Central Government

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Central Government Centre of Procurement
Expertise Understanding the role of the public
sector buyer Procurex - October 2009 Presenters
Bill Smith James Coyle
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Understanding the role of the public sector buyer!

• Agenda
• Why is Public Sector Procurement Different?
• What is the role of a Public Sector Buyer?
• Questions we ask?
• Hints and Tips for Suppliers to Remember
• What should Suppliers do?
• What is Public Contracts Scotland
• Links
• Sample PQQs to Think About

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Why is Public Sector Procurement Different?

• Annual public sector spend in Scotland - 8bn
• Subject to EU legislation aimed to remove
  barriers in the EU single market
• Subject to UK legislation competition law, Best
  Value etc
• Subject to audit
• Accountable to government and the electorate

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What is the role of a Public Sector Buyer?

• Rules and Regulations
• Contract Procedure rules
• Tender Thresholds
• EU Procurement Regulations
• European Thresholds
• Tender Process (Open or Restricted)
• 2 stages
• Pre-qualification (PQQ) Restricted Only
• Invitation to Tender - ITT
• Evaluations based on Best Value
• Contract Award

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Questions we ask?

• Financial
• Insurance
• References
• Equal Opportunities
• Freedom of Information Disclosure
• Environmental
• Health Safety
• Non-Collusive Tendering
• Tender-Specific Questionnaire

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Tender Evaluation Award Criteria

• Price Quality Split
• Award Criteria established prior to invitation
• Weightings (most important to least important)
• Possible interview / site visits
• Request debriefs to improve
• Aim is obtain the optimum combination of whole
  life costs and quality

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Hints and Tips for Suppliers to Remember!

• Make sure that you are internally ready to
  participate and deliver a contract and have
  realistic expectations
• Consider subcontracting ask for the names of
  the main contractors
• Dont be put off by questions in
  pre-qualification or tender process the process
  is more flexible than you think.
• Answer all the questions
• Keep to the point of the question
• Dont assume prior knowledge this cant be
  evaluated
• Include appropriate references
• Seek clarification if unsure
• Public Sector procurement isnt about lowest
  price make sure you look at the evaluation
  criteria as this is how the tenders will be
  assessed.
• Make sure you sell yourself especially the added
  value and benefits you can bring to the contract.

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What is Public Contracts Scotland?

• This lists Scottish Public Sector Contract
  opportunities
• Also includes
• - SPD guide to tendering
• - what bodies are using the portal
• - public sector spend profile
• A resource for Suppliers to exploit
• Register for email alerts
• No charge to use
• 38,000 suppliers registered
• New Quick Quote facility for low value
  procurements developed

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What can Suppliers do?

• Register on the portal PCS
• Research public sector competition processes
• Engage with reform programme
• Request debriefs
• Improve your bidding capability
• Attend events providing guidance on competing
• Consider whether to compete in collaboration with
  other suppliers

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Links

• Advertising Portal http//www.publiccontractssco
  tland.gov.uk
• Scottish Procurement Directorate http//www.scotla
  nd.gov.uk/procurement
• APUC http//www.apuc-scot.ac.uk/home.htm
• CGCoPE http//www.cgcopescotland.gov.uk/
• NHS National Procurement http//www.nhsscotlandpro
  curement.scot.nhs.uk/
• Procurement Scotland http//www.scotland.gov.uk/T
  opics/Government/Procurement/npcoe
• Scotland Excel http//www.scotland-excel.org.uk
  /
• ePS http//www.eprocurementscotland.com/

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• Some Sample Questions to
• Make Suppliers Think!
• Bill Smith CGCoPE
  James Coyle - CGCoPE
• bill.smith_at_scotland.gsi.gov.uk
  james.coyle_at_scotland.gsi.gov.uk

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Sample Questions Question 1

• Is This a Good answer?
• Question
• Please outline how your company proposes to
  manage quality during this contract.
• Answer
• Dedicated Account Manager whose sole purpose is
  to ensure that 100 satisfaction is achieved

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Suggested Answer Question 1

• Product Quality
• ISO 9000 accredited
• Quality management systems in place to record,
  analyse and resolve problems
• Service Quality
• Monitoring of KPI and reporting with MI
• Undertake user surveys and then use this to
  ensure continuous improvement

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Sample Questions Question 2

• Is This a Good answer?
• Question
• Please detail safety arrangements for the
  delivery of goods/works/services, specifically
  including
• risk assessment procedures
• First aid provision
• Emergency procedures
• Answer
• All of the above are incorporated within our
  Health Safety Policy

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Suggested Answer - Question 2

• Answer the questions, when it asks for detail,
  you need
• to respond with detail. Your submission can only
  be
• evaluated on your response.
• Risk Assessment Procedure
• Employees are required to..
• First Aid Provision
• At least one member.

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Sample Questions Question 3

• Is This a Good answer?
• Question
• Please give examples of how your environmental
  policy is applied in practice.
• Answer
• We have worked for 6 years delivering this
  service for the Council and have always
  considered environmental concerns

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Suggested Answer Question 3

• Where a question asks for examples give
  examples. Also do not assume prior knowledge.
  The only information which can be considered is
  what is written down. What any of the evaluation
  panel know about your organisation from previous
  working arrangements cannot be considered.
• E.g. Our policy states our commitment to
  reduction in emissions due to travelling so we
  have installed secure bicycle racks and shower
  facilities, we also actively encourage use of
  public transport and car sharing for business
  purposes.

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The Way Ahead
Thank you for your participation today