1. Overview and Scrutiny Outline of Procurement Processes
Contract Monitoring
Single Tender Actions and Waivers

2. PROCUREMENT PROCESSES
Identify Contract Need (PID)
Review Contract Provision
Amend Spec If Required
Framework Agreement (OGC, FireBuy, Blue Light, Regional Collaboration)
CSO 15 Restrictions
Timescales - Determined by Process OJEU (6-9 months) Full Tender (3-6 Months), Mini Tender (2-3 Months), Collaboration (variable)

3. OJEU Tendering Process
OJEU Process - 6/9 months
Agree evaluation criteria – part of the notice
Determine if straight to tender or requesting expressions of interest (PQQ)
Determine Time Table i.e. tender to be issued, tender return date, tender evaluation, Interview date, award of contract (TUPE, CFA)
Finalise Documentation

4. OJEU Tendering Process cont’
Agree Specification
Complete OJEU notice, place on website
Advertise contract on SECE website and/or specialist publications
Complete Register, Expressions of Interest
Competitive Dialogue (before final tenders)
Despatch Tender Documents
Closing Date For Submissions
Open & Evaluate Tenders
Challenge Processes

5. OJEU Tendering Process cont’
Interview Process
Select Overall Best Provider (MEAT)
Consider Standing Orders
Award Contract
Complete award of contract notice OJEU website
Finalise contract documents

6. Non OJEU Contracts
The processes is the same as OJEU, however no need for the tender to be advertised on the OJEU website.

7. FRAMEWORK AGREEMENTS CSO 15 All Office Government Commerce (OGC)
All Central Buying Consortium (CBC)
All FireBuy Contracts
Mini Tender Process

8. COLLABORATION Thames Valley Cluster South East Region
Regional Procurement Strategy
RPE, PPE, Work-Ware, Appliances, IT Solutions, Property, Utilities, Agency/Consultancy, Training, Occ Health, Insurance, Smoke Alarms

9. Tendering Process – Projects
Premises Projects – (Capital and Revenue)
Babcock provided with project briefing sheet
Design meeting with surveyor and PFM
Outline feasibility proposal submitted and discussed with PFM and Customer

10. Tendering Process – Projects
Feasibility agreed, tender documents prepared by surveyor
Tenders sent out by Surveyors in line with standing orders, using the approved supplier listing
Tenders returned to RBFRS in line with standing orders
Open Tenders returned to Surveyor for evaluation

11. Tendering Process – Projects
Tender Evaluation returned with recommendations
Contractors Selected
RBFRS raise purchase orders
Contract issued for approval by Contractor and return to RBFRS
Initial pre- start project meeting

12. Tendering Process - Projects
Commencement of project
Future review of project meetings arranged
Project completed
Snagging undertaken

13. Contract Monitoring From Award of Contract
- Arrange implementation meeting with supplier for commencement of contract
Agree programme of monthly, quarterly and annual contract review meetings
- Agree method of reporting Key Performance Indicators Monitor and Manage
Key performance indicates have are already agreed within the tender document and the contract should be monitored against these indicators

14. Contract Monitoring Cont’
Monthly review meetings –
RBFRS contract manager i.e. Senior Accountant + contractors day to day contract manager. PFM would attend the 1st meeting of the contract
Quarterly review meetings –
RBFRS contracts manager + i.e. Treasurer +senior contracts manager
Annual Contractual Review meeting –
As above, + Procurement & Facilities Manager + Director of contractor
PFM can attend any of these meetings if guidance is needed on managing the contract.

15. Contract Monitoring Cont’
Format of meetings
Agenda standing items
Agree minutes of last meetings
Update on items outstanding
Key performance indicators
Any Other business
Discussion should be around any issues that have arisen in the month or how poor performance is to be managed.
Depending on type of contract i.e. premises contracts we would also check quality of work. Projects – capital projects are mainly undertaken under CDM (Construction Design Management regulations) and are subject to specific ways of working and monitoring. These are monitored by Babcocks as the CDM Administrators. - It does not absolve us of responsibility.

16. WAIVERS 3 Waivers to Standing Orders 12 months
Grounds Maintenance Contract
Cleaning Contract
Training Centre Refurbishment

17. ANY QUESTIONS