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?