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Proposal prepared for:

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Title: Proposal prepared for: Author: Paola Beas Last modified by: mchughe Created Date: 4/28/2010 1:58:34 PM Document presentation format: On-screen Show – PowerPoint PPT presentation

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Title: Proposal prepared for:


1
Getting your slice of Public Procurement
opportunities Meet the Buyer Event Dundalk 24th
November 2011 Mary O'Halloran Senior Procurement
Manager National Procurement Service

2
Topics Covered
  • Public Sector Environment
  • National Procurement Service
  • Public Service approach to procurement
  • What are buyers looking for?
  • Tendering tips

3
ContextPubContext Public Sector Spend in
Procurementlic Sector Spend in Procurement
4
Public Procurement Expenditure by Sector

Source Dept. of Finance 2009
5
National Procurement Service (NPS)
  • Primarily involved with high value purchases
  • Maintain eTenders platform
  • Encourage greater collaboration among public
    bodies
  • Reduced administrative overheads full legal
    compliance
  • Education development of buyers/suppliers

6
Public Sector Procurement Environment
  • Government Departments, State Bodies, Agencies
    HSE, Local Authorities
  • Education Sector Universities, Schools,
    Colleges
  • Size of Market Ireland 16 Billion (2009)
  • Information sources
  • eTenders Website
  • LAQuotes
  • E-sourcing NI
  • OGC
  • TED

7
Top Spend Categories
  • Construction
  • ICT
  • Travel
  • Energy
  • Professional Services
  • Roads
  • Energy
  • Waste Disposal
  • Water
  • Plant Equipment

21. Printing Publishing 22. Janitorial
Cleaning 23. Recruitment 24. Training 25.
Stationery 26. Uniforms Clothing 27. Audits
Accounting 28. Office Equipment 29. Insurance
11. Medical Supplies 12. Transport 13.
Advertising 14. Telephones 15. Postage 16.
General Maintenance 17. Laboratory Supplies 18.
Fuel 19. Food, Catering 20. Security Services
8
Public Procurement Principles
  • Equal treatment
  • Transparency
  • Proportionality
  • Mutual recognition
  • Non-discrimination

9
EU the Basics - Procedures
  • Single stage procedure
  • Two stage processes

Open- anyone may tender
Submit application to be invited to tender
Evidence your capability and capacity to meet
requirement
10
Procurement Thresholds
Competitive process should be used
unless there are justifiable exceptional
circumstances
11
Understand The Evaluation Process
Three steps - regardless of procedure used
Award
Selection
Compliance
12
Evaluation of Process
  • Lowest Price
  • or
  • MEAT (Most Economically Advantageous Tender)
  • Other Factors
  • Whole of life cost
  • Price
  • Running costs
  • After Sales Services
  • Disposal costs

13
Prepare for Success Getting Started
  • Source Opportunities
  • Bid Planning
  • Bid Co-ordination
  • Bid Writing and Editing
  • Production and Delivery of Document
  • Comply in full with Requirements
  • Bid Content Library
  • Post Bid Internal Review

14
Prepare for Success
  • Managing your key information
  • Maintain a tender content library to Include
  • Company organisation chart
  • Financial accounts/statements
  • Company policys
  • Accreditation documents
  • Insurances
  • References
  • Key staff biographies

15
Sourcing Opportunities
  • Register with all Relevant Websites (Public
    Sector)
  • Analyse Tender Notices and Identify Common
    Requirements
  • Draft Standardised Tender Document Based on
    Requirements
  • Amend the Standard tender Document to Incorporate
    the Specifics of each Tender
  • Research the Buyer Organisation

16
Making the Decision
  • Brainstorm the tender Opportunity
  • Step back a little
  • Evaluate the cost and time can you price
    confidently?
  • Is it worth it long shot?
  • Consider - Is this mine to win or mine to lose?
  • Do this systematically
  • This practice delivers results

17
Read Document Carefully
  • Read the Documentation carefully
  • Make sure you understand it
  • Identify instructions
  • How do they want the information?
  • Look for strong words
  • Shall, will, must
  • Make sure you do what they ask
  • Have the asked for additional information

18
Read Document Carefully ctd.
  • Seek clarification as necessary
  • E-tendering systems
  • Understand whats involved in uploading your
    documents
  • Some required information to be keyed on-line
  • This takes time and needs to be planned

19
Understand The Requirement
  • Identify what are mandatory (key) requirements
  • Make sure you address them
  • If you cant, question your chances of winning
    the tender
  • Identify the desirable requirements
  • - can you address them and how
  • Will it be enough to give you a winning tender
  • Seek clarification if necessary

20
Remember
  • Award criteria is where the game is at!
  • Must provide exactly what the client is looking
    for
  • Price to win determine your margin
  • Price all components
  • Review the whole tender before submission
    attach all documents, check deadline for
    submission etc.

