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Top Tips – Creating that Winning Tender
Florence Gregg, figpc ltd Wednesday, 21st June 2017
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Identify Opportunities
Register on the tendering portals Do they provide automatic notifications? If not, check them regularly Use appropriate CPV codes The 8-digit identifier – Procurement consultancy services If necessary, use a number of codes
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Contracting Authorities
Thresholds (will change on 1 January 2018) Supplies and Services N Ireland Ireland Central £106, €135,000 Sub-Central £164, €209,000 Social and other special services all public sector bodies £589, €750,000 Works All public sector bodies £4,104,394 €5,225,000
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Where is it published? Not publically advertised
It’s less than €25,000 / £30,000 Local advertising only Between €25k/£30k and EU threshold Advertised in OJEU Over the relevant EU threshold
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Your IT systems NI’s eTendersNI portal
Tender must be prepared on (and uploaded from) a single PC / laptop The PC / laptop must have the latest version of Java Plan for annual leave / illness etc.
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Register for opportunity
Read the document immediately Identify key dates Clarification questions Last time / date to submit Submission time and date Is this a tender you can win? Has an indicative budget been given?
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The Tender Process Award Selection Eligibility
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The Evaluation Process
Looks backward for evidence that you can deliver this type of contract Eligibility criteria for rejection of economic operators Selection of economic operators that are capable of fulfilling the requirement Contract award on the basis of the most economically advantageous tender Looks forward to how you will deliver the contract
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Before you start writing
Read the document again Highlight key information Look for ‘strong’ words Shall, will, must Make sure your proposal deals with them Look for other key words/phrases Should, would, may
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Make sure you understand
What is the tender for? The Specification How it will be evaluated? Eligibility – standard questions Selection – capability and capacity Award – price, cost, quality
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Plan your timeline Get key dates into diaries
Attend tenderer briefings (if offered) Know who’s preparing what sections Get all your information together Check for consistency/accuracy Allow for ‘gremlins’ at submission time Don’t leave to the last hour!
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Previous Experience Use strong, relevant, examples
Big ‘sexy’ examples aren’t always the best Evidence your ability, capability, capacity to deliver the type of tender If asked for referees, ensure that they Are willing to give reference It will be a ‘strong’ reference
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Templates and Pricing Use of template answers Pricing
Have answers ready, however Check that they are actually relevant Are personalised to the tender/question asked Pricing Understand what is required How it will be assessed It needs to offer VFM and make you profit
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Clarification questions
Ask if something is unclear But be careful you don’t give away your unique ideas / solutions Ask sensible questions Monitor messages issued via the portal If necessary, review / update your submission
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Document upload How will documents be submitted?
Hard copy or electronically Understand what’s involved Some may require information to be keyed in rather than using ‘cut and paste’ or attachments It takes time, so programme into your tender plan
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Make sure you understand
What is the tender for The Specification How it will be evaluated Eligibility – standard questions Selection – capability and capacity Award – price, cost, quality
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Remember The buyers do want to award the contract
There are no ‘trick’ questions Make it easy for the evaluators to understand your bid It’s only one of a number received Offer a practical solution that You can deliver successfully Makes you a reasonable profit
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Be a winner! Any Questions?
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