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Business Link for Cornwall and the Isles of Scilly, Devon and Somerset
Presenter Martin Ellis Business Adviser  Business Link for Cornwall and the Isles of Scilly, Devon and Somerset
Business Link for Cornwall and the Isles of Scilly, Devon and Somerset
Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Top 10 Barriers when Tendering ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Business Link for Cornwall and the Isles of Scilly, Devon and Somerset .  .  . .  .  . .  .  . Solving the problem  Join The Dots
The  public sector , sometimes referred to as the  state sector  is a part of the state that deals with either the production, delivery and allocation of goods and services by and for the  government  or its citizens, whether  national ,  regional  or  local/municipal . From Wikipedia, Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Who Are The Public Sector?
[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Business Link for Cornwall and the Isles of Scilly, Devon and Somerset The Public Sector
Business Link for Cornwall and the Isles of Scilly, Devon and Somerset € 1,800 billion in Public Sector Contracts £1,621,294,200,208  ,[object Object],[object Object],[object Object],[object Object],[object Object],What’s it all worth? ,[object Object],Expenditure estimates for EU Contracts But why stop there!!!!
The Coalition Commitment  to growing the SME market share BIS agreed SME growth targets by 15% throughout the supply chain.  All departments will aim to pay 80% of invoices within five days Business Link for Cornwall and the Isles of Scilly, Devon and Somerset
Why the public sector like SME’s Business Link for Cornwall and the Isles of Scilly, Devon and Somerset
Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Open and Fair process Regular Income and stable terms & conditions Increased Credibility (Government £ = attracts money)  Why SME’s like working for the public sector
PQQ Business Link for Cornwall and the Isles of Scilly, Devon and Somerset A Whole New Language!!!! VFM MEAT CPV NUTS ITT OJEU PFI/PPP
Business Link for Cornwall and the Isles of Scilly, Devon and Somerset CPV CODE SPREADSHEET
Business Link for Cornwall and the Isles of Scilly, Devon and Somerset ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Typical Thresholds Example Goods and Services Works Requirement 0 - £1000 0 - £1000 No competition required £1000 - £2500 £1000 - £5000 Minimum of 2 quotations £2.5k - £10k £5000 - £10k Minimum of 3 Written £10k - £50k £10k - £50k  Minimum of 3 sealed Quotations based on a written specification and evaluation criteria  £50k to EC threshold £50k to EC threshold Minimum of 4 tenders Above EC threshold Above  EC threshold Minimum of 5 tenders Advertise in OJEU (Official Journal of the European Union)
Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Lower Value Contracts – What to do Decide which organisations fit your business  Register on portal if available Call the procurement office Build a relationship Make sure business is fit to supply A good place to start
Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Sell2Plymouth.co.uk  is a partnership between Plymouth’s public sector buyers, our local business support agencies and both the Chamber of Commerce and the Federation of Small Businesses. Following a successful registration your details and Business Registration Questionaire (BRQ) answers will be available to 3 public sector bodies:  Plymouth City Council, Plymouth Hospitals NHS Trust, University of Plymouth
Tender Portals: OJEC    www.ojec.com Supply to Gov    www.supply2.gov.uk Tenders In Cornwall    www.tendersincornwall.co.uk Sell 2 Plymouth      www.sell2plymouth.co.uk Devon Tenders    www.devontenders.gov.uk Exeter Buy Sell Prosper   www.exeterbuysellprosper.co.uk South West One   www.southwestone.co.uk Sell 2 Wales   www.sell2wales.co.uk CompeteFor    www.competefor.com Public Tenders   www.publictenders.net Southwest   www.supplyingthesouthwest.org.uk   Police    www.bluelight.gov.uk   NHS    www.supply2health.nhs.uk/ Training / Consultancy    www.bravosolution.com Public and private procurement   www.tenderalerts.co.uk/ Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Finding Opportunities
Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Identify the right tender opportunity Make your decision as you would for any other sales lead TIME QUALITY COMMITMENT
For a large number of  Low Value Procedures  complex tender processes will not represent  VFM  and other methods may be used. These include use of Procurement Cards which are similar to credit cards, or obtaining a number of quotes, (typically three), prior to placing an order. The value at which different procedures apply will vary between organisations and depending on market conditions, but all procedures are subject to the legal requirement for adequate publicity of contract opportunities. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset The public procurement process
Business Link for Cornwall and the Isles of Scilly, Devon and Somerset The Process: Stage 1 Legislative compliance Publication of contract value Procurement process Expression of interest Pre-Qualification Questionnaire
Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Invitation to Tender: Stage 2 Documentation and information requirements Submission Deadlines Request  for additional information
Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Winning: Stage 3 Award of Contract Announcement Cooling Off, Notify/debrief unsuccessful tenders
Once you are shortlisted you will often have very little time to send your documents to the buyer.  Creating a file of essentials before the all important day arrives will ensure you don’t get caught short. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset PQQ & Tender Checklist – Are Your Ducks in a Row?
