building, Civil, Electrical, Materials, Mechanical,
Road Local Government
Plant Hire Plant / Equipment Hire (including Driver / Operator) Local Government
Medical Professional Services Carers (Disability Care, Senior Care), Care Services, Locums (Medical Professional)
Health (HSE)
Medical and Diagnostic Equipment and Supplies (including; Health Informatics)
Medical Equipment, Medical Diagnostic Equipment, Medical Diagnostic Services, Health Information Systems
Health (HSE)
Medical, Surgical and Pharmaceutical Supplies
Surgical Equipment and Supplies, Blood / Blood Products, Drugs and Medicines, Medical Gases
Health (HSE)
Laboratory, Diagnostics and Equipment (including; Health Informatics)
Laboratory Equipment, Laboratory Diagnostic Systems and Supplies
Education
Defence and Security Aircraft, Aircraft Maintenance Military Equipment, Military Equipment, Maintenance, Naval Vessels, Naval Vessels Maintenance, Ordinance Equipment, Other Military Supplies, Military Vehicles / Maintenance
Defence
Veterinary and Agriculture Livestock, Feed, Consumables, Equipment, Other, Services, Supplies, Veterinary
Education
• Objective is to deliver contracts that meet the needs of customer organisations and that deliver value for money for the tax-payer.
• Aim is not to homogenise everything the public sector buys.
_________________
• Role of Category Councils is decide the sourcing strategies for goods and services, taking into account customers’ requirements, market dynamics and the savings required.
• Each Council made up of members who are nominated by the Departments and Agencies that are the main users of the category.
Customer Needs & Category Councils
Customer Needs & Category Councils
Budgeting and
Planning
Sourcing and Category
Management Contract
Management Requisition to
Payment
Responsibility Split
The procurement function will focus on market sourcing strategies and tendering, and will support internal customers in budgeting and contract management.
Responsibility Split
BENEFITS OF NEW MODEL
• Cash savings
• Administrative savings
• Reduced duplicates of tenders.
• Greater purchasing expertise
• Improved consistency levels
• Enhanced service levels
• Legal certainty
Benefits of New Model
Benefits of
New Model
Reduced Costs through
demand / specifications /
price
Capacity & Expertise
Standardisation & Admin
Efficiency
Simplicity & Usability
Increased Certainty and Reduced Risk
Vehicle for Policy Goals
• Lack of understanding of how the public sector buys
• Administrative/Cost burden
• Size of contracts
• Disproportionate financial capacity requirements
• Unclear award criteria
• Lack of accessibility of public procurers
• Absence of feedback
Perceived Barriers to SME’s
• Government very conscious that SME’s are a significant driver in economic recovery
• We have established an SME working group to reduce barriers for SME participation in public procurement
– SFA, IBEC, ISME, CIF, Chambers Ireland
• In April, we launched new instructions for public procurers (Circular 10/14) to assist in SME participation
– it lowered guidance on turnover requirements, – gave clarity to reasonable insurance requirements, – promoted open tendering for contracts > €25,000, – promoted lots and consortia building, – requires contracting bodies to use e-tenders for contracts > €25,000
SME Involvement
• We continue to drive pro-active engagement and education with suppliers e.g. ‘Meet the Buyer’ events and ‘Go 2 Tender’ training programme
– delivered in partnership with InterTrade Ireland and Enterprise Ireland
• We continue to standardise our tender and contract documents
• We have commenced the process of transposing the three new EU Procurement Directives which were agreed as part of the Irish Presidency.
– These contain many business-friendly obligations, – The implementation of many of these we have already accelerated
through our Circular 10/14, – Consultation with > 180 bodies commenced.
SME Involvement
An Overview of Procurement
Reform
Operating Model
Agenda
Progress Update
• Governance established with involvement from across public service at Ministerial, Secretary General and Senior Management levels. • Temporary HQ in Bishop’s Square with permanent location identified. Other offices in Trim, Mount Street and Cork. • Recruitment process at an advanced stage
ü Staffing of OGP will be 231 people ü 151 staff: already on-board/selected ü >50 roles: final stages of recruitment process
• Operation of the new model commencing in 2014.
Progress to Date
Initiation Planning & Scoping Implementation Operation On-going
Review
Procurement reform a key element of Government reform agenda with significant substantial savings targeted.
Policy and Operations are coming together into
one office. Government investing in procurement across the
public service through dedicated structures, increased professionalisation, and improving systems and data.
Key Messages
Key Messages
Dept. of Finance – Circular 10/14 to Address the Barriers Experienced by SMEs
1. Encourage buyers to divide contracts into lots where possible 2. Turnover twice value of contracts 3. Declaration & evidence at the award/shortlisting stage 4. No charging businesses to compete 5. Promote use of electronic tendering 6. €25K advertising threshold 7. Need for proportionality
Current Trends
1. Increase in legal challenges
2. Procurement expertise improving
3. Prices low and still falling
4. Greater collaboration amongst buyers
5. Expenditure falling
6.Contracts being split into lots
Challenges Going Forward
• Education of suppliers in consortium building – appointment of consortia facilitator by InterTradeIreland & advanced Go 2 Tender programme
• Consortia facilitator service – develop effective partnership
capability • Recapture the lost GDP – Target the number of public
procurement contracts going to overseas firms • Professionalisation of buyers – elimination of part-time buyers
SMEs Need to....
1. Be competitive & explain how they are so
2. Prioritise tendering to a board room level
3. Focus on markets & do their research
4. Understand what the buyer is looking for
5. Attend Meet-the-Buyer events
6. Partner to fill the gaps
Go-2-Tender Programe
1. 1300 SMEs to date
2. Some of these companies recently won
contracts valued at €60 million
3. Two day workshops and up to 3.5 days
support
4. Cost: €100 registration fee
Meet-the-Buyer Events
1. Belfast & Dublin events 22/10/14 & 12/11/14
2. 1200 plus SMEs attended
3. 5,000 plus buyer/supplier engagements
4. Contracts valued at €3 million
5. Unprecedented buyer access
Consortia Facilitation Service
1. To support SMEs form partnerships
2. Cross-border contracts: stepping stone to UK
£240 billion market
3. Innovative but necessary approach to
tendering
4. Identifying upcoming opportunities
5. Develop effective partnership capabilities
6. Bid support package
To conclude
i) Register with all relevant sites ii) Always submit a compliant, competitive and compelling tender iii) Review your project management iv) Remember tenders take time v) Always seek feedback vi) Learn from highs and lows
Any Questions?
Mary O Halloran mary.ohalloranl@opw.ie Office of Government Procurement September 2014
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