A SUPPLIERS GUIDE TO TENDERING

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posted:: 6/15/2009
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Issued by Procurement & Materials Manager
_____________________________________________________________________

A SUPPLIERS GUIDE TO TENDERING

INTRODUCTION
It is important for all companies endeavouring to do business with Bus
Eireann, that they understand the methods we employ to procure Supplies
and Services. The purpose of this document is to assist companies in
understanding the Tender Process employed by the Procurement & Materials
Department within Bus Eireann1.

The Materials Department is responsible for the procurement of supplies and
services for Bus Eireann.

The primary objectives of Bus Eireann procurement policy are to ensure that
all transactions:

? Give the Company best value for money
? s
Utilise the Company’ purchasing power
? Are transparent
? Ensure equality of access to qualified suppliers
? Comply with Government Guidelines and EU Directives applicable to
State Bodies.

s
Bus Eireann’ primary procurement needs are as follows:

? Provision of Services
? Supply of Goods

Supplies
Supply contracts are for the procurement of goods. Examples of these are;

• Batteries
• Filtration Product
• Chassis Parts
• Vehicles
• Brake Linings
• Garage Equipment

S er vi ces
Service contracts include the following;

• Corporate Clothing
• Personal Protective Equipment
• Waste Management
• Office Cleaning
• Printing & Stationery

1
This is intended as a guide to assist suppliers in understanding the Bus Eireann Tendering Process. It is not
exhaustive and not every element is relevant in all circumstances.
A Suppliers Guide to Tendering
_____________________________________________________________________
Issued by Procurement & Materials Manager
_____________________________________________________________________
Once a need has been established Bus Eireann advertises such requirements
in one or all of the following media;

? National Press
? Official Journal of the European Communities (OJEC). This is for large
value contract in excess of the EU thresholds
? Our own website - www.buseireann.ie
? The Public Sector Procurement Portal – www.etenders.gov.ie

It should be noted that our main medium of advertising such requirements is
the Public Sector Procurement Portal, www.etenders.gov.ie

Government of Ireland Rialtais na hÉireann
Public Sector Tairseach Dheiseanna
Procurement Opportunities Soláthair na hEarnála Poiblí

English Gaeilge

COMPETITIVE TENDERING

What is Competitive Tendering?

Tendering, by definition is:

“An offer in writing to supply goods and services at a fixed price”

Competitive tendering is used by Bus Eireann and provides suppliers with the
opportunity to sell their products and services in competition with other
interested parties. The competitive tendering process is used because it
enables Bus Eireann to source products and services from the best suppliers
at prices that reflect true market conditions. The process is based on the
Tenderers quoting against specifications that satisfy our requirements.

What Competitive Tendering Procedure is used by, Bus Eireann?

There are three types of tendering procedures.

? OPEN
Any interested supplier or group of suppliers may tender. No post-
tender negotiation is permitted in this procedure.

? RESTRICTED
All interested parties submit requests to participate, but only those
short-listed by Bus Eireann are invited to tender. No post-tender
negotiation is permitted in this procedure.

? NEGOTIATED
This procedure is similar to the restricted procedure but allows for post
tender negotiation.

The tendering procedure used by Bus Eireann is normally the Negotiated
Procedure.

The Negotiated Procedure

The following is a summary overview of the Negotiated Procedure

Advertisement on www.etenders.gov.ie
and/or notice to OJEC

RFT made available to Tenderers

Bids submitted and evaluated on award
criteria

Negotiations with Tenderers

Contract Awarded

WHAT IS A RFT?
A RFT is a Request for Tender. It is a set of documents released by Bus
Eireann that forms the basis on which a bid is assessed.

It normally contains the following:

Section 1 - Introduction & Instructions to Tenderers A brief overview of the RFT

Section 2 Bus Eireann – Corporate Information Details of Bus Eireann

Section 3 – Outline Specification Outlines the specific requirement

Section 4 – Response Format Outlines the EXACT format in
which the bid must be submitted

Section 5 – Evaluation Process & Criteria Outlines the criteria and the
manner under which the bid will be
assessed.

Section 6 – Mandatory Tender Documents The documents that MUST be
returned with the bid

? Tender Acknowledgement Form Indicates you intention to bid or
otherwise

? Bona Fide Tender Certificate Formal declaration that bid is in
keeping with the principles of
competitive tendering

? Tender Form Formal document declaring the
Tendered Price

? Declarations of Conflict Formal document requiring the
Tenderer to declare any
relationships they may have with
Bus Eireann

Section 7 – Conditions of Tendering The rules governing the tender.

Section 8 – Exclusions From Participation Any bidder to whom the listed
circumstances apply will be
eliminated

Section 9 – Tender Checklist A summary of the documents
required

ADVICE ON SUBMITTING A BID
The following are some tips on submitting a tender bid to Bus Eireann

• Read all documents CAREFULLY and not the key points you
must take action on

• Check that you can meet the principal requirements and you
have the necessary resources to fulfil your contractual
obligations if successful.

• Compile a checklist upon receipt of RFT. Use this checklist
before finalising tender and submitting same.

• The checklist should include all items to be completed and
provided in the tender document. A sample checklist is
attached for reference purposes only.

• When completing Schedule of Tender, pay particular attention
to any associated documents such as usage profiles etc. This
will assist you in formulating your costs and stock
management proposals, where applicable.

