1. Procurement Workshop 27 th June 2012 Alison Riley Senior Procurement Officer

2. The Public Procurement Process Alison Riley Senior Procurement Officer

3. The Public Procurement Process Legislative Framework Procurement Principles Thresholds – EU & HCC Procurement Process Overview

4. The Legislative Framework EC Treaty Recital 9 EU Consolidated Directive (2004/18/EC) Public Contract Regulations 2006

5. Public Procurement Principles EC Treaty of Rome (Recital 9) applies in all cases –Non-discrimination: for suppliers across the EU –Equal Treatment: between potential suppliers –Transparency: of the procurement process –Proportionality: of contract value to procedures used –Mutual recognition: of standards, qualifications etc ‘level playing field’

6. EU Procurement Thresholds Goods & Services £173,934 Works £4,348,350 (Aggregated over 4 years)

7. Hampshire County Council Contract Standing Orders Available at www/hants.gov.uk/procurement Existing Contract or Framework Up to £24,999-3 written quotations £25,000 to £99,999-3 Tenders £100,000 & over-5 Tenders

8. Procurement Acronyms Pre-Qualification Questionnaire (PQQ) Checks potential suppliers for eligibility and suitability - Technical/Professional capability and capacity - Economic & Financial Standing - Minimum standards Invitation to Tender (ITT) A formal invitation to suppliers to make a detailed proposal in response to the requirement

9. Typical Procurement Cycle Define & review need Determine procurement strategy Pre-Qualify Suppliers Issue Invitation to Tender Evaluation Invite Manage implementation and transition Manage contract performance Contract Award Planning Enquiry Implement Develop specification Exit & termination

10. Common Procurement Procedures Below EU Threshold One Stage Process Two Stage Process Above EU Threshold EU ‘Open Procedure’ EU ‘Restricted Procedure’

11. Tendering Procedures One Stage Process 1.Develop specification and evaluation criteria 2.Advertise 3.Provide all expressions of interests with copy of ITT 4.Receive tenders 5.Evaluate tenders 6.Standstill period 7.Award contract Two Stage Process 1.Develop specification and evaluation criteria 2.Advertise 3.Provide all expressions of interests with copy of PQQ 4.Receive completed PQQs 5.Evaluate and select a short-list 6.Send ITT to short-list 7.Receive tenders 8.Evaluate tenders 9.Standstill period 10.Award contract   

12. Questions?

13. Business Opportunities Alison Riley Senior Procurement Officer

14. How much does Hampshire County Council spend? £600m per annum Goods, Works and Services

15. Hampshire County Council Where We Spend? 2007/082008/092009/10 Hampshire54% (£310m) 55% (£335m) 55% (£352m) South East Region 71% (£408m) 75% (£457m) 74% (£474m)

16. Public Sector Procurement (OJEU) Official Journal of European Union (OJEU) Contracts Finder (free Government site) £173k and above for Goods & Services £4.38m and above for Works Aggregated over 4 years (48 month rule) (only £43k per annum for Goods & Services) Don’t be afraid of big contracts ! – look for ‘Lots’

17. Minimum Requirements for Hampshire County Council Insurance (commitment to obtain if successful) - Public Liability £10m - Employers Liability £10m - Professional Indemnity £5m - Motor Vehicle unlimited personal injury/death and £10m damage to property. Financial stability / capacity – risk based assessment Appropriate professional accreditations

18. Contracting Opportunities Where to Look HCC Tendering Opportunities www.hants.gov.uk/procurement Go to Current Tendering Opportunities South East Region Tendering Opportunities www.businessportal.southeastiep.gov.uk Contracts Finder www.contractsfinder.businesslink.gov.uk

19. Contracting Opportunities Where to Look MOD – Defence Contracts Online www.contracts.mod.uk Compete For www.competefor.com London 2012 www.london2012.com/business- network ‘Current Opportunities / Future Opportunities NHS Supply Chain www.supplychain.nhs.uk SID4Health – NHS Supplier Database www.sid4health.nhs.uk

20. Sub-Contracting Opportunities Where to Look HCC Contracts Register www.businessportal.southeastiep.gov.uk Go to ‘Contract Store’ OJEU Contract Award Notices www.ted.europa.eu London 2012 www.london2012.com/business-network ODA Suppliers (sub-contracting opportunities)

21. Further Information Procurement - www.hants.gov.uk/procurement - ‘HCC How to do Business’ - leaflets Business Support & Information - www.hants.gov.uk/business-advice

22. Questions?

23. Completing a Tender Tips & Pitfalls Alison Riley Senior Procurement Officer

24. Successful Tendering What we look for A complete tender submission (all documents) Received by the deadline No qualifications to stated Terms & Conditions

25. Successful Tendering What we look for Has the supplier……. understood what we are looking for? demonstrated their ability to meet requirements? demonstrated value for money? demonstrated quality & reliability

26. Successful Tendering Basic Tips Answer the question - it is that simple Explain clearly what you will provide, how you will provide it and why it is the right solution Show systems, capabilities and people necessary Provide relevant case studies, data and references

27. Successful Tendering Approach Review all documentation Query anything you are unsure of (asap) Checklist & Deadlines Evaluation Criteria Pricing Timing (don’t leave it until the last minute) Unique Selling Point (USP) – why you ?

28. Transfer of Undertaking Protection of Employment (TUPE) What is TUPE? Does TUPE apply? Check for Confidentiality Agreement Sign and return to request the information Review, consider and build in to your bid

29. Successful Tendering Check List Check the Instructions Answered all sections Evidence Clarification Pricing Timescales Signatures

30. Successful Tendering Key Messages Read the requirements Don’t be afraid to ask questions (clarification) Read the questions (re-read) Answer all questions Make sure you have answered the question Get it proof read – someone not involved

31. Successful Tendering Pitfalls & Common Mistakes Missing documents (incomplete tenders) Questions not understood Questions not answered TUPE – not understood/dealt with Supplier not understood the specification Documents not checked prior to submission