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How to submit a winning bid

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... include sales literature, executive summaries, copies of other ... management templates ... submitted MUST be ignored ONLY 1 question per template ... – PowerPoint PPT presentation

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Title: How to submit a winning bid


1
How to submit a winning bid
  • Training for those new to bidding
  • Peter Horbury
  • Bowe Watts Clargo Limited

2
Why is this training important
Approximate numbers
Data based on empirical study by BWC may not be
true for Fairness in Primary Care
3
What is covered in this training?
  • Technical information on tendering
  • The law as it stands
  • The timeline and how to stay on track
  • The dos and don'ts of procurement
  • Evaluation and how it affects what you write
  • Stage 1 - PQQs and how to complete them
  • Stage 2 the ITT and what is required

Disclaimer This is based upon the National
guidance and may change for your PCT please
read all documentation carefully.
4
An overview of the process
Transparency and non-discrimination
  • The entire process must promote open awareness of
    the contract and must ensure that no-one is
    discriminated against

5
The law as it stands
  • The Public Contracts Regulations 2006
  • 27 member states in EU have signed up to this
    process procurement law is absolute
  • Any public contract in excess of 90, 319 MUST be
    openly advertised on the Official Journal
  • For Equity in Primary Care non of the allowable
    waivers apply CEO intervention, framework
    contracts nor existing suppliers arrangements
  • Procuring organisations must allow clarification
    questions, but do NOT need to vary their terms.

6
  • There are a number of optional tendering
    processes the procurement method used here is
    the Restricted Procedure ie not everyone is
    able to submit an ITT, a cohort will be selected
    through a Pre-Qualification Questionnaire (PQQ)
  • Bidders must make declarations responding in
    good faith
  • A Standard form, issued as an Invitation to
    Tender (ITT) will ensure consistent responses
    which can be evaluated

7
Be understanding - PCTs who do not follow the
lawful process will be dealt with harshly!
8
Some dos and donts for bidders
  • Canvassing be very careful who you talk to!
  • Choose references that can talk about you as a
    provider watch out for conflicts of interest
  • Do NOT vary the sections or leave any section
    blank if it is not applicable state this
    clearly
  • DO show the detail of how the service will be
    provided - where the staff will come from, how it
    will be financed
  • Do NOT promise jam tomorrow either show you are
    doing it now or give details of how it will be.

9
At its simplest, the process has 3 phases
10
Preparatory phase
11
Tendering and evaluation phase
12
Contract award and progress to Financial Close
13
The PQQ what is it for
  • The PQQ is designed to secure the necessary
    reassurances about the capacity, capability and
    eligibility of potential Bidders to satisfy the
    minimum requirements of the Scheme
  • At PQQ stage DO NOT provide anything that is not
    asked for do not include sales literature,
    executive summaries, copies of other contracts
  • You may use appendices where you feel it provides
    necessary evidence to support your statements

14
Completing the PQQ
  • Section A Project key section, spend 25 of
    your time on this.
  • Section A13 Provide evidence that you have (or
    will have) the capacity to meet all the
    obligations.
  • Staffing historical recruitment, special
    actions, current capacity, letters of commitment
  • Support from specialist expertise to turn
    statements into activities and detailed plans

15
Completing the PQQ
  • Section B Legal and Regulatory straight
    forward
  • Section C Financial information straight
    forward. If you cannot provide 3 years accounts
    it is not the end of the world
  • Section D Clinical requirements see next
    slide
  • Section E Health and Safety
  • Section F Workforce appendices with copies of
    policies etc are NOT needed at PQQ stage they
    will be for ITT
  • Section G IMT requirement to use EMIS PCS
    Enterprise if this requires training, begin the
    process now of how this would be achieved think
    about efficiency and effectiveness from a patient
    perspective

16
Completing the PQQ Clinical requirements
  • Section D Clinical requirements
  • If you are not directly employing the staff then
    you MUST list them as a clinical service provider
    eg therapists, specialist nurses, mental health
    workers
  • Use national recognised clinical best practice as
    the reference point start the dialogue now with
    your potential contractors

17
Some real life examples
  • Within the pack 3 real life examples have been
    provided for sections on
  • General background
  • Clinical Governance
  • IMT
  • These applicants were selected to progress to ITT
    submission
  • This is intended to help people put the PQQ
    submissions into context in this instance size
    does not matter

18
Learning Points
  • Do NOT assume that the PCT know you they can
    only score what they are told in the PQQ
  • DO repeat information in sections if you believe
    it is relevant to answering the question
  • Do NOT be coy about your financial stability
    no-one in the PCT is interested in your earnings,
    but they must know that your organisation is able
    to meet its financial obligations

19
Bidding as part of consortia
  • Please remember to make sure you have the
    consents of the all the organisations that make
    up the consortia.
  • Do not leave it to the last minute
  • Have nominated one lead organisation?
  • If you already have formed an LLP, Social
    Enterprise or Limited company then do you have
    evidence of its legal existence
  • Nominate a representative as the key point of
    contact

20
PQQ Evaluation 3 stage process
  • Compliance Review looking for losers not
    winners - is it all completed correctly, is the
    bidder identifiable, was it submitted correctly
  • Initial evaluation thinning out the bids
    eligibility, solvency, financial stability,
    capability and capacity is evidenced
  • Detailed evaluation remainder are scored
    against pre-set criteria evidence of previous
    successful delivery of contracts or services.

