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New Procurement Round 2008/09 Regional Briefing Events 31 August 2007. Presented to East of England Provider Network By Nichola Cowell - Regional Contracts Director. Welcome. Domestics. Fire Alarms Emergency Exits Fire Assembly Points Cloakrooms Mobile Phones. Delegate Packs.

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new procurement round 2008 09 regional briefing events 31 august 2007

New Procurement Round 2008/09Regional Briefing Events31 August 2007

Presented to East of England Provider Network

By Nichola Cowell - Regional Contracts Director

Welcome

domestics
Domestics
  • Fire Alarms
  • Emergency Exits
  • Fire Assembly Points
  • Cloakrooms
  • Mobile Phones
delegate packs
Delegate Packs
  • Copy of presentation overheads
  • Compact Disc containing presentations
  • Question Card-to be collected on leaving
website addresses
Website addresses
  • National site www.lsc.gov.uk
  • Regional site www.lsc.gov.uk/regions/EastofEngland
questions
Questions
  • Layout of room makes it difficult to give everyone an equal opportunity to ask questions
  • CFO Status has not yet been confirmed by GO
  • Unable to answer certain types of questions on procurement
  • Use Question Cards-answers will be posted on internet for national consistency
agenda
AGENDA
  • 10.45 Introduction to LSC commissioning and funding
  • 11.05 Introducing to the LSC’s ESF funded activities in the
  • 07-13 programme
  • 11.25 Procurement - Setting the Scene, The Process and Timescales
  • 11.45 LSC’s e-Tendering portal supported by Bravo Solution
  • 12.30 Lunch
introduction to lsc commissioning

Introduction to LSC Commissioning

Nick Foster

Regional Director of Learning Planning and Performance

01

lsc commissioning
LSC Commissioning
  • Triggers for Open & Competitive Tendering (OCT) for mainstream funds
    • Set out in the Annual Statement of Priorities 2007/08
      • New money
      • To replace poor quality
      • New services e.g. OLASS
      • To meet gaps
  • European funds always OCT
lsc commissioning1
LSC Commissioning
  • Greater choice for learner and employer
  • Greater diversity of provider base
  • More contestable
    • barriers to provider entry removed
  • Increased competition
    • To improve quality
  • Lessons Learnt
2008 09 lsc funding

2008/09 LSC Funding

Introduction to LSC funding

02

lsc funding 3 main budgets
LSC Funding – 3 main budgets
  • Youth
  • Adult Learner Responsive
  • Employer Responsive
  • Other
  • - LLDD
  • - OLASS
  • - ESF & ESF Community Grants
lsc funding youth
LSC Funding – Youth
  • Entry to employment (E2E)
  • Not in Employment, Education or Training (NEET)
  • Apprenticeships 16-18
  • 16-18 competitions (200 places)
  • Gaps
  • ESF Priority 1, Priority 2, Priority 4 & 5 (Cornwall only)
lsc funding adult learner responsive
LSC Funding – Adult Learner Responsive
  • Skills for Life
  • Full Level 2 / 3
  • Credit trials
  • Skills for Jobs
  • Gaps – provision, client group, sector
  • ESF Priority 1, Priority 2, Priority 4 & 5 (Cornwall only)
lsc funding employer responsive
LSC Funding – Employer Responsive
  • Train to Gain
  • Apprenticeships 19+ and 25+
  • ESF Priority 1, Priority 2, Priority 4 & 5 (Cornwall only)
esf 07 13 programme

ESF 07-13 Programme

Introducing the LSC commissioning strategy ESF funded activities in the 07-13 programme by

03 Julia Barrett

ESF Manager (Suffolk)

esf programme 07 13 new language
ESF Programme 07-13 New Language
  • Regional Competitiveness and Employment
    • Available across England, (except Convergence area of Cornwall and Isles of Scilly)
      • Priority 1 (62%) - Extending employment opportunities for unemployed and inactive peopleLinking with LSC programmes such as Entry to Employment and Foundation Learning Tiers, and Skills for Jobs, including enhancing Skills for Life and specifically targeted activity such as our Offender Learning and Skills Service
      • Priority 2 (34%) Developing a skilled and adaptable workforceLinking with the Train to Gain programme and Apprenticeships, enhancing basic skills, Level 2, Level 3, and some Level 4+ if appropriate
slide18