[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Business Link for Cornwall and the Isles of Scilly, Devon and Somerset
Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Unwritten Rules ,[object Object],[object Object],[object Object]
Business Link for Cornwall and the Isles of Scilly, Devon and Somerset The Do’s: ,[object Object],[object Object],[object Object],[object Object]
Business Link for Cornwall and the Isles of Scilly, Devon and Somerset The Dont’s: ,[object Object],[object Object],[object Object]
Every week proposal are rejected for an opportunity because their Health and Safety policy wasn’t signed or because they had ‘only just’ exceeded their word limit.  But the even more annoying thing is that many of these issues could have been avoided if someone else had checked the proposal before it landed on the buyer’s desk. So here’s a helpful list for your colleague when asking them to proof read your bid. Get them to check: Grammar  Spelling  Font sizes  Amount of words  Lengthily sentences  Presentation style  Consistency  The finished article i.e. binding, pagination, etc  . Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Check, Recheck and Chick Again
Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Investigate your sector and only bid for work that you are sure you can do. Make sure you know, early on in the procedure, what format you will have to use to fill in the buyer's documents. You should also know what timescales you are working to and whether interviews will be likely. Plan and cost the full extent of delivering the contract to ensure that you have taken full account of overheads and resource implications. Always provide the information you are asked for and make sure you accurately answer all the questions. If you cannot do so, check whether your bid will be acceptable before you send it back.  If you are not sure of anything, ask the buyer in good time.   Plan your bid around the timetable the buyer gives you to make sure you can meet all deadlines.  If your bid is unclear and the buyer asks you to explain something, you must give your explanation by the original deadline, unless they tell you otherwise. How to increase your chances of winning Public Sector Contracts
Remember that at the Invitation to Tender stage you are being evaluated on how well you would be able to deliver the goods or services required, in line with the criteria given. You will want your response to be better than that proposed by your competitors. Remember, your bid will be evaluated only on the information you provide as part of the tender process. Be patient, as the procedure from the first advert to awarding the contract can take months. Delivering the contract is one of the best ways of ensuring that you keep the contract as it helps build your reputation for contract delivery. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset How to increase your chances of winning Public Sector Contracts Cont.
[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],What information will I have to provide? Business Link for Cornwall and the Isles of Scilly, Devon and Somerset
[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Business Link for Cornwall and the Isles of Scilly, Devon and Somerset What information will I have to provide? Cont.
Business Link for Cornwall and the Isles of Scilly, Devon and Somerset In Summary: ,[object Object],[object Object],[object Object],ADJUST & DEVELOP
Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Finally Remember, there are huge opportunities for SMEs to sell to this marketplace; local government alone spends £27 billion per annum on bought-in goods and services. With ongoing requirements across all industry sectors, opportunities really can be quite diverse, so it is important to monitor the marketplace to ensure you do not miss that one opportunity which may prove vital to your business. Understand the market and your potential customers Knowing your market and gaining an insight into the procurement procedures public bodies are required to follow will better position your company to take advantage of potential opportunities. So, do some research, build strong relations and network with prospective customers by attending conferences and Meet the Buyer events.
