Procurement Overview Derbyshire County Council 14 March 2019 Jayne Smith Procurement Officer Carolyne Knott Senior Procurement Officer

Local Government Spend National - £110 Billion East Midlands - £3.2 billion Derbyshire County Council - £418 million Tendering for Work

The Derbyshire Challenge £200 million reduction over the past 7 years Further reduction of £75 million by 2021, including £12 million in the year to April 2019 Increasing demands on Adult Care and Services for Vulnerable Children Rising cost of Waste Disposal Impact of National Living Wage Tendering for Work

Spend Areas Goods / Works / Services Adult Care Care Public Health Children Services Catering Educational Psychology Economy, Transport & Environment (ETC) Construction (roads and bridges) Laboratory Services Landscape Libraries Maintenance (roads and bridges) Passenger Transport Vehicles Waste Corporate Resources Agency Staff Building Maintenance Construction (buildings) Consultancy Occupational Health Design Finance Goods and Services Information Technology Print Property (including DFG adaptations) Public Relations External Venues Tendering for Work

Direction of Travel Increase transparency Opportunities for SMEs Risk not cost Increased stakeholder input Social Value within Derbyshire Tendering for Work

Procurement Rules Derbyshire County Council Financial Regulations Public Contract Regulations 2015 EU Procurement Directives *Possible changes due to Brexit but little change anticipated initially Tendering for Work

Tender Procedure Value Risk Ability to define requirements Quote Open Tender Restricted Tender Competitive Procedure with Negotiation Competitive Dialogue Innovation Partnership Tendering for Work

TENDERING OPPORTUNITIES Tendering for Work

Source Derbyshire www.sourcederbyshire.co.uk

Source Derbyshire (Affiliate Pages) Source Derbysire

Source Derbyshire Source Derbyshire

eTendering www.eastmidstenders.org eTendering

EastMidsTenders Register eTendering Register

Purchasing Arrangements Soft Market Testing/ Early Market Engagement Testing the market to find out about latest developments in a particular market. Two-way dialogue that can take different formats. Contracts Purchase of defined goods/works/services from a supplier (or group of suppliers e.g. consortiums) Frameworks Defined Requirement – Framework Agreement e.g. lots based on location or sub-category Further Competition e.g. mini competition with all suppliers on a framework (or a specific lot within a framework) Tendering for Work

Recent Example using Lots CTP763 External Venues Estimated Value £800,000 Contract Duration – 4 years Collaborative framework for use by 8 authorities Divided into 7 Lots 6 of the Lots are each further broken down into 3 sub lots Derbyshire County Council is seeking to establish a contract for the provision of External Venue Hire. The duration of this contract will be 4 years in which prices will be reviewed annually. The framework will be open to the following Authorities to call off from: Bolsover DC, Chesterfield BC, North East Derbyshire DC, Erewash BC, Chesterfield Royal Hospital, Derbyshire Fire and Rescue Service, Derbyshire Constabulary The tender will be split into 7 Lots. Lot 1 – 6 will be based on location and will be separated into 3 sub Lots based on capacity; 1 – 30 capacity 30 – 50 capacity 50 – 100 capacity Lot 7 will be an executive Lot for venues with a premium standard. Tendering for Work

Any Qualified Provider Usually where the selection is driven by client choice and service users to choose from a range of providers all of whom meet required standards: No competition in the application process. Opportunity to apply remains open for the duration of the contract. No limit to the number of provider who can on the list of qualified provided. Pricing will be pre-set at the qualification stage. Tendering for Work

How we Evaluate Pass/Fail Scored Criteria (Weighted) Selection Criteria Scored Criteria (Weighted) Price Quality (Response to Scope or Specification) Tendering for Work

Selection Questionnaire (Economic and Financial Standing, Technical and Professional Ability) Mandatory Questions Supplier Information Exclusion Grounds (above OJEU threshold tenders) Project Specific Questions Selection Questions Additional Questions Tendering for Work Example PDF can be downloaded from Source Derbyshire

Selection and Additional Criteria Limit sections included to simplify the procurement process and reduce the burden to tenderers. Financial Standing References Insurance Details Health and Safety Equality and Diversity Environmental Management Quality Management Safeguarding Audit and Information Security DBS Process (Disclosure Barring Service) Tendering for Work

Social Value Tendering for Work Requirements to consider Public Services (Social Value) Act 2012 for service contracts Social Value is one of 7 key themes in Derbyshire County Council’s Procurement Strategy Tendering for Work

Procurement Governance Internal Audit External Audit Local Government Ombudsman Public Procurement Review Service UK Courts European Court of Justice (ECJ) Tendering for Work

Do Tendering for Work Do Be prepared start gathering YOUR company information in advance of tendering if the services you provide require the collection and storage or personal data, consider how you use, store and maintain personal data to ensure it is secure and can only be accessed by authorised personnel. Read all the instructions in the tender documents Ask questions during the tendering process Check your response to make sure you have answered the question asked, addressed all of the requirements and uploaded all of the documents Tendering for Work

Don’t Tendering for Work Don’t Include variant bids, caveats or any other statements or assumptions qualifying the Tender response Underestimate how long it can take to bid for a contract Leave it too late to upload your bid onto the eTendering portal Tendering for Work

Thank You Procurement@derbyshire.gov.uk Tendering for Work