Irish Small & Medium Enterprises

Association
Speakers:
Mary O'Halloran Jim Ryan
Senior Procurement Senior Procurement
Manager Manager
Client Relations Strategic Sourcing
Welcome rom the !"#"S"
O$%ecti&es or 'his Mornin(:
Ho) to
Impro&e *our
+hances
#ro&ide Hi(h
,e&el O&er&ie)
o the !"#"S"
-nderstandin(
o
#u$lic
#rocurement
#rocess
'opics +o&ered I

Background to the N.P.S.

Value for Money in Public Procurement

Benefits in dealing with N.P.S.

What we Exect from a !ood Sulier

"ow to #mro$e your %hances

'opics +o&ered II

&endering 'o(s ) 'on(ts

&ender E$aluation %riteria

'ebriefing

Presentations as Part of &ender Submission

!"#"S" .ack(round

Procurement was 'isorganised ) Non*Professional in

Public Sector
- Often part-time function but complex, procedural &
technical
- Very Few Full Time Professionals

Price Waterhouse Coopers Report +,--./

Recommendations
- !stablishment of "entralised #$P$P$P$%$ &est$ '(() - policy unit*
- !stablishment of #$P$+$ &est$ '((,*
+oncern E/pressed re:

Number 'iffering %ontracts for Similar !oods )

Ser$ices

Purchase of Same 0utside of %ontract

Varying Standards 1cross %ontracting 1uthorities

e.g.2
Setting Suitable Turnover Figures & Realistic
Levels Insurance Liability
+onte/t
#u$lic Sector Spend in #rocurement
!oods ) Ser$ices * Billion 34
%aital Works * Billion 35
+onte/t o !#S's Esta$lishment:
0o&ernment's .elie 'hat Reorm o Structural
& Operational 1rame)orks or #u$lic
#rocurement o 0oods and Ser&ices Will
2eli&er Si(niicant Sa&in(s to the E/che3uer
March 4556
0o&ernment Appro&es Esta$lishment o !#S
- "omplement of '- +taff
- ./ Trim, "o$ 0eath
- 1oard of #P+
Minister of State Martin Mansergh T.D.
Department of Finance
Department of Education
Department of Environment
HSE
Department of Finance & Personnel N..
!#S Mission:
#ro&ision o #roessional #rocurement Ser&ices &
Ad&ice
* Will Ensure Public Ser$ice has 1ccess to Best Value
!oods ) Ser$ices
* 6educed 1dministrati$e 0$erheads ) 7ull 8egal
%omliance
Result: Ena$les #ro&ision o Superior #u$lic Ser&ices
Strate(y
S'RA'E0*
0oal 7
Strate(ic
Sourcin(
0oal 4
Education
'rainin(
0oal 8
e#rocurement
0oal 9
Ad&isory &
0uidance Ser&ices
Internal Supportin( Strate(ies
"uman 6esource 6esearch ) Benchmarking Statistics9 Market &argeting
'e$eloment Measurement Performance
#rocurement Strate(y : Makin(
Sa&in(s

1nalyse Send ) 'etermine Exenditure on Princial

!oods ) Ser$ices (NPS est. Top 30 Spends)

#dentify ) de$elo 0ortunities for 1ggregations

1cross Public bodies

Sa$ings through Economies of Scale

#dentify 0timum Scale of %ontracts at National9 8ocal

) 6egional 8e$els
'op 'hirty Spend +ate(ories
+onstruction
I+'
'ra&el
Ener(y
#roessional Ser&ices
Roads
Ener(y
Waste 2isposal
Water
#lant & E3uipment
Medical Supplies
'ransport
Ad&ertisin(
'elephones
#osta(e
0eneral Maintenance
,a$oratory Supplies
1uel
1ood; +aterin(
Security Ser&ices
#rintin( & #u$lishin(
Janitorial & +leanin(
Recruitment
'rainin(
Stationery
-niorms & +lothin(
Audits & Accountin(
Oice E3uipment
Insurance
Etc"
.arriers to Achie&in( Sa&in(s

8ack of %ometition for Public %ontracts

Poor Particiation from SME:s

Misinformation 1mong Businesses 6egarding

8ack of 7ull &ime 'edicated Procurement Personnel

1cross Public Sector
Measures to Achie&e Sa&in(s

Pro$ision of 8earning ) 'e$eloment 0ortunities

for Public Ser$ice %ustomers ) Suliers

Pro$ision of Educational Material ) &raining

Proacti$e Engagement with #SME9 S719 #BE% etc.