Monitor the market for potential opportunities Tender portals offering contract alert services will inevitably save you time and effort. The public sector is vast, and with a focus on value for money and increasing efficiency, there could potentially be an increase in the number of smaller contracts advertised. Due to their lower values, they could prove to be a more viable focus for your business. Moreover, working with the public sector indirectly as a subcontractor can also be a great way to increase reputation and gain valuable experience, and may be a faster route to securing public sector revenue. Be selective! The timescales set for expressing your interest can be short; however, it is important to spend time carefully evaluating opportunities which may appear relevant. Read what is being asked of you and then read it again to ensure you understand all the requirements. Do not spend valuable time and resources preparing a bid if you are unsure that you can deliver. Public bodies are aware of the real benefits working with SMEs can offer them. Government spend is crucial to the future competitiveness of the economy and accelerating our recovery from the recession. Procuring using processes that are open, fair and transparent not only allows the public sector to achieve cost savings through obtaining value for money, but also ensures the market is opened up to competition, presenting real opportunities for many businesses to help the entire public sector drive its efficiency agenda and assist in delivering cost savings. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset
Tel: 0845 600 9966 www.businesslink.gov.uk/southwest Business Link for Cornwall and the Isles of Scilly, Devon and Somerset
Value for Money (VfM)  is the term used to assess whether or not an organisation has obtained the maximum benefit from the goods and services it acquires and/ or provides, within the resources available to it.  It not only measures the cost of goods and services, but also takes account of the mix of quality, cost, resource use, fitness for purpose, timeliness and convenience to judge whether or not, when taken together, they constitute good value.  Achieving VfM may be described in terms of the 'three Es' - economy, efficiency and effectiveness: Most economically advantageous tender (MEAT).  Price  Quality  Aesthetic and functional features  Efficiency  After-sales service  Technical assistance  Date of delivery  Environmental performance  Lifecycle cost, etc.

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Tendering Presentation Plymouth 080910

  • 1. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset
  • 2. Presenter Martin Ellis Business Adviser Business Link for Cornwall and the Isles of Scilly, Devon and Somerset
  • 3. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset
  • 4.
  • 5. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset . . . . . . . . . Solving the problem Join The Dots
  • 6. The public sector , sometimes referred to as the state sector is a part of the state that deals with either the production, delivery and allocation of goods and services by and for the government or its citizens, whether national , regional or local/municipal . From Wikipedia, Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Who Are The Public Sector?
  • 7.
  • 8.
  • 9. The Coalition Commitment to growing the SME market share BIS agreed SME growth targets by 15% throughout the supply chain. All departments will aim to pay 80% of invoices within five days Business Link for Cornwall and the Isles of Scilly, Devon and Somerset
  • 10. Why the public sector like SME’s Business Link for Cornwall and the Isles of Scilly, Devon and Somerset
  • 11. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Open and Fair process Regular Income and stable terms & conditions Increased Credibility (Government £ = attracts money) Why SME’s like working for the public sector
  • 12. PQQ Business Link for Cornwall and the Isles of Scilly, Devon and Somerset A Whole New Language!!!! VFM MEAT CPV NUTS ITT OJEU PFI/PPP
  • 13. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset CPV CODE SPREADSHEET
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  • 15. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Typical Thresholds Example Goods and Services Works Requirement 0 - £1000 0 - £1000 No competition required £1000 - £2500 £1000 - £5000 Minimum of 2 quotations £2.5k - £10k £5000 - £10k Minimum of 3 Written £10k - £50k £10k - £50k Minimum of 3 sealed Quotations based on a written specification and evaluation criteria £50k to EC threshold £50k to EC threshold Minimum of 4 tenders Above EC threshold Above EC threshold Minimum of 5 tenders Advertise in OJEU (Official Journal of the European Union)
  • 16. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Lower Value Contracts – What to do Decide which organisations fit your business Register on portal if available Call the procurement office Build a relationship Make sure business is fit to supply A good place to start
  • 17. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Sell2Plymouth.co.uk is a partnership between Plymouth’s public sector buyers, our local business support agencies and both the Chamber of Commerce and the Federation of Small Businesses. Following a successful registration your details and Business Registration Questionaire (BRQ) answers will be available to 3 public sector bodies: Plymouth City Council, Plymouth Hospitals NHS Trust, University of Plymouth
