Procurement process & support for Victims’ Services in Lincolnshire Procurement Workshop
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Transcript of Procurement process & support for Victims’ Services in Lincolnshire Procurement Workshop
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Procurement process & support for Victims’ Services
in Lincolnshire
Procurement Workshop26th June 2014
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The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
What will we cover?
Session 1 Introduction Session 2 E U Procurement Process Session 3 The Process that we will Follow Open Floor Questions Tea & Coffee
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The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Introduction
Procurement Workshop26th June 2014
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The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Who am I & What do I do?
My name is Robert Cobb Interim Head of Procurement (Lisa Norton) In Post until Spring of 2015. Will manage the procurement process for
Victim Support Services to completion. Employed by G4S Care & Justice. I have overall responsibility for all major
purchases above £25,000.00 on behalf of Lincolnshire Police.4
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Why are we here?
<£1m of outsourced services to be commissioned over the next 2 years.
Full E U Tender process. Awareness of knowledge gap. Supporting the SME & Micro communities. Essential that those who want to bid are
confident in being able to do so. Equal Opportunity for all.
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The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
House Rules
Rule 1. There is no such thing as a silly question.
Rule 2. If you do not understand what I am talking about it is MY FAULT not yours. Stop Me.
Rule 3. No Company, Organisation or charity is too small to be part of this process.
Rule 4. Informal session, It is your session.6
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI7
So what is this Procurement Malarkey?
• It is NOT just purchasing.• Yes, It is about price but
it is also about Quality and Ability to supply
• Covers the whole Procurement Cycle from Inception of Need to End of use of the asset.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
What is Tendering
Tendering is the process of making a legally binding contractual offer, (bid) in response to an invitation or request for tender.
It is normally time bound for a specific period It will have a definitive closing date for bids to
be received. Bids are provided in confidence and
undisclosed until the close time when no further bids can be accepted. 8
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
What is Tendering
It is a firm offer. It will be evaluated against the pre set criteria
only Carried out by a pre appointed evaluation
panel It is open and transparent, free from Bias or
favour Cannot be withdrawn after acceptance
without invoking breach of contract. Can be awarded to single or multiple Bidders.9
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI10
So what is E Tendering?
• Exactly the same process but conducted via a specialist piece of software.
• A number of different packages available aimed at specific sectors (Blue Light)
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI11
So what is E Tendering?
• Stops Endless piles of paper.• Saves Time & Money.• Ensures Fairness, Openness and
transparency.• Easy to use for both parties.• Facilitates full E U Compliance.• Manages the procurement Cycle from
Expression of interest to offer and award.• Secure management of Data.• Fully Auditable.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Do’s and Don’ts of Tendering
Do be Honest in your answers. Dishonesty will automatically void your response.
Do have a Plan with a time table. Do read ALL the documents and follow the
instructions. If in doubt, ASK. Do not assume. Do not leave it to the last minute. It shows. Upload in plenty of time.
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The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Do’s and Don’ts of Tendering
Don’t use Acronyms. You may know but we do not.
Don’t change the documents. Don’t send things that we have not asked for. Don’t question staff outside the audit trail. Don’t be impatient. The process takes time. Never, ever disclose your bid to others.
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The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
E U Procurement Regulations & Process
Procurement Workshop26th June 2014
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The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Origin of the E U Public Procurement Regulations
The Official Journal of the European Union First thoughts of E U principles came into
existence back in 1962 in its earliest forms. Various guises until we reach the current
legislation. (Statutory Instrument 2006 No. 5) The Public Contracts Regulations 2006
The term 'Journal' is misleading, as production of the hard copy version ceased in 1997, and can now be accessed online via Tenders Direct – TED.15
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Origin of the E U Public Procurement Regulations
Undertaking a major review in 2014 Aimed at assisting SME and ensuring inclusion Reducing Time scales and mandatory periods Four main Procurement Models
Open Restricted Competitive Dialogue Negotiated
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The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Legislation
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European Legislation UK ImplementationPublic Contracts Directive 2014/24/EU Procedures for the award of public works contracts, public supply contracts and public service contracts.
Statutory Instrument 2006 No. 5 The Public Contracts Regulations 2006 (see amendments below)
Scottish Statutory Instrument 2012 No. 88The Public Contracts (Scotland) Regulations 2012.
Directive 2007/66/EC Remedies DirectiveAmends the existing Remedies Directives (89/665/EEC and 92/13/EEC) to improve the effectiveness of review procedures concerning the award of public contracts
The Public Contracts (Amendment) Regulations 2009
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Current E U Thresholds.
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SUPPLIES SERVICES WORKS
Entities listed in Schedule 1
£111,676(€134,000)
£111,6762
(€134,000) £4,322,0123
(€5,186,000)
Other public sector contracting authorities
£172,514(€207,000)
£172,514(€207,000)
£4,322,0123
(€5,186,000)
Indicative Notices £625,050(€750,000)
£625,050(€750,000)
£4,322,012(€5,186,000)
Small lots £66,672(€80,000)
£66,672(€80,000)
£833,400(€1,000,000)
PUBLIC CONTRACTS REGULATIONS 2006 - FROM 1 JANUARY 2014
NB. These are contract values rather than annual values
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Benefits of the E U Procurement Regs.