• Return by date/time specified

A Suppliers Guide to Tendering
_____________________________________________________________________
Issued by Procurement & Materials Manager
_____________________________________________________________________
Sample Tender Checklist to be created by Tenderer

Requirement Comment Responsibility Complied
With
CLOSING DATE ? Note the day and time
? Make necessary
arrangements for prompt
delivery
? Acknowledge receipt of
RFT and intention to bid
AWARD CRITERIA ? Is it lowest price or most
economically
advantageous tender
? If the latter what factors
are involved
COMPANY ? Staffing
INFORMATION ? Structure
? Current commitments
FINANCIAL INFO ? Turnover
? Audited Accounts
? TCC
? Bank References
? Bonds
? Guarantees
TECHNICAL INFO ? Plant & equipment
? H&S Policy
? Accident Records
? Environmental Issues
? Quality Assurance
? Contract Management
Proposal
? KPI’ s
SPECIFICATION ? Do you understand the full
requirements?
? What standard is required
? Can you meet the
specification?
INSURANCE ? Is appropriate level in
place?
? PL
? EL
BONDS AND ? Is there a requirement?
GUARANTEES
PRICING ? What way is pricing
required?
SIGN OFF ? Sign and stamp relevant
documents Unsigned and
unstamped docs will not
be considered

Always ensure that your tender is fully in line with the
requirements and accurately reflect all of the stated award
criteria
A Suppliers Guide to Tendering
_____________________________________________________________________
Issued by Procurement & Materials Manager
_____________________________________________________________________

AWARD OF CONTRACTS
Bus Eireann must decide and make known, the criteria we intend using to
choose a successful Tenderer for each contract.

These criteria will always be listed in the Conditions of Tendering and will
normally be listed in descending order of priority.

Prior to submitting your tender you should examine these criteria and ensure
that your bid meets them to as high a degree as possible. Your tender should
highlight all the advantages you are offering relative to those criteria.

The award criteria open to Bus Eireann are two fold

? Lowest Price: If this is the case we will award the contract to the
lowest bidder.

? Most Economically Advantageous: the particular factors chosen
(normally in descending order of priority) are indicated. The factors
chosen will always relate to the specific contract

Most Economically Advantageous
Various factors may be chosen depending on the contract in question

For SUPPLIES and SERVICES these may include
? Price
? Delivery
? Running Costs
? Cost Effectiveness
? Quality
? Aesthetic Considerations
? Technical Merit
? After Sales Support
? Technical Support
? Previous Experience
? Experience of Staff
? Other factors chosen by Bus Eireann

Most Economically Advantageous
Tenders are normally evaluated in two stages.

? Firstly a bid is evaluated to ensure it is compliant, i.e. that all required
material and information has been submitted and secondly to ensure
that the bid meets the required specification. If the bid is not compliant
in either of these respects it is rejected.

Only Tenders that comply with the specifications and general
requirements of the RFT will be considered.

A Tender that does not meet these requirements will not be
accepted and be declared non-compliant.

The pre-published award criteria will not be, altered by Bus
Eireann, during the evaluation process.

These rules ensure that all suppliers and service providers
receive equal treatment when competing for our contracts.

WHAT DO WE WANT FROM A SUPPLIER?
In summary, the following are some of the characteristics of a good supplier.

? Value for Money.

? Security of Supply.

? Quality of Product.

? Consistency of Products.

? Excellent Delivery.

? Ability to deliver to desired locations.

? Willingness to embrace Bus Eireann stock policies i.e. direct
deliveries and consignment stock.

? Advising Bus Eireann on cost reductions without compromising
quality.

? Courtesy and co-operation.

? Ability and agreement to manage contract on behalf of Bus
Eireann if requested.

? Good financial and economic standing.

? Agreement to contract performance targets and measures.

? Innovation.

s
SOME FAQ’
• Is price everything? Although price is an important
consideration, Bus Eireann
wants Value for Money or Added
Value.
• Where do I see Bus Eireann’
s ? National Press
procurement needs? ? Official Journal of the
European Communities
(OJEC). This is for large
value contract in excess
of the EU thresholds
? Our own website -
www.buseireann.ie
? The Public Sector
Procurement Portal –
www.etenders.gov.ie

• What does Bus Eireann look for Some examples of what we
in a supplier? require in a Supplier are as
follows;
? Value for Money
? Contract Management
abilities
? Ability to deliver to our
required locations
? Quality Product
? Customer Support
? Innovation
Why is so much detail and Bus Eireann requires this
information requested in an information to make a fair and
RFT? balanced assessment of a
Tenderers capability and ability.
It allows us to determine among
other things, the Tenderers
financial and economic standing
and technical capacity
• What happens if I am not Bus Eireann will debrief any
awarded the contract? unsuccessful supplier should the
supplier so wish. The purpose of
this exercise is to indicate where
your company could best
improve for future tenders.

WHERE CAN I FIND OUT MORE?

Websites
For procurement contact details within Bus Eireann, visit
http://www.buseireann.ie/site/projects/current_tenders.asp?action=contact&pr
oject_id=8.

To view our procurement needs and see what Tenders are advertised, visit
www.etenders.gov.ie and search under Bus Eireann.

For more information on Tendering for Public Service Contracts visit
http://www.may.ie/service/procurement/vencorn/tender_pub_service.pdf

Useful email addresses

Name Contact
Ms Frances Gannon frances.gannon@buseireann.ie
Procurement Executive (Services)
Ms Evelyn Forde evelyn.forde@buseireann.ie
Procurement Executive
Ms Bridget Cummins bridget.cummins@buseireann.ie
Procurement Executive (MRO Stock)
Ms Margaret Hubbard margaret.hubard@buseireann.ie
Services Procurement

A Suppliers Guide to Tendering
_____________________________________________________________________

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