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PROCUREMENT POLICY THE PROCUREMENT PROCESS PRESENTATION ANGELA ROSS DEPUTY HEAD OF PROCUREMENT Define Business need Understand market capability Prepare Business Case Decide extent of supply to be procured Decide Procurement Strategy Invite tenders Evaluate & refine tenders Award contract & debrief Review contract performance & provide feedback Operate & manage contract Monitor performance & costs Check invoice & pay supplier LEVELS OF PROCUREMENT • • • • Not exceeding £5k Exceeding £5k but less than £60k Greater than £60k Exceeding the current EC Regulations threshold SUPPLIER SELECTION • • • • High value/risk contracts Large market response expected Advertise for expressions of interest Evaluation of the supplier INVITATION TO QUOTE/TENDER DOCUMENTATION • Covering letter or Tender Invitation • Specification • Schedules to Tender • Conditions of Contract AWARD CRITERIA AND WEIGHTINGS • • • • • Set prior to issue of quote/tender Agreed by Evaluation Team Complexity relative to the requirement Criteria set out in the Tender Invite For EC projects – also set out in the OJEU advert COMPLETION OF QUOTE/TENDER DOCUMENTATION • Ensure full understanding of the specification • For tenders – opportunity to ask questions • Please provide all information requested in format set out • Put yourself in our shoes • Demonstrate why you are the best choice EVALUATION OF QUOTES/TENDERS • Objective – to identify the bid that most closely meets the requirement as set out in the specification • We can only evaluate against information provided in Schedules • All information requested must be provided • Price evaluation carried out by the purchaser SHORT-LISTING TENDERERS • Each evaluation team member evaluates • Meeting to review scores & resolve discrepancies • Average score established • Reduced to predetermined number if applicable OTHER ASPECTS OF EVALUATION • • • • Clarification Site visits Presentations References FINAL DISCUSSIONS • Taking account of above, evaluation team meet to agree most suitable tenderer(s) to enter final discussions • Meetings will look at all remaining outstanding issues in relation to the bid and best value for money • Contract Award Recommendation • Award DE-BRIEF • Helps suppliers improve their performance • Offers Tenderers some benefit for the time and cost of preparing their tender • Establishes a reputation as a fair, honest and ethical customer • Enables feedback from Tenderers, allowing the improvement of tendering procedures REVIEW OF THE PROCUREMENT PROCESS • Evaluate the procurement process • Identify lessons learnt • Measure level of success • Production of recommendations to aid continuous improvement THANK YOU Any Questions?