  • 18. Tender Portals: OJEC www.ojec.com Supply to Gov www.supply2.gov.uk Tenders In Cornwall www.tendersincornwall.co.uk Sell 2 Plymouth www.sell2plymouth.co.uk Devon Tenders www.devontenders.gov.uk Exeter Buy Sell Prosper www.exeterbuysellprosper.co.uk South West One www.southwestone.co.uk Sell 2 Wales www.sell2wales.co.uk CompeteFor www.competefor.com Public Tenders www.publictenders.net Southwest www.supplyingthesouthwest.org.uk   Police  www.bluelight.gov.uk   NHS  www.supply2health.nhs.uk/ Training / Consultancy www.bravosolution.com Public and private procurement www.tenderalerts.co.uk/ Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Finding Opportunities
  • 19. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Identify the right tender opportunity Make your decision as you would for any other sales lead TIME QUALITY COMMITMENT
  • 20. For a large number of Low Value Procedures complex tender processes will not represent VFM and other methods may be used. These include use of Procurement Cards which are similar to credit cards, or obtaining a number of quotes, (typically three), prior to placing an order. The value at which different procedures apply will vary between organisations and depending on market conditions, but all procedures are subject to the legal requirement for adequate publicity of contract opportunities. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset The public procurement process
  • 21. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset The Process: Stage 1 Legislative compliance Publication of contract value Procurement process Expression of interest Pre-Qualification Questionnaire
  • 22. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Invitation to Tender: Stage 2 Documentation and information requirements Submission Deadlines Request for additional information
  • 23. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Winning: Stage 3 Award of Contract Announcement Cooling Off, Notify/debrief unsuccessful tenders
  • 24. Once you are shortlisted you will often have very little time to send your documents to the buyer. Creating a file of essentials before the all important day arrives will ensure you don’t get caught short. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset PQQ & Tender Checklist – Are Your Ducks in a Row?
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  • 29. Every week proposal are rejected for an opportunity because their Health and Safety policy wasn’t signed or because they had ‘only just’ exceeded their word limit.  But the even more annoying thing is that many of these issues could have been avoided if someone else had checked the proposal before it landed on the buyer’s desk. So here’s a helpful list for your colleague when asking them to proof read your bid. Get them to check: Grammar Spelling Font sizes Amount of words Lengthily sentences Presentation style Consistency The finished article i.e. binding, pagination, etc . Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Check, Recheck and Chick Again
  • 30. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Investigate your sector and only bid for work that you are sure you can do. Make sure you know, early on in the procedure, what format you will have to use to fill in the buyer's documents. You should also know what timescales you are working to and whether interviews will be likely. Plan and cost the full extent of delivering the contract to ensure that you have taken full account of overheads and resource implications. Always provide the information you are asked for and make sure you accurately answer all the questions. If you cannot do so, check whether your bid will be acceptable before you send it back. If you are not sure of anything, ask the buyer in good time. Plan your bid around the timetable the buyer gives you to make sure you can meet all deadlines. If your bid is unclear and the buyer asks you to explain something, you must give your explanation by the original deadline, unless they tell you otherwise. How to increase your chances of winning Public Sector Contracts
  • 31. Remember that at the Invitation to Tender stage you are being evaluated on how well you would be able to deliver the goods or services required, in line with the criteria given. You will want your response to be better than that proposed by your competitors. Remember, your bid will be evaluated only on the information you provide as part of the tender process. Be patient, as the procedure from the first advert to awarding the contract can take months. Delivering the contract is one of the best ways of ensuring that you keep the contract as it helps build your reputation for contract delivery. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset How to increase your chances of winning Public Sector Contracts Cont.
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  • 35. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset Finally Remember, there are huge opportunities for SMEs to sell to this marketplace; local government alone spends £27 billion per annum on bought-in goods and services. With ongoing requirements across all industry sectors, opportunities really can be quite diverse, so it is important to monitor the marketplace to ensure you do not miss that one opportunity which may prove vital to your business. Understand the market and your potential customers Knowing your market and gaining an insight into the procurement procedures public bodies are required to follow will better position your company to take advantage of potential opportunities. So, do some research, build strong relations and network with prospective customers by attending conferences and Meet the Buyer events.
