Presentation Transcript

1. Richard Tomkinson TPAS Associate

   Skills for Procurement

2. Aims of the workshop Explore the procurement process Consider the legal issues Examine the tender process and how to identify and agree specifications and standards Consider how tenants can take an active role Consider the skills and attitudes required
3. Who’s got a story to tell? Who has been involved in their landlord’s procurement process? Which contracts/what value? What sorts of things did it involve? How successful do you think it was? How do you know? Are there any staff here who involve tenants in procurement? Which contracts/what value? What sorts of things have you done? What kind of support do you offer? How successful has it been? How do you know?
4. Social Landlords & Procurement Social landlords are no different from any other type of business in that they need to buy certain goods and services in order to ensure that they are effective at managing their homes. This means they will procure: Stationary CRM/Telephony systems Office premises Cars and other vehicles Uniforms and work wear Office furniture Office cleaning services Computers and software Specialist services – e.g. legal services; training services; stock condition surveys;
5. Public Procurement Law – The Basics Public Procurement Law regulates the purchasing by public sector bodies and certain utility sector bodies of contracts for goods, works or services. The law is designed to open up the EU's public procurement market to competition, to prevent "buy national" policies and to promote the free movement of goods and services.
6. 3 pre-conditions to be met The procuring body is a “contracting authority” as defined in the rules Councils, housing associations The contract is a public works, services or supplies contract The estimated value of the contract (net of VAT) equals or exceed the relevant financial threshold
7. Current Financial Thresholds £4,348,650 (€5,000,000) for the procurement of works £113,057(€130,000) for the procurement of supplies and so called Part A services (e.g. computing, accounting, consultancy) by Central Government bodies £173,934(€200,000) for the procurement of supplies and Part A services by other public sector bodies such as Registered Providers
8. Advertising Contracts The contracts that meet the regulatory requirements must be advertised by way of an OJEU Notice. This is a standard form of notice placed in the European Union’s Official Journal. The term 'Journal' is misleading, as production of the hard copy version ceased in 1997, and can now be accessed online via Tenders Direct.
9. Types of tender process There are four procedures that can be used to award a contract Open Restricted a minimum of 5 candidates to be invited to tender Competitive Dialogue a minimum of 3 candidates to be invited to tender Negotiated Without prior advert With prior advert a minimum of 3 candidates to be invited to tender
10. Stages in the Procurement Process Pre-Procurement Tender process & contract award Contract delivery & management
11. Procurement & Tenant Involvement In Small Groups: Taking each of the 3 stages of procurement, think about the type of involvement and/or influence tenants can/should have at each stage
12. Procurement & Tenant Involvement
13. Pre- Qualification Questionnaire (PQQ) Contractors answer a series of questions about Their organisational policies The type of service they can deliver for you The answers should meet your expectations and aspirations for the service Used as the basis of deciding whether or not to actually meet the contractors and talk further
14. Pre- Qualification Questionnaire (PQQ) What should you look for? Documentary evidence that the contractor has a policy E.g. Customer Care; Equality & Diversity; Training and Employment Supplement the documentary evidence with PQQ questions and at interview Probing questions …look for the evidence of what they have done
15. Skills and attitudes So what are the important skills and attitudes that an individual needs to be involved in the selection process?
16. Skills and behaviours Organised Communication Skills Interpersonal skills Negotiation skills Knowledge Asking questions Listening IT skills Diplomacy Tact Investigative skills Time management skills Leadership skills Influencing skills Motivational skills Professionalism Team working Positivity
17. An example: Plus Dane £32 Million Contract 12 Volunteers 250 days of volunteer time Robust training 22 Tenders Improved Service Neighbourhood teams Familiar Faces Financial Savings £500K annual efficiencies £150K VAT savings Best Client Award National Housing Maintenance Forum Awards, 2011
18. Please complete your evaluation form! richardtpas@yahoo.co.uk