The Tenders Process Ian Williams Head of Hertfordshire Purchasing Hertfordshire Business Services

Common Theme throughout Public Sector procurement Spending of public money

Key Principle: Procurement is carried out to a framework of rules that are designed to ensure equal opportunities, transparency and public accountability

There is a Framework of Rules to achieve this: HCC Contract Regulations EU Procurement Directives Local Government Act

Contract Regulations (Standing Orders) mean we have to follow a process dictated by value i.e.: Under £10,000 £10,000 to EU Procurement thresholds Above EU Procurement thresholds

For larger contracts compliance with EU Procurement Directives is a legal requirement.

EU Procurement Directive thresholds: Services & Supplies£144,371 Works£3,611,319

Benefits of the Tendering Process Provides clear Public Accountability Protects the Council from any suggestion of bias Provides a ‘level playing field’ The best way of ensuring value for money All tenderers have the same information A sound base for the written contract Prevents complacency.

Principles of tendering Same information & timescales for all Clear tender evaluation criteria Controlled opening procedures Clear conditions of contract Like for like assessments are made

What we are looking for in our suppliers The necessary skills and resources An understanding of the requirement A willingness to work with us A good track record Appropriate financial standing Appropriate Health & Safety, Environmental and Equal opportunities Policies

How we will find this out Questionnaires References Financial checks Discussions Briefings & Presentations Evaluation Forms

Our Commitment to Suppliers Clear procedures and documentation Professional relationships and equal treatment Market stimulation Full debriefings when required Payment of bills to agreed terms.

What do we want to do? Stimulate the local economy Support local business development Promote e-Procurement Ensure fairness and openness in procurement process Encourage joint working with other authorities

What we cannot do Restrict business opportunities to local businesses “Bend” the Rules

The Problem Support Local Business Stimulate Local Economy Make Efficiencies Deliver Savings Legal Constraints

The Answer Publicise opportunities Open dialogue Promote eProcurement eMarketplace Explain tendering processes Promote competition Open to Innovation

How do you get your opportunity to tender?

Where do you find the Information? OJEU information Internet Tender Opportunities on Herts Direct and other Councils’ web sites Local papers & trade magazines Meetings and discussions

Key Points Align the product to the need Find the key contacts Talk to the buyers Be flexible Investigate other routes

Key Actions Read the documentation carefully and if in doubt ASK Work with our rules Be clear about your objectives Be prepared to develop your product If unsuccessful seek feedback

Key Messages: There is always room for good suppliers We need to understand one another We want to work in partnership with you We are committed to continuous improvement Don’t be put of if you are not successful the first time

thank you Any Questions?