Regional Competitiveness and Employment, and Convergence

Total ESF 2007-13 at 2007 prices

Treasury planning Exchange rate €1.00 = £0.68

regional coherence
Regional Coherence
  • National Pre-Qualification Questionnaire (PQQ) exercise - to identify and select potential providers, not provision, at this stage
  • In advance of national and regional ESF 07-13 Launch Events
  • Detailed Invitations to Tender will be issued in November,
    • after approval of Co-financing Plans and funding for Co-financing Organisations
    • only to successful PQQ organisations
esf in the pre qualification questionnaire
ESF in the Pre-Qualification Questionnaire
  • Youth
  • Adult
  • Employer
  • Other includes ESF Community Grants (not London)
co financing outcomes
Co-financing Outcomes
  • Qualifications

- Full NVQ Levels 1-4,

- Basic Skills

  • Job Outcomes
  • Positive destinations
  • Soft Outcomes/Activities
  • IAG, Mentoring, Work Experience, etc.
concepts
Concepts
  • Learner Pathways
    • from X via provision to Y
  • Skills Escalator
    • moving from basic skills to level 4
  • Total Alignment with Mainstream
    • Comparable offer / fee remission
  • Commissioned approach
    • All funds OCT’d together
  • Quality Provision
    • Quality standards aligned
procurement setting the scene the process and timescales

ProcurementSetting the Scene The Process and Timescales

04

Umesh Patel

Regional Procurement Manager

setting the scene
Setting the Scene

In 2008/09 there will be more funds available to providers

  • covers mainstream LSC funding & is initial funding opportunity made available through ESF 2007-13 programme
  • changes in Government Demand Led Funding will impact on future of contracting. Keen to ensure providers are well placed to respond
  • starting process early. New programmes may be developed & made available
setting the scene 2
Setting the Scene (2)
  • LSC has to follow Public Procurement Directives
  • needs to select correct criteria to decide procurement route to ensure that process is open, fair & transparent
  • e-Tendering solution chosen - quicker, robust audit trail, environmentally friendly & more secure
  • route selected is restricted one which allows us to pre-qualify potential providers by asking them to provide generic information which is then evaluated against a pre-determined scoring framework
setting the scene 3
Setting the Scene (3)
  • in response to provider feedback from 2007/08 procurement round, new pre-qualification questionnaire (PQQ) shortened & simplified
  • PQQ process regionally led with on-line support being provided by regional LSC staff
  • submitting single PQQ enough to allow you to express an interest in delivering nationally
  • as a new procurement round, organisations need to complete PQQ as shown in following slide
the process
The Process
      • any provider wishing to pre qualify for 2008/09 tenders will need to participate in this process
  • as last year it will be a two stage process

- simple PQQ

- detailed Invitation To Tender (ITT)

      • timescales for different activities published today
pqq schematic
PQQ schematic

new providers or previously unsuccessful in 2007/08

pre-qualified from 2007/08

Part 1

organisational detail

areas wishing to provide

quality

Part 2

health & safety, equality & diversity, financial information

Declarations

the process 2
The Process (2)
  • new ESF programmes MUST be procured through open & competitive tendering process
  • new PQQ for 2008/09 significantly improved following feedback. Much shorter & more intuitive
  • need for 1 or 2 attachments
  • expressions of interest must be registered by completing new PQQ. Part 1 required for all providers (new or existing)
  • high level information on scoring criteria included in “Read Me First” document
pqq contents
PQQ contents
  • Part 1
  • organisational information
      • areas & programmes in which your organisation wishes to express an interest
  • quality & accreditation
  • Part 2
  • health & safety
  • equality & diversity
  • finance submission
existing pre qualified providers
Existing pre-qualified providers
  • if your organisation has been successful in 2007/08 procurement rounds you will be sent an invitation via Bravo to complete PQQ
  • must complete Part 1 Organisational details, areas you wish to provide and Quality sections – also given opportunity to update remaining sections
existing pre qualified providers 2
Existing pre-qualified providers (2)
  • if you do not update, we will ask you to confirm you are happy for the LSC to reuse information LSC holds for this PQQ - decision is yours
  • recommend you take the opportunity to update Part 2 of PQQ, ensuring all questions are completed
  • you must publish your response before closing date
new providers unsuccessful providers from the 2007 08 oct
NewProviders&Unsuccessful Providers from the 2007/08 OCT
  • will be 9 PQQ’s (1 per region) You only answer one for region where your head office is based
  • must answer all questions
  • completed PQQ has to be published by closing date - If it isn’t we can’t consider your offer
bravo

Bravo

LSC’s e-Tendering portal supported by Bravo Solution

05

agenda1
AGENDA

What is eTendering ?