21
GP training requirement, therefore show
  • An efficient system for managing and booking
    consultations, including coping with urgent or
    unscheduled access.
  • Adequate consulting rooms (a dedicated
    registrars room is ideal but a consistent room
    is viewed as adequate), treatment room facilities
    and staff.
  • Access to the clinical evidence base and support
    systems through web based access/CD ROMs/books
    and journals etc.
  • Exemplary clinical record keeping including
  • summarisation.
  • Clear treatment and management plans
  • Health promotion and disease prevention records
  • Chronic disease management templates
  • Adequate clinical exposure (for example over
    1,000 patients per WTE when including the
    registrar).
  • Preventative medicine clinics and disease
    management clinics.
  • A functioning Primary Care team involving a
    variety of disciplines from and alongside whom
    learning can take place.
  • An environment that facilitates and stimulates
    work based learning (defined as learning at
    work, for work and from work).

22
Any Questions on the information so far?
23
The Invitation to Tender
  • Some important technical points when preparing
    the response

24
First steps if selected as a bidder
  • Confirm receipt of the ITT by signing the ITT
    Receipt form provided by the PCT.
  • Cover to cover read the ITT and make sure you
    check the dates
  • Prepare your timeline, working back from the
    target dates
  • Schedule in your bidder meetings with the PCT
  • Confirm that all members of the team are around
    check holiday commitments, do they clash with
    your target dates?

25
Clarification Questions
  • You may submit as many questions as you need to
    help clarify points which are not clear in the
    ITT
  • Make sure you follow the local process set out in
    the ITT anything incorrectly submitted MUST be
    ignored ONLY 1 question per template
  • Everyone else who is responding to the ITT will
    get a copy of your question and the PCT reply
  • Be sure you need to ask the question you may
    alert the competition to a way of thinking

26
Technical points
  • The Invitation to Tender is a complete fresh
    start. It will have clear instructions to
    follow.
  • Everything that has gone before EOI, PQQ,
    previous contracts they all mean absolutely
    nothing.
  • REMEMBER Do NOT assume that the evaluation
    panel know anything about you

27
Learning points team roles
  • Have one identified lead individual within the
    practice to take responsibility for the modelling
    and content of the bid response
  • A bid office manager is needed their role is
    make sure all the resources are available and
    that access to the ITT response master copy,
    appendices and other important documentation are
    controlled
  • You will need to present your case who will do
    this, do they need any training?

28
Learning points general planning
  • Set out a timetable you must have deadlines for
    sections and any contributions from your team
  • Talk at an early stage to your bank/financiers
    can you demonstrate that you can finance any
    developments
  • Do you have a letter stating that you have the
    necessary working capital i.e. sufficient
    revenue to provide the service until the first
    contractual payment

29
Evaluation comparing apples with apples
  • Do not alter the structure of the bid document in
    any way do exactly as asked. During evaluation
    the team can only mark in a consistent and agreed
    way anything out of place simply will not get
    evaluated.

30
Compliance
  • Compliant Bid
  • A Bid shall only be a Compliant Bid where it
  • Complies with all of the provisions of the ITT
    Volume 1
  • Includes responses to all questions set out in
    ITT Volume 2
  • Confirms acceptance of all contractual terms in
    the Contract (contained in ITT Volume 3) and
  • Is in the required format as stated in the MOI.
  • Bidders who do not submit a Compliant Bid will be
    liable to disqualification

31
Does cheapest always win?
  • The evaluation criteria for the ITT Bid
    evaluation are designed to allow the selection of
    the Bid that represents the best VfM, rather than
    lowest price alone.
  • The best VfM Bid will be that which is judged to
    offer the optimum combination of service
    capability, quality (including clinical
    standards, safety, deliverability and other areas
    as detailed in the ITT) and Bid price, within
    affordability parameters.

32
What is commerically sensitive and what isnt
  • Difficult question be prepared for information
    to enter the public domain
  • Where it is considered that disclosing that
    information in response to an FOIA could cause a
    risk to the procurement process or prejudice the
    commercial interest of any Bidder, the PCT may
    wish to withhold such information under the FOIA
    exemption.

33
Learning points bid submission
  • Identify and pre-prepare a Red Review process
    someone not involved in the bid who can cover to
    cover read the bid does it all hang together?
  • Allow at least 2 days to print and assemble
    things can and will go wrong
  • If printing it yourself make sure you have
    adequate stocks of paper printer cartridges
    envelopes folders (big enough to hold the
    anticipated number of pages)

34
Learning Points - Be prepared
  • Burning to CD do you have pack of blank CDs?
  • Always test burn to make sure it all works
  • Converting files to PDF
  • Provide files in the formats notified
    generally

35
Some final learning points
  • Do NOT put anything other than what is requested
    on the envelope
  • Anything which identifies your organisation on
    the outside of the envelope will result in
    immediate disqualification
  • I have seen the smallest things cause enormous
    pain, people think they are being helpful, but
    they should just follow the instructions
  • Jonathan Watts, Director, Bowe Watts Clargo

36
Any final questions please?
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