1 / 42

Procurement process & support for Victims’ Services in Lincolnshire Procurement Workshop

Procurement process & support for Victims’ Services in Lincolnshire Procurement Workshop 26 th June 2014. What will we cover?. Session 1 Introduction Session 2 E U Procurement Process Session 3 The Process that we will Follow Open Floor Questions Tea & Coffee. Introduction

risa
Download Presentation

Procurement process & support for Victims’ Services in Lincolnshire Procurement Workshop

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Procurement process & support for Victims’ Services in Lincolnshire Procurement Workshop 26th June 2014 Robert Cobb MCIPS MCMI

  2. What will we cover? • Session 1 Introduction • Session 2 E U Procurement Process • Session 3 The Process that we will Follow • Open Floor Questions • Tea & Coffee Robert Cobb MCIPS MCMI

  3. Introduction Procurement Workshop 26th June 2014 Robert Cobb MCIPS MCMI

  4. Who am I & What do I do? • My name is Robert Cobb • Interim Head of Procurement (Lisa Norton) • In Post until Spring of 2015. • Will manage the procurement process for Victim Support Services to completion. • Employed by G4S Care & Justice. • I have overall responsibility for all major purchases above £25,000.00 on behalf of Lincolnshire Police. Robert Cobb MCIPS MCMI

  5. Why are we here? • <£1m of outsourced services to be commissioned over the next 2 years. • Full E U Tender process. • Awareness of knowledge gap. • Supporting the SME & Micro communities. • Essential that those who want to bid are confident in being able to do so. • Equal Opportunity for all. Robert Cobb MCIPS MCMI

  6. House Rules • Rule 1. There is no such thing as a silly question. • Rule 2. If you do not understand what I am talking about it is MY FAULT not yours. Stop Me. • Rule 3. No Company, Organisation or charity is too small to be part of this process. • Rule 4. Informal session, It is your session. Robert Cobb MCIPS MCMI

  7. So what is this Procurement Malarkey? • It is NOT just purchasing. • Yes, It is about price but it is also about Quality and Ability to supply • Covers the whole Procurement Cycle from Inception of Need to End of use of the asset. Robert Cobb MCIPS MCMI

  8. What is Tendering • Tendering is the process of making a legally binding contractual offer, (bid) in response to an invitation or request for tender. • It is normally time bound for a specific period • It will have a definitive closing date for bids to be received. • Bids are provided in confidence and undisclosed until the close time when no further bids can be accepted. Robert Cobb MCIPS MCMI

  9. What is Tendering • It is a firm offer. • It will be evaluated against the pre set criteria only • Carried out by a pre appointed evaluation panel • It is open and transparent, free from Bias or favour • Cannot be withdrawn after acceptance without invoking breach of contract. • Can be awarded to single or multiple Bidders. Robert Cobb MCIPS MCMI

  10. So what is E Tendering? • Exactly the same process but conducted via a specialist piece of software. • A number of different packages available aimed at specific sectors (Blue Light) Robert Cobb MCIPS MCMI

  11. So what is E Tendering? • Stops Endless piles of paper. • Saves Time & Money. • Ensures Fairness, Openness and transparency. • Easy to use for both parties. • Facilitates full E U Compliance. • Manages the procurement Cycle from Expression of interest to offer and award. • Secure management of Data. • Fully Auditable. Robert Cobb MCIPS MCMI

  12. Do’s and Don’ts of Tendering • Do be Honest in your answers. Dishonesty will automatically void your response. • Do have a Plan with a time table. • Do read ALL the documents and follow the instructions. • If in doubt, ASK. Do not assume. • Do not leave it to the last minute. It shows. • Upload in plenty of time. Robert Cobb MCIPS MCMI

  13. Do’s and Don’ts of Tendering • Don’t use Acronyms. You may know but we do not. • Don’t change the documents. • Don’t send things that we have not asked for. • Don’t question staff outside the audit trail. • Don’t be impatient. The process takes time. • Never, ever disclose your bid to others. Robert Cobb MCIPS MCMI

  14. E U Procurement Regulations & Process Procurement Workshop 26th June 2014 Robert Cobb MCIPS MCMI

  15. Origin of the E U Public Procurement Regulations • The Official Journal of the European Union • First thoughts of E U principles came into existence back in 1962 in its earliest forms. • Various guises until we reach the current legislation. (Statutory Instrument 2006 No. 5) The Public Contracts Regulations 2006 • The term 'Journal' is misleading, as production of the hard copy version ceased in 1997, and can now be accessed online via Tenders Direct – TED. Robert Cobb MCIPS MCMI

  16. Origin of the E U Public Procurement Regulations • Undertaking a major review in 2014 • Aimed at assisting SME and ensuring inclusion • Reducing Time scales and mandatory periods • Four main Procurement Models • Open • Restricted • Competitive Dialogue • Negotiated Robert Cobb MCIPS MCMI

  17. Legislation Robert Cobb MCIPS MCMI

  18. Current E U Thresholds. PUBLIC CONTRACTS REGULATIONS 2006 - FROM 1 JANUARY 2014 NB. These are contract values rather than annual values Robert Cobb MCIPS MCMI