LSC eTendering Portal Overview

How to view Contract Opportunities

How to register on the LSC eTendering Portal

How to create additional users

How to respond to the Contract Opportunity (PQQ)

How to download / upload document attachments

How to communicate with LSC during the eTendering process

Tips for a “stress-less” tender

Close / Q&A

agenda2
AGENDA

What is eTendering ?

slide41

What is eTendering?

  • eTendering is the use of secure, web-based, collaborative tools by
  • buyers and suppliers to conduct the tendering process online
  • Benefits of eTendering:
    • Improve efficiency (quicker to respond)
    • Reduce tendering costs (no courier / documentation costs)
    • Ensure compliance with procedures and best practice
    • Improve tendering visibility and governance
    • Provide robust audit trails
    • Allows suppliers to maintain an organisational profile that is visible to the LSC
agenda3
AGENDA

LSC eTendering Portal Overview

slide43

LSC eTendering Portal Overview

The LSC eTendering Portal is available at https://lsc.bravosolution.com

The LSC eTendering Portal is available FREE to suppliers

The LSC eTendering Portal is delivered and supported by BravoSolution

Official UK Public Sector eTendering Service Provider

Certified Audit, Confidentiality and Security Accreditation

agenda4
AGENDA

How to view Contract Opportunities

slide45

‘Opportunities and Notices’ allows you to view tendering opportunities that are available to your organisation.

NOTE: ‘View current/past opportunities and notices’ details tendering opportunities that are specific to the LSC.

‘View current pan-government opportunities’ details tendering opportunities across the UK public sector.

1. Click the ‘View pan-government’ link…

agenda5
AGENDA

How to register on the LSC eTendering Portal

slide48

2. All organisations should read through the ‘User Agreement’. You must then tick the box that states ‘I agree’ and click the ‘GO’ button to continue…

slide49

3. Please complete ALL the ‘Registration Data’ and click ‘save’. This will generate an auto-alert to the registered email address detailing a unique password.

Note: The Registration form contains two sections: ‘Organisation Details’ and ‘User Details’. You should enter user details for the individual responsible for completing ALL tenders.

TIP: Ensure you have entered a memorable ‘username’ and a valid ‘email address’. All future correspondence regarding tender activities will be sent to this registered email address.

agenda6
AGENDA

How to create additional users

slide51

Note: Multi-users allows you to setup other individuals within your organisation

to also respond to tenders.

These multi-users can then receive any auto alerts (communications from the

LSC) regarding specific tenders.

Multi users gives you the flexibility of allowing key individuals to complete

different sections of any one particular tender. (e.g. Health and Safety, Finance,

Equal Opportunities etc.)

2. To begin creating a multi user, click the ‘Multi user’ link.

slide53

4. Enter the ‘user details’ on

this new user form and click

‘save’.

Note: This form will ask you to

specify a username. Please

ensure it is memorable to the new

user.

slide54

Once you have completed the ‘new user’ form you will need to assign

user rights for the multi-user.

5. Click ‘view user rights’ to define these rights.

slide55

Note: As a default the portal will not assign any user rights for multi

users. To ensure the multi-user has adequate levels of access to

tenders you must edit their user rights.

6. Click ‘edit’ to assign user rights.

slide56

7. Amend the user rights by selecting the relevant options from the drop down lists provided.

Once complete click ‘Save’.