21
What Buyers Want
  • Can deliver whats being asked for
  • Evidence that the applicant can meet the need by
    demonstrating its
  • Capability
  • Capacity
  • Relevant experience
  • Provide the requested information in the format
    specified
  • Agree to the Contract Terms Conditions
  • Provide overall Value for Money and is
    Affordable

22
Tendering Tips
  • Must follow requested format instructions to
    tenderers
  • Attach all requested documentation /or samples
  • Criteria weightings indicate relative importance
    of each area
  • Ensure sufficient information to allow each
    criterion be evaluated
  • Complete pricing schedule very carefully

23
Tendering Tips cont.
  • Attend authoritys tender briefing sessions - ask
    questions!
  • Always be clear concise relevant
  • Ensure tender is delivered on time and to correct
    address!
  • Do not submit general brochure proposal be
    specific to competition

24
Tendering Proposal Should Include
  • Executive Summary
  • Financial Capacity
  • Details of Organisation
  • Previous Similar Experience
  • Reference Clients
  • Proposal
  • Form of Tender
  • Declarations

25
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26
In your opinion what are the biggest challenges
to taking part in public procurement?Rank your
top three challenges, your 1st selection is the
biggest challenge, 2nd selection is your second
biggest, and your 3rd selection is your third
biggest.
27
Select the statement that you most agree with
from the selection belowIn these difficult
times, Government buyers and development agencies
should support SMEs by..
28
As a supplier what do you think you can offer
the public sector in these difficult times?
29
Initiatives to Benefit SME's
  • Circular 10/10
  • Standard Documents
  • NPS Website - www.procurement.ie
  • Upgrade of eTenders
  • Briefing Sessions

30
Circular 10/10 Main Features
  • 25K/50K etenders Advertising Threshold
  • Open Procedures up to 125K/250K
  • Appropriate Capacity Requiremetns Technical,
    Financial
  • Company Financial Turnover Issues
  • Need for Proportionality

31
Circular 10/10 Main Features cont.
  • Declaration Evidence at Award/Shortlisting
    Stage
  • (or fullest extent possible)
  • Sub-divide Bigger Contracts into Lots (where
    appropriate)
  • Charging Businesses to Compete Precluded
  • SME's and Other Policy Initiatives Gree
    Procurement,
  • Innovation

32
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33
What is on N.P.S. Website?
  • www.procurement.ie
  • Buyers Area
  • Suppliers Area - Publications for Suppliers
  • - Upcoming Opportunities
  • - Suppliers News and Events
  • - Live Contracts and Frameworks (for Reference
    and Educational Purposes)
  • Publications
  • FAQ for Buyers in Particular
  • List of Contracts in Place

34
If You Win
  • Seek feedback on your tender
  • Exchanging contracts
  • Invoicing
  • Dealing with procurement
  • Leverage your wins!!

35
If You Lose
  • Learn from experience
  • Seek feedback to increase your success rate in
    the future
  • If price was a key factor, quantify difference
    revise for future tender
  • If price not reason, identify what was

36
Always Seek Feedback
  • If Debriefings are offered attend if at all
    possible
  • Prepare your questions in advance
  • Remain calm
  • Ensure relevant team members attend

37
To Win You Must
  • Understand the Requirements
  • Define your solution
  • Know your Limitations
  • Find Partners to Fill Gap
  • Have a Robust Fee Proposal Give Comprehensive
    Pricing Proposal

38
Summary
  • Register with all relevant sites
  • Always submit a compliant, competitive and
    compelling tender
  • Review your project management
  • Tenders take time
  • Always seek feedback
  • Learn from highs and lows

39
Thank You Mary O'Halloran Senior Procurement
Manager Client Relations Mary.ohalloran_at_opw.ie
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