Specialist Transport Pre-tender Event

1. Specialist Transport Pre-tender Event 7th October 2013 11:30am -1:30pm Northgate House Conference Centre, Warwick

2. What is the Purpose of Today? • To provide general information about the framework agreement that we are looking to let. • To provide general information about the procurement process. • To provide information about our e-procurement website In-Tend.

3. What is the Purpose of the Framework Agreement? • To provide suppliers to Warwickshire County Council’s Transport Operations team • Transport Operations are responsible for transporting children and vulnerable adults • Approximately 750 contracts • The required vehicle size is 8 seats or less. • Passenger assistants may be required on some routes

4. Procurement Background • Public Sector Contract Regulations 2006 • Thresholds • Tender • Transparency • Aggregation

5. In-Tend • We use an e-procurement system to run many of our procurement projects. This has many benefits for both us and our suppliers: • 24/7 access • Easy access and management of clarifications/ correspondence • Full audit trail and a receipt for suppliers when they submit tender documents. • No postage costs • No risk of suppliers tender documents getting lost in the post • Ability to access other Local Authorities tenders opportunities on the same website • Over the last 12 months we have been making a transition to a new version of In-Tend which can be found at www.csw-jets.co.uk. This is a shared e-procurement portal with other local authorities within the region.

6. How to use In-Tend

7. Example of a tender document

8. CommonQueries • Can you give me some IT assistance? We are unable to help you with IT queries (e.g. how to use Microsoft Word or Excel) • What answers should I give for question ‘X’? We cannot give you help with the answers to any of the questions. • Can I fill out a paper copy and post it to you? We cannot accept paper copies of your submission, all documents must be submitted electronically via the In-Tend system. • If I cannot scan documents, what shall I do? If a question requires you to submit supplementary informationand you are unable to scan documents (e.g. insurance certificates) then please submit a correspondence through the In-Tend system and guidance for that individual question will be provided on the clarification log. • I cannot scan my signature. Your signature can be electronic (i.e. typed) if you can’t scan.

9. Common Queries (cont’d) • Can I phone and ask you a question? • All questions must be submitted using the correspondence function on In-Tend. • It important to be aware that we are not able to speak to you on the phone regarding any queries that you have, you must submit these through In-Tend. • Before submitting a clarification, it is a good idea to check the most recent clarification log to see if someone else has already asked the same question.

10. Additional Tips • Use the receipt function (found on the ‘History’ tab of the Tender Management page) on In-Tend to check that you have submitted the correct documents. • Please don’t ring or email us to ask if your submission has been received. We can’t see the submissions that have been sent to us, until after the deadline (the system is locked from our side until the deadline for submissions has passed, so we are unable to identify who has submitted a response). Therefore you must check your receipt on the history tab to see what you have uploaded and at what time. • All of the Framework Qualification Questionnaires are evaluated at the same time (after the submission deadline has passed). This means that if you have filled in the document incorrectly you will not get the opportunity to re-submit and therefore you must check your submission carefully before you submit it.

11. Web Links www.warwickshire.gov.uk/procurement www.csw-jets.co.uk

12. Any questions?