This has now successfully created a multi user with adequate levels of access.

agenda7
AGENDA

How to respond to the Contract Opportunity (PQQ)

slide58

Example Screen – Key Functions overview

This allows you to attach documents as requested by the Buyer – NOTE:

Technical Response is for non-price information,

Commercial Response is for price related information and quotations

Tabs & Sub Menus help you navigate between components

(PQQs, ITTs etc)

Unique system generated tender and component codes help you to identify and search quickly (also useful when you speak with the BravoSolution help desk

This Question Mark Icon – shows were online help is available (for guidance on this specific screen)

The online help function also contains;

Search functions

Glossaries

Process tutorials

(e.g. how do I

Express Interest, or Respond to a PQQ)

Animated tutorials

Response Details buttons help you navigate within a tender and its components (the shaded one is the screen you are currently in)

Action links allow you to perform general functions (such as Expressing Interest)

The Legend clarifies screen icons and symbols (e.g. mandatory fields)

Note:

- Text field are limited to 512 characters,

- Numeric fields are restricted to numerals only (text, spaces or symbols will not be accepted)

These type of Action links allow you to perform specific functions within in this particular screen (such as Edit , or Export to Excel)

slide59

1. To view a list of Pre-Qualification Questionnaires that are available, click the ‘Open Access PQQs’ link…

slide60

2. Here you can see the list of PQQ’s. (note: this is an example & your screen might have more or less PQQ’s)…

3. Please select the relevant PQQ that you would like to complete.  Then click on the PQQ Title to ‘express an interest’…

slide61

4. This will take you to a summary page showing a description, closing date and the status of the PQQ…’

5. Click on ‘Express Interest’ to register your interest with the LSC and to view the Pre-Qualification Questionnaire…

slide62

Note: Once you Express an Interest the PQQ will automatically move into My PQQs (This is often referred to as your reserved area on the portal where PQQs will be listed that you have expressed interest in or published a response to the buyer …’

6. Please select the appropriate PQQ and click on the PQQ Title to begin completing your response’…

slide63

This will take you to a summary page showing a description, closing date and the status of the PQQ…’

Also note the number of attachments shown in the ‘Attachments’ button on the left-hand side of this page (to download these attachments, please refer to the ‘supplier attachments guide’…

7. It is important to download ALL attachments before completing your response. Attachments contain key information and instructions on how to publish a fully complete response.

Please click ‘attachments’…

8. To respond to the PQQ click ‘Reply’. You can choose not to response by clicking ‘Reject’ and providing a reason as to why you do not wish to respond…

slide64

9. Clicking the ‘Reply’ button will take you into ‘Qualification Response’ screen – this is used to highlight some top tips to make your response simple and stress-free – it is crucial that you read and digest this all this information and instructions before progressing…

…when you have read and understood the instructions answer any questions that require confirmation and the ‘save’ link.

Once you have completed this page click on ‘Technical Response’…

slide65

10. This takes you to the next screen, known as the ‘Technical Response’ screen, it is here that you will answer the questionnaire…

  • …note the following:
  • The form is constructed in sections with questions below, work your way through the sections/questions observing the red asterisks indicating mandatory questions.
  • Regularly click the ‘Save’ button to ensure that your information is saved and not lost if your connection is lost.
  • For security purposes the portal will log you out after 15-20 minutes of inactivity.
  • Text fields are limited to 2000 characters for brief responses only.
  • Note: If a question refers you to an attachment that needs to be completed, ensure it is downloaded and saved on your own pc, and once complete - upload the attachment back into technical parameters …
slide66

11. Once you have entered your response and attached all the requested documents, please click ‘Publish’

slide67

12. The system will ask you to confirm that you would like to publish your response. Click ‘Confirm’…

Note: This screen will display your response to both qualification and technical parameters and any attachments that you have successfully completed. It is recommended that you double check your response before submitting it to the LSC.

Also note: that prior to the deadline, if needed, you can re-publish your existing response. (i.e. if you need to change a response to a question that you originally entered incorrectly)…

slide68

13. The response window will then close and the ‘My PQQs’ screen will refresh and show the new ‘Response status’ as ‘Published’…

NOTE: The registered email address will also receive confirmation that your response has been successfully published…

agenda8
AGENDA

How to download / upload document attachments

slide70

1. To access the documentation that the buyer has uploaded onto the Portal, please click the ‘Attachments’ button…

Note: The number in the brackets represents the number of attachments you should download.

slide71

2. To access each document click the filename link and click the ‘Save’ button to save a copy to your local PC or network drive

Tip: If you are using a slow internet connection note the file size and try to download larger files either via a broadband connection or at off-peak times.

3. Or you can download all the attachments in one go by clicking ‘Mass Download’. Note: you will need to have Java (1.4.2) installed to do this…

Note: When downloading attachments individually, you may need to click onto the second page if there are more than 10 attachments.