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Promotes competition Generates VFM Ensures openness and transparency Promotes fairness and professionalism Enabler of SME Sector Generates contractual commitment Fully auditable
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Legal Compliance, Who needs to Comply.
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Any Public Authority - Not the supplier. Regulation 3 provides a non-exhaustive list
of contracting authorities which are subject to the application of the regulations.
Public Authorities Utilities Charities
‘A body governed by public law’.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
What Happens if we Don’t Comply
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Failure to comply with the EU rules could result in; The risk of a legal challenge by suppliers. They must show that they have suffered loss
as a result of the breach. The UK can be challenged by the Commission
in the Court of Justice of the European Union. Contract is set aside.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The Process
Procurement Workshop26th June 2014
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The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Provisional Time Table
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Open Process General Information Day 0 17 June 2014Procurement Bidders Day 0 26 June 2014Prepare Scope of Tender Specification 75 09 September 2014Finalise specification & sign off 10 19 September 2014Prepare Tender Documents 3 22 September 2014Issue Contract Notice 5 27 September 2014Closure of clarification period 35 01 November 2014Mandatory period 21 22 November 2014Tender Closes, open and structure 1 23 November 2014Evaluationm period 30 23 December 2014Supplier Clarfication meetings 10 02 January 2015Issue intent to award 7 09 January 201510 Day mandatory period 11 20 January 2015Prepare Contracts Docs (Inc Timeframe above) 0 20 January 2015Issue Contracty Documents 3 23 January 2015Issue OJEU Award notices 7 30 January 2015Phase in period. 60 31 March 2015Contract Start date 1 01 April 2015
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Communication
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Open Communication from the start. Equal opportunity for all, including today. Reluctant to engage in 1 – 1 from here in. Communication instruction within Tender
Docs. Officially Closes on issue of Tender Docs Internal Question Process for auditable
process Q & A sheet ensures - Reply to all
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
What can we Discuss
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Will answer process questions such as: “How Do I” “Where is” “What does ? Mean”
Will not answer individual questions that directly or indirectly reflect how your bid is to be Formulated: “How Much should I put for x”
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The Process
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The Following is a step by step advisory process of what we will be doing.
We will be using a fully electronic e tendering system.
Step 1 - Register your organisation with the on-line tendering system.
https://ukstage.eu-supply.com/
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI27
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI28
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI29
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI30
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The Process
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Once you have registered your organisation, that’s all you need for now.
We will then upload all the tender documents. You will receive an automated e mail to inform
you that they are there. You then have access to the documents which
you will be able to down load. You then work on these documents off line.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The Process
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What documents will there be.1) Cover letter2) Instructions to tenderers3) Time table4) ITT text5) Scope of service requirements6) Tender evaluation criteria7) Schedule of rates8) Tender declaration – Form of tender.9) Terms & conditions of business
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The Process
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Once you have downloaded the Documents, there is a 35 day clarification process.
This is your time to ask questions Ask a question by uploading it into the portal This sends me an e mail with your question. I respond in exactly the same way. You then download the answer (Q & A Doc).
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The Process
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All questions will be published to all along with the answer but NOT THE REQUESTER.
Q & A Document will be held on the portal and updated so regular review is required before you ask.
Bidders must not e mail directly otherwise this circumnavigates the audit process and repeated action will void your bid.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The Process
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On the given date the clarification period closes. You can no longer ask questions although outstanding questions will be answered.
It is now time for you to complete your offering/bid.
Please refer to the check list that has been issued. This will ensure that you have provided EVERYTHING
Ensure you upload all you need in good time. Systems do fall over with “SODS LAW” regularity.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The Process
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The closing date & time is FINAL and will not be
extended
No Further documents will be able to be uploaded once
this time passes, the system is locked.
There is no benefit in withholding until the last minute
as the system is locked and no one can see anything
until the allotted time.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The Process
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The evaluation of all the bids received will be carried out by those previously nominated and no one else.
Your bid will be evaluated against the pre set criteria that was stated in the tender only, no other considerations will be taken into account.
Further Clarification may be required. If this is required, we may need to speak to you again to fully understand what you are offering. This is NOT negotiation.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The award
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We will write to all bidders informing them of our intent to award
whether they have been successful or a regret letter if they have not. These are standard letters and not bidder specific.
It will announce our intent to award it is NOT as this stage a final agreement.
Subject to 10 calendar day standstill period. Opportunity for legal challenge.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
The award
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Assuming no challenge, letters and contracts will be confirmed after 10 calendar Days.
Award decision posted to OJEU to confirm publicly who has been awarded the business.
Phase In period Begins. Review meetings commence. Feed Back to unsuccessful bidders is provided If a challenge is made, All aspects of the
decision and process are stopped, until we reach a solution.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Summary and Close.
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Register your business on E U Supply. No such thing as silly questions Read the instructions and do what is asked. Transparency, fairness and openness are
paramount. Ask for help if needed Feedback – please use post it on wall.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Tommy says,
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OK man, I see now.
The Police and Crime Commissioner for Lincolnshire
Robert Cobb MCIPS MCMI
Questions.
42QUESTIONS