No copying without Blackbird Consultancy permission except as permitted by copyright law

Introduction to The Tender Process

Mary EdwardsThe Blackbird Consultancy

2nd June 2015

No copying without Blackbird Consultancy permission except as permitted by copyright law

http://neytco.co.uk/

• Overview of the Tender process • Are you Fit to Tender? • Opportunities - where are they?• A few Tips


What will be covered in this session


Public Sector Procurement

• EU Directives

• UK Public Contract & Utilities Regulations 2008/Public Procurement Regs 2011

• EU Procurement Thresholds (January 2014)

• - £100k/£172k services

• - £4.3m works

• - £66k framework contracts

• Requirement for transparency

• Public money being spent

• Risk Averse

• Under scrutiny!

Types of Buying Process

• Restricted tender Process

(including framework agreements)

• Open tender

• Mini tender

• Purchase order - quotes

Spend increases


The Tender Procedure(Restricted)Prior Indicative

Notice

Contract Notice

Pre-Qualifying Stage

Invitations to Tender issued

Contract Awarded

Contract Award Notice

Tenders submitted

Tenders evaluated

37 (min) days to respond or 30 days if e-notice used

40 days (min) to respond or 35 days with e tender documents

Within 48 days


Framework Agreements

• A type of preferred supplier list

• Ideal for small businesses

• Mini-tenders and call–offs

• No guarantee of work


Standing Orders • Are laid out in the Financial Regulations for any public body

• States rules for purchasing dependant on the value of the spend

• E.G Croydon Council

- £5k -£20k – Obtain 3 written quotes

- >£20k – competitive tendering exercise on London Portal

- >£100k – formal tendering


Standing orders vs your business capability/strengthsIncrease in contract value

Over OJEU thresholde.g. up to £50Ke.g. up to £25K

e.g. less than £5K

Up to OJEU limit (£172K

approx)-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Your formal policiesYour proposal writing skillsAdded Value

Your marketing capabilityYour presentation skillsYour pricing



Working Style Written Policy Documents

Relevant Skills & Experience

Business Probity

What is Fit to Tender?


Working Style

Written Policy Documents

Relevant Skills & Experience

Business Probity

High Value/Long Lifespan/

High Risk Contracts


Working Style Written Policies

Relevant Skills & Experience Business Probity

Low Value/”One off” Supplies/

Low Risk Contracts


Are You Fit to Tender? • Business Probity• Certificate of Incorporation (if applicable)• Organisational Structure Chart• VAT Registration (if applicable)• Accounts• Bank details• Insurances• Ofsted Registration

• Policies & Accreditations• Health & Safety & Environment – including risk assessments• Quality – complaints procedure• Equality & Diversity• Safeguarding• Business continuity & disaster recovery plan


Are You Fit to Tender?

• Skills & Experience • Case Studies• References• Testimonials• Client Lists• Business & Professional Members - e.g. NEYTCO

• Staff• CVs • Qualifications - NVQ• DBS checks


Are You Fit to Tender?

• Working Style• Operations Manuals• Process Maps• Training• Software Systems e.g. data bases • Innovative Products and Services


Where to find Opportunities

For opportunities over the EU thresholdhttp://ted.europa.euFor opportunities with the Government and its agencies > £10Khttps://www.gov.uk/contracts-finderLocal Authorities websites and https://uk.eu-supply.comhttps://www.londontenders.orgwww.businessportal.southeasteiep.gov.ukTrade Magazines - Nursery World

http://www.nurseryworld.co.uk/tendershttp://readyforbusiness.org/2015/05/tender-opportunities-for-social-enterprise-smes-15

/NEYTCO http://neytco.co.uk/news

http://ted.europa.eu/

https://www.gov.uk/contracts-finder

https://uk.eu-supply.com/

https://www.londontenders.org/

http://www.businessportal.southeasteiep.gov.uk/

http://www.nurseryworld.co.uk/tenders

http://readyforbusiness.org/2015/05/tender-opportunities-for-social-enterprise-smes-15/



http://neytco.co.uk/news




What are Buyers looking for at the PQQ stage?

• All questions are answered, all information requested is submitted, all boxes are ticked and completed

• Legal/Business Probity• Financial/Insurance• Policies & Certifications – H&S/CHAS/I8001; Equality &

Diversity; Env/ISO 14001; Quality/ISO 9001• Commercial capability – contract/project management;

resource management; resource management; H&S, Quality & Env management/HR – recruitment & training

• Technical capability – technical skills & competencies; relevant experience; references; accreditations & sector specific memberships


What are Buyers looking for at the ITT Stage?