#ncrease 7irms: 1wareness of &endering 0ortunities

Streamlinin( #rocurement
#rocedures

6e$iew of all Procurement 'ocumentation

#dentify 1reas for Standardisation ; Buyers ) Suliers

Simlify and Pro$ide &emlates

Solicit oinions of Buyers ) Suliers

Ensure Ease of Particiation to

e#rocurement

e&enders Website to be 'e$eloed ) Enhanced

* Ma<or tool for Public Sector Procurement
* Ser$es as Portal for Suliers
* More 7unctionality ; Easier to =se by Smaller 7irms

'e$ise Strategy to =tilise for e1uctions ) 'isosal )

6edistribution of !oods &hroughout Public Ser$ice
Summary

1ttain 1dministrati$e Efficiencies &hrough Elimination of

&endering for Similar !oods ) Ser$ices by Wide 6ange
of Public Ser$ices

'e$elo More Professional Public Procurement

Practices
< 0enerate ,on( 'erm .eneits or E/che3uer &
.usiness Suppliers o 0oods & Ser&ices
.eneits o 2ealin( With !#S

Significant 0ortunities 1$ailable

Professional9 Well &rained &eam ; Best #nternational

Practice

Promt Payment

Procedures 7air ) &ransarent

1ll &enders &reated E>ually

NPS to #ntroduce %ode of Practice for Suliers

NPS to 8ist ucoming %ontracts on 0ur Website

What We E/pect rom a 0ood
Supplier

2eli3ers on Time and 4eeps Promises

Pro3ides 5ood, "onsistent /uality &fit for purpose*

Financially +ound, 6ith 5ood Trac7 Record

8owest 8ife-"ycle "osts 8on9 Term

:de;uate Resources

Responsi3e to Our #eeds

:fter-+ales +er3ice

"ourtesy & "ooperation

Ad&anta(es o 2ealin( )ith SME=s

5reater Flexibility 2eli3ery 2ates

0ore Responsi3e to "ustomer #eeds

6illin9ness to 5et <ob 2one to Ti9ht 2eadlines

0ore Personal +er3ice Often 8ead to =nno3ati3e +olutions

5reater Focus on /uality

8ower O3erheads 6hich "an 8ead to 8ower "osts

Ho) to Impro&e *our +hances

6egister with etenders website ; familiarise ) &ake &raining

7eel 7ree to Market your Product?Ser$ice as for Pri$ate 7irms

Establish When %ontracts are 'ue ) Who 6ele$ant Personnel are

&ender only for work @ou can 'o

7amiliarise @ourself With Public Sector Procurement Procedures

Pay 1ttention to Selection ) 1ward %riteria

Seek Promt %larification if unsure re &ender 'ocumentation

1lways re>uest 7eedback ; debriefing ; E$en When &ender Was

successful
#u$lic Sector #rocurement
En&ironment
* !o$ernment 'eartments9 State Bodies9 1gencies
"SE
* 8ocal 1uthorities
* Education Sector ; =ni$ersities9 Schools9 %olleges
* SiAe of Market ; #reland 3.B Billion 2007
* #nformation sources2
* etenders Website
* 81Cuotes
* e*sourcing N#
* 0!%
* &E'
#u$lic #rocurement #rinciples I

E- ,e(islation 0o&erns all #u$lic Sector #rocurement

A$o&e +ertain 'hreshold : 'ou(h $ut 1air

1our 1undamental #rinciples2

E>ual &reatment ; all Suliers &reated E>ually ) 7airly ;

no 'iscrimination

&ransarency ; 0en %ometition9 6ules ) %riteria

Publicised
#u$lic #rocurement #rinciples II

Proortionality ; 'emands on Suliers 6ele$ant ) 'irectly

6elated to %ontract

Mutual 6ecognition ; Standards ) Cualifications =sed &hroughout

the E= Should 6ecei$e E>ual 6ecognition

#u$lic #rocurement 2ictates ho) +ontractin( .odies .uy;