Each screen only displays 10 attachments at any one time.

slide73

1. To upload documents and/or templates as file attachments click the ‘Add Technical Attachments’ link [0]

slide75

3. From the drop down box select an appropriate option (note the last two options will load a Java applet. If your IT policy/ Firewall does not allow these options select the’ without applet’ option)

slide76

4. Name the file (following the specified naming conventions)…

6. Click ‘Attach’…

5. Click the ‘Browse’ button to navigate your local drive, locate the file and select it to place it here…

slide78

8. Note ‘Technical Attachments’ now indicates how many documents you have uploaded…

…click ‘Save’ to ensure all your changes have been saved.

agenda9
AGENDA

How to communicate with LSC during the eTendering process

slide80

1. If you wish to communicate with the Buying team (clarifications, tender related questions etc.) please ensure that you use the online secure messaging tool…

…To send a message or to view received messages, click the ‘Messages’ button…

slide81

2. The messaging screen will show you all the messages that you have received including the date/time they were issued and read…

…To read a message, move your mouse over the received message (it will be highlighted in an orange colour) and ‘click’…

slide83

4. Edit your message content then click the ‘Send Message’ button…

…note you can also attach files to this message (refer to attachments guide), try to only do this if requested.

slide84

5. The original message will now show the date you opened and replied to the message. To see the messages you have sent to the buyer click ‘Sent Messages’ …

agenda10
AGENDA

Tips for a “stress-less” tender

slide87

Tips for a Stress-less Tender

  • Ensure that you read and digest all documentation thoroughly and make note of key actions and deadlines (you may want to create a checklist of actions to review prior to publishing your response).
  • Don’t leave your response until the last minute – if you have problems you may not be able to resolve them before the deadline for responses.
  • Always use the secure messaging tool for communicating with the Buying team.
  • Only upload attachments when requested. Try to avoid uploading very large files.
  • Try and answer all questions not just the mandatory ones.
  • Ensure that you follow all instructions carefully (including those in: an online opportunity, the PQQ attachments and in the online forms themselves) – it is critical that you thoroughly review the advise given in all Supplier Help Guides and READ ME FIRST documents within the online tender.
  • Please treat your username and password securely – if you lose or forget your password there is a link on the portal homepage where it can be emailed to the registered email address.
  • Please ensure that colleagues completing your responses have a basic level of literacy with common PC applications and internet based software.
  • Consistently SAVE your work – security protocols will automatically “time-out” after 20 minutes of inactivity
  • Please remember you MUST publish your response to make it visible to the LSC.
agenda11
AGENDA

Close / Q&A

slide89

Support Details

For further information or assistance please refer to the online help function in the first instance.

If this does not resolve your query you can email the Bravosolution Helpdesk (8am – 6pm Monday to Friday) on:

Email: help@bravosolution.co.uk

Please note that this email address should only be used for technical queries. For matters relating to the content of tenders, firstly ensure that you have read the ‘Instructions’ documents before you contact the LSC procurement team via the messaging function.

slide90

ADDITIONAL INFORMATION…

Background on Bravosolution

Typical Process Overview

slide91

BravoSolution Overview…

  • 230+ blue chip public and private sector clients worldwide since 2000
  • Europe's leading eSourcing provider, offices in UK, Italy, France, Spain, China (*soon Germany)
  • Over 76,000 suppliers from 56 countries have participated in £60bn+ of online negotiations
  • 220 people & growing
  • €30m turnover profitable part of Italcementi Group
  • Featured in the latest NAO report on Delivering Successful IT-enabled Business Change

United Kingdom

- London

France

- Paris

Spain

- Madrid

Italy

- Rome

Italy Milan Corporate HQ

slide92

Typical Process Overview

Planning

Phase

PQQ

Evaluate

PQQ

Responses

Invitation

To Tender

(ITT)

Evaluate

ITT

Responses

Award

Contract

Receive Shortlist or exclusion notification

Complete Questionnaire and publish.

Complete ITT and publish.

  • TIPS:
  • Always read all instructions and documents thoroughly.
  • Ensure you publish ALL PQQ and ITT Responses within the specified deadlines.
  • Late responses MAY NOT be accepted.
  • Continuously ‘SAVE’ all your work. You will automatically time out after 20 minutes of inactivity.
thank you
Thank You
  • Thank you for attending
  • Remember to hand in the Question Cards
  • Lunch will be served in the Red Room and the Horseshoe Bar