• All the instructions have been followed• Documents & information requested has been supplied and

presented in the order requested• All service requirements have been addressed• The proposal is focused on the contracting authority and not

on the bidder• All the contract risks and risks to the buyer have been

addressed• Social Values have been addressed• Criteria evaluation has been addressed• Added value


Common reasons for failing

• Bidding for opportunities that are not appropriate• Late submission • Non compliant – policies/finances/insurances etc• Not following the instructions of the PQQ/ITT/RFI/Grant application• Not focussing on the client • Not being mindful of the clients requirements – evaluation criteria/weighting• Not completely answering the question• Not supplying any or enough relevant evidence or using the same examples• In adequate experience• Not enough detail – leaving the reader asking questions• Not taking into account the competition• Not allowing enough time to prepare a great submission• Complacency – current incumbent don't provide more of the same!


Top Ten TipsNo 1 – Understand your Market

Why?- Keep ahead of the competition- Industry expert- Offer value How ?- Blogs, industry and trade magazines- Research the current incumbents- Identify what your point of difference is- Identify potential clients/funders and form relationships- Nurture current client relationships


Top Ten TipsNo 2 – Preparation is King!

Why?- Will always be ready to respond to an opportunity- Will not miss an opportunity- Minimise stress, time and money How?- Conduct an analysis to identify gaps in current

knowledge/documentation and information - Compile an accessible library of information and keep it up

to date- Sign up to portals that your potential clients use to advertise

opportunities


Top Ten Tips No 3 – Be a Compliant Supplier

Why?- Risk rejection of submission- Waste of time & money- De-motivating How?- Read the documents – once, twice, three times!- Make use of clarification questions- List documents and information required- Understand the Instructions to Tenderers- Set up a project plan with timelines


Top Ten TipsNo 4 - Focus on the Clients needs

Why?- Risk- Reputation- RewardHow?- Research the client- Understand their requirements- Align your services with their strategy and/or need- Identify the benefits – Financial & Social Impact- Articulate the benefits throughout your submission


Top Ten Tips No 5 – Set up a Response Framework

Why? - Readability- All aspects will be covered- Easily evaluated How?- Analyse each question - Relate each question to clients

requirements/specification/strategy/objectives/evaluation criteria- Break each question down into sub questions- Highlight the key words- Draft responses in bullet points- Use key words in responses- Identify evidence needed – quantative and narrative


Top Ten Tips No 6 – Presentation to be proud of!

Why? - Readability- Easy to Evaluate How? - Use sections- Paragraphs- Sentences- Words- Number & Refer to Attachments/Appendices- Photographs- GraphicsAdd personality !!


Top Ten Tips No 7 – Client Centric Response

Why? - Readability- Client centric – it is all about themHow? - Refer to them in your response by name- Refer to their stakeholders by name- Make your response personal by using you, yours etc- Don’t tell them what they should be doing For each item discussed tell them- How the activity/service relates to their needs- How the activity/service will benefit the customer/service user- What outcomes, outputs and impacts will come from the activity/service- How capable or qualified you are in that area- How your solution relates to their evaluation criteria- Back up all your points with evidence from previous projects

DON’T LET THEM SAY – SO WHAT?


Top Ten Tips No 8 – Add Value

Why?- Will make your Bid stand out - Will mean more points How? Identify what you can offer at no extra cost e.g.- Workshops and seminars for client personnel- Access to real time information via a portal- Employee secondment to community projects- Excellent performance monitoring - Sustainability beyond the lifetime of the project


Top Ten Tips No 9 – Check Your Submission

Why?- Readability

How? - Plan sufficient time for checking- Read through and check for grammar and spelling- Get someone else to sense check it- Does your bid match the clients specification?- Does the text flow smoothly?- Check that all appendices are numbered and correct in body of

submission- Check that all forms requiring signatures are complete


Top Ten Tips No 10 – Submit it on time

Why?- Less stress

How? - Don’t try to do everything yourself- Delegate jobs to others- Keep on top of the to do list- Make sure you are familiar with the portal- Aim to submit with at least 24 hours before deadline to

allow for technical problems


Top Ten Tips No 11 – Ask for Feedback!

Why?- Learn and improve

How? - Respond to emails from the buyers- Always take the opportunity to receive more detailed

feedback- Always conduct a review with those involved in the process


Questions?


Thank you!!info@theblackbirdconsultancy.co.ukwww.theblackbirdconsultancy.co.uk

mailto:[email protected]

http://www.theblackbirdconsultancy.co.uk/

http://uk.linkedin.com/in/maryedwards23