not What 'hey $uy
Ho) !#S Ad&ertises +ontracts
,o) >alue #urchase * D 3.E ; 0ne Verbal Cuote
D 3FE ; 0ne Written Cuote
Intermediate >alue #urchase
* Between 3FE ) 3F-E * 7ormal &ender Process ; *
Minimum G >uotes by #n$itation or 0en Process +'ebriefing/
Hi(h &alue #urchase
* H 3F-E u to E= &hreshold2 3.,FE
* 1d$ertise in e&enders +oen/ or !et F Cuotes 'irect
* H 3.,FE ; 1d$ertise in 0IE= ) e&enders
%ometiti$e Process Should be =sed =nless &here are Iustifiable ) Excetional
%ircumstances
1indin( Re3uests 1or 'ender ?R1'=s@

!o$ernment 67&(s 1d$ertised on www.etenders.go$.ie

6egister 0nline and Search for 67&(s 1roiate to @our 1rea

1utomated email 1lert if 67& and @our %hosen Business 1rea

Match

7our &yes of Publication on etenders Website2

J
Prior Information notice (PIN)
J
Pre!ualification !uestionnaire (P!!)
J
Re"uest for Tenders
J
Contract #$ard Notice
'ypes o #u$lication
#I! ; #ssued by %ontracting 1uthority to 1lert Market to
7orthcoming 0ortunities ; !ot #n$itation to &ender
#AA ; Enable 1uthority to %reat a Shortlist of Potential Bidders by
e$aluating their suitability in terms of2
+./ &echnical Enowledge ) Exerience
+,/ %aability ) %aacity
+G/ Economic ) 7inancial Standing
R1' ; 7ollowing PCC Process9 8ist of Cualified Suliers are
6e>uested to &ender +and %&aluated/ 7ollowing Publication of
67&
'ypical 'enderin( #rocess
'efinition2 1 &ender is K an offer in $riting to suppl'
goods or ser&ices( at a fi)ed priceL

'ecide Scoe of 6e>uirement ) &endering Strategy

'ecide Selection ) 1ward %riteria

1d$ertise in etenders and?or 0IE= (if #*o&e T+res+old)

&eam E$aluates &enders

1ward of %ontract

Put %ontract in Place

Monitor %ontract
'enderin( 2o=s and 2on=ts I
:ssi9n Responsibility for "oordination of 1id to One =ndi3idual
1id Plan +hould +et Out 1id Proposal, Responsibility for "ontent & 2eli3ery 2eadline
1id "hec7list to =nclude
RFT document - is Re;uirement "lear>
=f #ot +ee7 "larification as Per "ommunications Protocol
=dentify :uthors for !ach +ection of Proposal 2ocument
:nswer all /uestions as Full as Possible, with !xamples &
Referencin9 Rele3ant Prior !xperience
5i3e +taff "V?s +tandardised Format
=nclude Past Performance References
Presentation "hec7 to !nsure no !rrors etc$
2eli3ery !nsure 2eli3ery to "orrect :ddress by 2eadline
.a3e a 1ac7up Plan <ust in "ase
'enderin( 2o=s and 2on=ts II

7ollow 6e>uested 7ormat ) #nstructions to &enderers

1ttach all 6e>uested 'ocumentation )?or Samles

%riteria Weightings #ndicate 6elati$e #mortance Each 1rea

Ensure Sufficient #nformation to 1llow Each %riterion be

E$aluated

%omlete Pricing Schedule Very %arefully

May be in$ited to 1ttend KBidders %onferenceL ; for

%larifications

1lways be %lear ) %oncise ; 6ele$ant

'o Not Submit !eneral KBrochureL Proosal ; be Secific to

%ometition
'enderin( 2o=s and 2on=ts III
Maintain a 'ender +ontent ,i$rary to Include:
&ax %learance %ertificate
1uditor(s 8etter %onfirming 8ast G @ears 1ccounts
#nsurance Brokers 8etter %onforming Emloyer(s 8iability9 Public
8iability ) Professional #ndemnity
Bank 6eferences
#S0 1ccreditation
Eey Staff Profiles ) %V(s
Staff Portrait Plates
0rganisational %hart
"ealth ) Safety Statement
Cuality Policy Statement
#ost tender Re&ie)
Should $e carried Out $y 'enderB.id Mana(er &
+onsider 1ollo)in(:

Poor Planning ; was the Bid 6ushed ) 'id Cuality

SufferM

Poor 1dministration ; Was there Missing or

Erroneous %ontentM

%osting ; Was it Set at the %orrect 8e$el

#nformation ; Were Essential Elements MissingM

Were the 6e>uirements 6ead %orrectly ;

6esulting in #ncorrect?Non*%omliant SolutionM
'ender C E&aluation +riteria

Selection %riteria

Exclusion %riteria

1ward %riteria ; a 8ook at Products?Ser$ices

+andidateB'ender Selection +riteria

7inancial ) Economic Standing +current banking

reference/

&urno$er

#nsurances ; Professional #ndemnity9 Emloyers

8iability
* must ha$e aroriate ) roortionate insurance
co$er
Rele&ant E/perience

Recent !xperience Rele3ant to the Pro@ect

Pro3ide 2etails of !xamples & !3idence

Referees "lient !ndorsement

Pro3ide Pro@ect #ame

- 2etails of Pro@ect 0ana9er
- /uality +tandards
- Price
- "ompletion 2ate
- .ealth & +afety Record
'echnical Skills

Skills and Exerience of Professional ) &echnical

Personnel #ntended to 1ssign on the Pro<ect
* Pro$ide Names
* 7unction
* &echnical Exertise
* %V:s to be Pro$ided
Mana(ement Skills & Systems

'etails of 0rganisation:s Management Personnel )

Management Systems to be 1ssigned to Proer
* Cuality 1ssurance Standards +#S0 etc./
* Programme Software
* "ealth ) Safety Management System
E/clusion +riteria

Bankrut or 1bout to be Wound =

"on3iction of Offence for Professional 0isconduct

Failed to Pay +ocial 6elfare "ontributions

1een 5uilty of "orruption, Fraud or 0oney 8aunderin9

0isrepresented =nformation
E&aluation

8owest Price
or

0!:T
- 1usiness Proposal -(A
- Price )(A
E&aluation o #rice

8owest Price or ME1& +Most Economically

1d$antageous/

Other Factors
B
6hole of life cost
B
Price
B
Runnin9 "osts
B
:fter +ales +er3ice
B
2isposal costs
+ontract A)ard +riteria

1ward %riteria 6elates to the Product or Pro<ect

Secifically

Proposed 0ethodolo9y - :pproach

Price
2e$riein(

Voluntary Process

Opportunity 5ain Feedbac7 From "ontractin9 :uthorities

.elps =mpro3e Performance by =dentifyin9 +tren9ths &

6ea7nesses relati3e to 6innin9 Tender

5enerates "onfidence & Reassurance in =nte9rity of Process

!mphasises Team 1ased #ature of !3aluation not =ndi3idual

!ffort

Opportunity to understand what "ontractin9 :uthority #eeds :re

Ad&anta(es or .uyer

Encourages !reater Particiation

Promotes "ompetition

8ead to 0ore =nformed 0ar7et 1etter Value, 1etter

Tenders

Opportunity to =dentify 6ays to =mpro3e Process for

Future
What 2e$riein( is !ot

Not 7orum to 'ebate Processor 'iscuss Merits of

1ward 'ecision

#ot Forum to 2iscuss other Tenders Only Cour Tender

6ill be 2iscussed

+tay "alm durin9 2ebriefin9

.a3e Cour /uestions Prepared in :d3ance of 0eetin9

#resentations as #art o 'ender
Su$mission

0nly %omanies Short 8isted for #nter$iews

6hen Preparin9 !mphasise :reas 1earin9 on !3aluation 0ar7s

2ecide 6ho +hould :ttend From Cour Or9anisation

1rin9 Technical :d3isers if #ecessary

!ach :ttendee +hould .a3e Role and +pea7

:3oid +ole +pea7er Tal7in9 For 5roup

Slide Sho) as #resentation

Be %lear ) %oncise ; no More &han ,- Minutes

:ddress Purpose of Presentation

- 4ey 0essa9es
- Visual or Text Orientated
- !n9a9e 6ith :udience
- +how !nthusiasm

First =mpressions "ount 1ut #o #eed to be +howman

Prepare for Possible /uestions

!nd on a .i9h #ote

'hank *ou
Mary O'Halloran Jim Ryan
mary"ohalloranDop)"ie <im.ryanNow.ie