  • 36. Monitor the market for potential opportunities Tender portals offering contract alert services will inevitably save you time and effort. The public sector is vast, and with a focus on value for money and increasing efficiency, there could potentially be an increase in the number of smaller contracts advertised. Due to their lower values, they could prove to be a more viable focus for your business. Moreover, working with the public sector indirectly as a subcontractor can also be a great way to increase reputation and gain valuable experience, and may be a faster route to securing public sector revenue. Be selective! The timescales set for expressing your interest can be short; however, it is important to spend time carefully evaluating opportunities which may appear relevant. Read what is being asked of you and then read it again to ensure you understand all the requirements. Do not spend valuable time and resources preparing a bid if you are unsure that you can deliver. Public bodies are aware of the real benefits working with SMEs can offer them. Government spend is crucial to the future competitiveness of the economy and accelerating our recovery from the recession. Procuring using processes that are open, fair and transparent not only allows the public sector to achieve cost savings through obtaining value for money, but also ensures the market is opened up to competition, presenting real opportunities for many businesses to help the entire public sector drive its efficiency agenda and assist in delivering cost savings. Business Link for Cornwall and the Isles of Scilly, Devon and Somerset
  • 37. Tel: 0845 600 9966 www.businesslink.gov.uk/southwest Business Link for Cornwall and the Isles of Scilly, Devon and Somerset
  • 38. Value for Money (VfM) is the term used to assess whether or not an organisation has obtained the maximum benefit from the goods and services it acquires and/ or provides, within the resources available to it.  It not only measures the cost of goods and services, but also takes account of the mix of quality, cost, resource use, fitness for purpose, timeliness and convenience to judge whether or not, when taken together, they constitute good value.  Achieving VfM may be described in terms of the 'three Es' - economy, efficiency and effectiveness: Most economically advantageous tender (MEAT). Price Quality Aesthetic and functional features Efficiency After-sales service Technical assistance Date of delivery Environmental performance Lifecycle cost, etc.

Editor's Notes

  1. Draw 4 equal length lines without lifting pen going through all dots. WHY??? Think outside the box, things aren't as hard as the seem Perception (Too Small, Haven't won any contracts before, Contract values to high) 1,000,000 / 4 years =£250,000 5 lots £50,000
  2. October this year funds are available to help SME’s to tender (Become fit to supply) BIS (Department for Business Innovation and Skills have agreed a 15% growth for SME’s within the supply chain ( Currently Excludes Education ) 80% of invoices to be paid within five days
  3. SMEs may offer better value for money than larger suppliers: Better value for money ‘VFM’ Bringing in more suppliers will often bring greater competition to the market place, so reducing the costs of procurement from all suppliers Lower administrative overheads and management costs than larger firms. Depending on the nature of the procurement, this can result in lower prices. Better quality of service SMEs have short management chains and approval routes, respond quickly to changing requirements. Tailored products or services (Innovation) Many SMEs, including social enterprises, can supply a higher quality of specialist products or services than larger suppliers, either because larger suppliers are discouraged by the limited demand, or because the SME has skills, originality and commitment in that field that are greater than those found in their large company competitors. Less Wastage/ Lean
  4. VfM - whether or not an organisation has obtained the maximum benefit from the goods and services it acquires and/ or provides, within the resources available to it.  It not only measures the cost of goods and services, but also takes account of the mix of quality, cost, resource use, fitness for purpose, timeliness and convenience to judge whether or not, when taken together, they constitute good value.  Achieving VfM may be described in terms of the 'three Es' - economy, efficiency and effectiveness: Most economically advantageous tender (MEAT). Price, Quality, Aesthetic and functional features, Efficiency, After-sales service, Technical assistance, Date of delivery, Environmental performance Lifecycle cost, etc. ITT – Invitation to Tender CPV – Common Procurement Vocabulary NUTS - The Nomenclature of Territorial Units for Statistics was established by Eurostat in order to provide a single uniform breakdown of territorial units for the production of regional statistics for the European Union PQQ – Pre Qualifying Questionnaire OJEU – Official Journal of the European Union; being the place where contract notices are published. PFI/PPP – Public Finance Initiative / Public Private Partnership, outsourcing where private sector designs , builds, operates and funds a facility.
  5. Business Case - The cost versus benefit analysis or business case is fundamental in deciding the direction of the sourcing strategy