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Doing business with the Council - how the tender process works. Major Projects & Procurement, CBMDC. Workshop Presenters. Rajnish Ahuja Procurement Officer Corporate Procurement Unit Andrew Parkin Principal Engineer Transportation & Highways John Bibby Senior Policy Officer Environment.

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doing business with the council how the tender process works

Doing business with the Council - how the tender process works

Major Projects & Procurement, CBMDC

workshop presenters
Workshop Presenters
  • Rajnish Ahuja
  • Procurement Officer
  • Corporate Procurement Unit
  • Andrew Parkin
  • Principal Engineer
  • Transportation & Highways
  • John Bibby
  • Senior Policy Officer
  • Environment
contents
Contents
  • Introduction
  • The Council’s procurement processes
  • What do our tenders look like
  • How tenders are evaluated
  • Departmental perspective – Transportation & Highways
  • Key issues for the future
  • Questions
introduction
Introduction
  • Why do we tender?
  • Public Sector – funded by the Taxpayer
  • Getting the “Best” Value for Money
  • Transparent, fair and reasonable to all
  • Stimulate competition in the marketplace
  • Comply with UK and European legislation
  • Demonstrate proper use of resources
introduction5
Introduction
  • Do we always tender?
  • Number of options open to the Council
  • Existing Public Sector Contracts
    • YPO (Yorkshire Purchasing Organisation)
    • OGC (Office of Government Commerce)
    • NHS Purchasing & Supply
    • Other public sector bodies
  • Other Council contracts
    • Joint / Collaborative arrangements
    • Regional Contracts
the council s procurement processes
The Council’s procurement processes
  • Approved List of Contractors
  • Works and Building Services
  • Application for inclusion through SCMS
  • Vetting process
  • Acceptance onto ALoC
  • First “port of call” for works & building services
the council s procurement processes7
The Council’s procurement processes
  • Expenditure Under £10,000
  • Contracts mostly arranged by Departments at this level
  • Value for Money must be obtained
  • Simple process
  • Contact would be direct with individual departments
  • Expenditure £10,000 - £75,000
  • Minimum Four Quotations/Tenders Required
  • Mostly Departmental Contracts
  • Quotations often sourced locally
  • Process and documents straight forward
the council s procurement processes8
The Council’s procurement processes
  • Expenditure £75,000 - £139,893
  • Contract needs to be advertised nationally or regionally
  • Open or Restricted Procedure Used
  • Formal Tender Documentation
  • Selection and evaluation criteria
  • Expenditure £139,893+
  • £139,893 Supplies and Services
  • £3,497,3193 Works Contracts
  • Advertisements in European Journal
  • Prescribed selection, evaluation and award criteria
what do our tenders look like
What do our tenders look like?
  • Pre Qualification Questionnaire (Restricted)
  • Pre-selection process
  • Outline of contract requirement
  • Capacity of applicant
  • Capability of applicant
  • Used to create tender short-list
what do our tenders look like10
What do our tenders look like?
  • Invitation To Tender
  • Documents typically include
    • Part A (Tender Information)
    • Part B (Tender Submission)
    • Part C (Pricing Schedule)
  • Method of Despatch
    • Preferably electronic (SCMS), Paper
  • Method of Return
    • Preferably electronic (SCMS), Paper
    • Pre specified time and place
what do our tenders look like11
What do our tenders look like?
  • The Tender Documents
  • Instructions to tenderers
  • Terms and Conditions
  • The Specification
  • The Questions We Ask
    • Commercial
    • Quality
    • Technical information about product or service
  • Pricing Schedule
how tenders are evaluated
How Tenders Are Evaluated
  • Contract Award Basis
  • Tenders will be awarded on the basis of the Council obtaining the optimum combination of whole life costs and quality
  • Most Economically Advantageous Tender
how tenders are evaluated13
How Tenders Are Evaluated
  • Basic Principles
  • Price Quality Split
  • Pre determined Tender Evaluation Model
  • Pre determined Award Criteria
  • Weightings
  • Meeting Customer Requirements
  • Whole Life Costing
departmental perspective transportation highways
Departmental perspective – Transportation & Highways
  • Departmental perspective -
  • Transportation & Highways
departmental perspective transportation highways16
Departmental perspective – Transportation & Highways
  • Utilising Approved List of Contractors
  • Request tender list
  • Tenderer selection
    • 2 by Rotation
    • 2 Recently competitive
    • 2 Officer choice
departmental perspective transportation highways17
Departmental perspective – Transportation & Highways
  • Tender documents include
  • Instructions
  • Contract
  • Specification
  • Bill of Quantities – pricing document
  • Form of Tender – offer
departmental perspective transportation highways18
Tender documents include:

Instructions

Contract

Specification

Bill of Quantities – pricing document

Form of Tender – offer

CITY OF BRADFORD METROPOLITAN DISTRICT COUNCIL

Department of Transportation Design and Planning Director: Alan Mainwaring

CONSTRUCTION OF BALDWIN LANE RETAINING WALL

Engineer for the Works : Steve Barton BSc CEng

Departmental perspective – Transportation & Highways

FLOCKTON HOUSE FLOCKTON ROAD BRADFORD BD4 7RY

TDP/M/HS/22523/B3534/SF DECEMBER 2003

departmental perspective transportation highways19
Departmental perspective – Transportation & Highways
  • Submission
  • Time, date and place
  • Opened and recorded independently of officers who have sent out the tender
  • “Form A” completed
  • Arithmetic and Technical check
  • Pre contract meeting
  • Officer recommendation to Client to award
  • Award letter – Two signatures required
departmental perspective transportation highways20
Departmental perspective – Transportation & Highways
  • Term/Schedule of rates Contract
  • Advertised in press
  • Prequalification
  • Schedule of rates
  • Evaluation
  • Contract entered into
  • Packages of work identified and let to contactors
departmental perspective transportation highways21
Departmental perspective – Transportation & Highways
  • Summary
  • It is a process
  • Complete all the documents
  • Answer the questions
  • Submit everything requested
  • Do not Qualify your tender
  • Don’t assume the evaluation team know what you do
key issues for the future
Key issues for the future
  • Sustainable Procurement will impact on the way that we go about our business..
    • Climate Change
    • Environmental
    • Social Benefits
    • Regeneration of local economy
key issues for the future23
Key issues for the future

The scientific evidence of climate change

key issues for the future24
Key issues for the future
  • Don’t forget the lag- time!
  • The weather events we are experiencing now are generated by CO2 emissions of around 30 years ago
  • Human related greenhouse gases emissions rose by 70% [and CO2 by 80%] between 1970-2004
  • ‘Business as usual’ is expected to bring a doubling of emissions by 2030
key issues for the future25
Key issues for the future

UN Chief Ban Ki-moon is in no doubt…

'Climate change

is the defining

issue of our age.’

key issues for the future26
Key issues for the future

Properties on Bradford Rd,

Keighley in 2000

Uncontrolled fires

on Ilkley Moor, Summer, 2005

key issues for the future27
Key issues for the future
  • Climate Change Action Plan
  • An 8-year programme to deliver transformational change:
  • Supporting other organisations and individuals to play their part [Eco-city campaign & pledges etc]
  • Piloting Carbon Budgeting in the Council
  • Carrying out a review of Sustainable Consumption
  • Influencing the sustainable design features of new buildings
key issues for the future28
Key issues for the future
  • Examples of current sustainable procurement activity
  • School meals service –prioritising local and seasonal food
  • Phasing out the use of cooled bottled water wherever possible
  • Piloting the introduction of a 30% bio-diesel mix for fleet vehicle fuel
  • Influencing waste disposal contracts
  • Influencing school building programmes
key issues for the future29
Key issues for the future
  • Examples of what we are looking for [1]
  • ISO 14001 accreditation
  • Using a local workforce
  • Supporting apprenticeships
  • Upskilling of existing workforce
  • Having your own local supply chain
key issues for the future30
Key issues for the future
  • Examples of what we are looking for [2]
  • Evidencing good practice in:
  • Energy Mgt. –from conservation measures to district heating systems and use of biomass fuel
  • Water Mgt. – water harvesting, sustainable urban drainage schemes
  • Waste mgt. – waste minimisation and recycling targets
  • Transport – travel plans, Euro 4 spec vehicles, SAFED driver training, use of tracker software to optimise mileage travelled
doing business with the council
Doing business with the Council
  • Thank You for attending
  • Any Questions?
  • This presentation can be downloaded from www.bradfordbuyer.co.uk