  19. Benefits of the E U Procurement Regs. • Promotes competition • Generates VFM • Ensures openness and transparency • Promotes fairness and professionalism • Enabler of SME Sector • Generates contractual commitment • Fully auditable Robert Cobb MCIPS MCMI

  20. Legal Compliance, Who needs to Comply. • Any Public Authority - Not the supplier. • Regulation 3 provides a non-exhaustive list of contracting authorities which are subject to the application of the regulations. • Public Authorities • Utilities • Charities • ‘A body governed by public law’. Robert Cobb MCIPS MCMI

  21. What Happens if we Don’t Comply Failure to comply with the EU rules could result in; • The risk of a legal challenge by suppliers. • They must show that they have suffered loss as a result of the breach. • The UK can be challenged by the Commission in the Court of Justice of the European Union. • Contract is set aside. Robert Cobb MCIPS MCMI

  22. The Process Procurement Workshop 26th June 2014 Robert Cobb MCIPS MCMI

  23. Provisional Time Table Robert Cobb MCIPS MCMI

  24. Communication • Open Communication from the start. • Equal opportunity for all, including today. • Reluctant to engage in 1 – 1 from here in. • Communication instruction within Tender Docs. • Officially Closes on issue of Tender Docs • Internal Question Process for auditable process • Q & A sheet ensures - Reply to all Robert Cobb MCIPS MCMI

  25. What can we Discuss • Will answer process questions such as: • “How Do I” • “Where is” • “What does ? Mean” • Will not answer individual questions that directly or indirectly reflect how your bid is to be Formulated: • “How Much should I put for x” Robert Cobb MCIPS MCMI

  26. The Process The Following is a step by step advisory process of what we will be doing. • We will be using a fully electronic e tendering system. • Step 1 - Register your organisation with the on-line tendering system. • https://ukstage.eu-supply.com/ Robert Cobb MCIPS MCMI

  27. Robert Cobb MCIPS MCMI

  28. Robert Cobb MCIPS MCMI

  29. Robert Cobb MCIPS MCMI

  30. Robert Cobb MCIPS MCMI

  31. The Process • Once you have registered your organisation, that’s all you need for now. • We will then upload all the tender documents. • You will receive an automated e mail to inform you that they are there. • You then have access to the documents which you will be able to down load. • You then work on these documents off line. Robert Cobb MCIPS MCMI

  32. The Process What documents will there be. • Cover letter • Instructions to tenderers • Time table • ITT text • Scope of service requirements • Tender evaluation criteria • Schedule of rates • Tender declaration – Form of tender. • Terms & conditions of business Robert Cobb MCIPS MCMI

  33. The Process • Once you have downloaded the Documents, there is a 35 day clarification process. • This is your time to ask questions • Ask a question by uploading it into the portal • This sends me an e mail with your question. • I respond in exactly the same way. • You then download the answer (Q & A Doc). Robert Cobb MCIPS MCMI

  34. The Process • All questions will be published to all along with the answer but NOT THE REQUESTER. • Q & A Document will be held on the portal and updated so regular review is required before you ask. • Bidders must not e mail directly otherwise this circumnavigates the audit process and repeated action will void your bid. Robert Cobb MCIPS MCMI

  35. The Process • On the given date the clarification period closes. You can no longer ask questions although outstanding questions will be answered. • It is now time for you to complete your offering/bid. • Please refer to the check list that has been issued. This will ensure that you have provided EVERYTHING • Ensure you upload all you need in good time. Systems do fall over with “SODS LAW” regularity. Robert Cobb MCIPS MCMI

  36. The Process • The closing date & time is FINAL and will not be extended • No Further documents will be able to be uploaded once this time passes, the system is locked. • There is no benefit in withholding until the last minute as the system is locked and no one can see anything until the allotted time. Robert Cobb MCIPS MCMI

  37. The Process • The evaluation of all the bids received will be carried out by those previously nominated and no one else. • Your bid will be evaluated against the pre set criteria that was stated in the tender only, no other considerations will be taken into account. • Further Clarification may be required. If this is required, we may need to speak to you again to fully understand what you are offering. This is NOT negotiation. Robert Cobb MCIPS MCMI

  38. The award • We will write to all bidders informing them of our intent to award • whether they have been successful or a regret letter if they have not. These are standard letters and not bidder specific. • It will announce our intent to award it is NOT as this stage a final agreement. • Subject to 10 calendar day standstill period. • Opportunity for legal challenge. Robert Cobb MCIPS MCMI

  39. The award • Assuming no challenge, letters and contracts will be confirmed after 10 calendar Days. • Award decision posted to OJEU to confirm publicly who has been awarded the business. • Phase In period Begins. • Review meetings commence. • Feed Back to unsuccessful bidders is provided • If a challenge is made, All aspects of the decision and process are stopped, until we reach a solution. Robert Cobb MCIPS MCMI

  40. Summary and Close. • Register your business on E U Supply. • No such thing as silly questions • Read the instructions and do what is asked. • Transparency, fairness and openness are paramount. • Ask for help if needed • Feedback – please use post it on wall. Robert Cobb MCIPS MCMI

  41. Tommy says, OK man, I see now. Robert Cobb MCIPS MCMI

  42. Questions. QUESTIONS Robert Cobb MCIPS MCMI

More Related