Transcript Document

Doing business with the Council - how the tender process works
Major Projects & Procurement, CBMDC
Workshop Presenters
Rajnish Ahuja
Procurement Officer
Corporate Procurement Unit
Andrew Parkin
Principal Engineer
Transportation & Highways
John Bibby
Senior Policy Officer
Environment
Contents
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Introduction
The Council’s procurement processes
What do our tenders look like
How tenders are evaluated
Departmental perspective – Transportation &
Highways
6. Key issues for the future
7. Questions
Introduction
Why do we tender?
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Public Sector – funded by the Taxpayer
Getting the “Best” Value for Money
Transparent, fair and reasonable to all
Stimulate competition in the marketplace
Comply with UK and European legislation
Demonstrate proper use of resources
Introduction
Do we always tender?
• Number of options open to the Council
• Existing Public Sector Contracts
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YPO (Yorkshire Purchasing Organisation)
OGC (Office of Government Commerce)
NHS Purchasing & Supply
Other public sector bodies
• Other Council contracts
– Joint / Collaborative arrangements
– Regional Contracts
The Council’s procurement processes
Approved List of Contractors
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Works and Building Services
Application for inclusion through SCMS
Vetting process
Acceptance onto ALoC
First “port of call” for works & building services
The Council’s procurement processes
Expenditure Under £10,000
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Contracts mostly arranged by Departments at this level
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Value for Money must be obtained
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Simple process
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Contact would be direct with individual departments
Expenditure £10,000 - £75,000
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Minimum Four Quotations/Tenders Required
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Mostly Departmental Contracts
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Quotations often sourced locally
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Process and documents straight forward
The Council’s procurement processes
Expenditure £75,000 - £139,893
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Contract needs to be advertised nationally or regionally
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Open or Restricted Procedure Used
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Formal Tender Documentation
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Selection and evaluation criteria
Expenditure £139,893+
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£139,893 Supplies and Services
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£3,497,3193 Works Contracts
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Advertisements in European Journal
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Prescribed selection, evaluation and award criteria
What do our tenders look like?
Pre Qualification Questionnaire (Restricted)
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Pre-selection process
Outline of contract requirement
Capacity of applicant
Capability of applicant
Used to create tender short-list
What do our tenders look like?
Invitation To Tender
• Documents typically include
Part A (Tender Information)
Part B (Tender Submission)
Part C (Pricing Schedule)
• Method of Despatch
Preferably electronic (SCMS), Paper
• Method of Return
Preferably electronic (SCMS), Paper
Pre specified time and place
What do our tenders look like?
The Tender Documents
• Instructions to tenderers
• Terms and Conditions
• The Specification
• The Questions We Ask
Commercial
Quality
Technical information about product or service
• Pricing Schedule
How Tenders Are Evaluated
Contract Award Basis
• Tenders will be awarded on the basis of the
Council obtaining the optimum combination of
whole life costs and quality
• Most Economically Advantageous Tender
How Tenders Are Evaluated
Basic Principles
• Price Quality Split
• Pre determined Tender Evaluation Model
• Pre determined Award Criteria
• Weightings
• Meeting Customer Requirements
• Whole Life Costing
How Tenders Are Evaluated
Departmental perspective – Transportation & Highways
Departmental perspective Transportation & Highways
Departmental perspective – Transportation & Highways
Utilising Approved List of Contractors
• Request tender list
• Tenderer selection
2 by Rotation
2 Recently competitive
2 Officer choice
Departmental perspective – Transportation & Highways
Tender documents include
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Instructions
Contract
Specification
Bill of Quantities – pricing document
Form of Tender – offer
Departmental perspective – Transportation & Highways
Tender documents
include:
CITY OF BRADFORD METROPOLITAN
DISTRICT COUNCIL
•Instructions
Department of Transportation Design
and Planning Director: Alan
Mainwaring
•Contract
CONSTRUCTION OF
BALDWIN LANE
RETAINING WALL
•Specification
Engineer for the Works : Steve Barton BSc CEng
•Bill of Quantities –
pricing document
•Form of Tender – offer
FLOCKTON HOUSE FLOCKTON ROAD
BRADFORD BD4 7RY
TDP/M/HS/22523/B3534/SF DECEMBER 2003
Departmental perspective – Transportation & Highways
Submission
• Time, date and place
• Opened and recorded independently of
officers who have sent out the tender
• “Form A” completed
• Arithmetic and Technical check
• Pre contract meeting
• Officer recommendation to Client to award
• Award letter – Two signatures required
Departmental perspective – Transportation & Highways
Term/Schedule of rates Contract
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Advertised in press
Prequalification
Schedule of rates
Evaluation
Contract entered into
Packages of work identified and let to contactors
Departmental perspective – Transportation & Highways
Summary
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It is a process
Complete all the documents
Answer the questions
Submit everything requested
Do not Qualify your tender
Don’t assume the evaluation team know what you
do
Key issues for the future
• Sustainable Procurement will impact on the way
that we go about our business..
Climate Change
Environmental
Social Benefits
Regeneration of local economy
Key issues for the future
The scientific evidence of climate change
Key issues for the future
Don’t forget the lag- time!
• The weather events we are experiencing now are
generated by CO2 emissions of around 30 years
ago
• Human related greenhouse gases emissions rose
by 70% [and CO2 by 80%] between 1970-2004
• ‘Business as usual’ is expected to bring a
doubling of emissions by 2030
Key issues for the future
UN Chief Ban Ki-moon is in no doubt…
'Climate change
is the defining
issue of our age.’
Key issues for the future
Properties on Bradford Rd,
Keighley in 2000
Uncontrolled fires
on Ilkley Moor,
Summer, 2005
Key issues for the future
Climate Change Action Plan
An 8-year programme to deliver transformational
change:
• Supporting other organisations and individuals to play their
part [Eco-city campaign & pledges etc]
• Piloting Carbon Budgeting in the Council
• Carrying out a review of Sustainable Consumption
• Influencing the sustainable design features of new buildings
Key issues for the future
Examples of current sustainable procurement
activity
• School meals service –prioritising local and
seasonal food
• Phasing out the use of cooled bottled water
wherever possible
• Piloting the introduction of a 30% bio-diesel mix
for fleet vehicle fuel
• Influencing waste disposal contracts
• Influencing school building programmes
Key issues for the future
Examples of what we are looking for [1]
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ISO 14001 accreditation
Using a local workforce
Supporting apprenticeships
Upskilling of existing workforce
Having your own local supply chain
Key issues for the future
Examples of what we are looking for [2]
Evidencing good practice in:
• Energy Mgt. –from conservation measures to
district heating systems and use of biomass fuel
• Water Mgt. – water harvesting, sustainable urban
drainage schemes
• Waste mgt. – waste minimisation and recycling
targets
• Transport – travel plans, Euro 4 spec vehicles,
SAFED driver training, use of tracker software to
optimise mileage travelled
Doing business with the Council
Thank You for attending
Any Questions?
This presentation can be downloaded
from www.bradfordbuyer.co.uk