eTenders Overview – Irish Contract Cleaning Association Eleanor Stokes Key Account Manager
Agenda • What does the OGP do? • Supporting Suppliers • Registering for eTenders • Dos and Don’ts of tendering • Upcoming Opportunities
3 What we do……
What we do… Supplier Framework Openness Agreements & & Contracts Transparency Procurement Policy, Strategy & Operations Enable Information Sustainable Assistance Procurement Support Savings Implementing Continue to Policy Grow Capacity Initiatives & Capability 4
The Model 16 Categories – ‘One Voice’ to the market Health Education 3 2 Local Defence 8 Government 1 2 5
6 Supporting Suppliers
Our commitment to you We encourage organisations including SMEs to fully engage in public procurement You have equal opportunities and access to potential business opportunities in the public sector Our processes are open, transparent and fair 7
Supporting supplier education Supplier Support Services Pre-Tender Tender Notices & Bidders Supplier Engagement Briefing Feedback Supplier Education & Awareness Industry Engagement 8
9 Registering on eTenders
What is eTenders? www.eTenders.gov.ie Contracting authorities Electronic tendering Guidelines and advertise opportunities platform Legislation 10
Key Principles of f Law Equal Treatment & Open and Non-Discrimination Transparent Proportionality Mutual Recognition 11
Functionality Clarifications Supplier eESPD Business registration alerts Award of Notice Submit bids contract search Register interest in Outcome competition 12
eTenders Registration To access public sector business opportunities, you need to register on etenders.gov.ie and keep your details up-to-date 13
Supplier Profile 14
Setting Up Business Alerts on eTenders • You are receiving the right alerts • Use CPV (Common Procurement Vocabulary) codes to match your business • Automatic email notices will inform you when a tender is published that matches your selected business areas 15
Setting Up Business Alerts on eTenders If you have a shared mailbox, we would recommend that you add this email address to eTenders to make sure that the emails are not missed It is important that you set your CPV codes to ensure you receive the business alerts relevant to your area of business. 16
eTenders activity PIN IN Prio ior In Information Notice Request For In Information RFI Request For Tender RFT 17
eTenders – business opportunities email 18
Register interest in Tenders Click accept. You will then have access to the request for tender documentation and be able to submit your response as well as ask clarifications 19
Message board for Tenders you Your home page have registered interest in 20
Support Supplier user guide available on eTenders eTenders Helpdesk For assistance: · Email the helpdesk on · Call on +353 (0)21 243 92 77 during office hours (09:00am – 17:30pm GMT) 21
Guidance 22
Tender Advisory Service 23
Key Messages ✓ Register ✓ Set up alerts ✓ Consider a shared email ✓ Check Schedule of OGP arrangements – ogp.gov.ie ✓ Respond to RFI notices ✓ Review expired notices in your business category ✓ Monitor eTenders ✓ Respond to RFTs with ample time to upload all required documentation 24
25 Dos and Don’ts of tendering
FM Frameworks – Key Design Considerations Lotting Drawdown Strategy Mechanism Selection & Award Criteria Managing the competition process Pricing Defining requirements 26
“Dos” • Limitations • Public Sector Rules • Consortium • Know Your Audience Be selective Understand Plan Responsibility • Plan resources to • Assign Ownership respond to RFTs • Monitor eTenders • Register on eTenders regularly for business opportunities 27
“Don'ts” Late tenders Price the bid Do not submit general brochure Do not insert URLs Inadequate administration Inadequate planning 28
“Don’ts” File types outside of PDF/ Word Qualifications and / or capabilities – category related evidence based Failure to provide evidence Inadequate planning Incomplete / non-compliant tender Do not insert appendices if instructions state they will not be evaluated 29
30 Upcoming Opportunities
Commercial Cleaning and Window Cleaning Services Commercial Cleaning Framework Central Health Local Education IPS & Window Government Sector Government Sector Defence Cleaning PART C – Specialist Cleaning PART D – Window Cleaning Service De-Minimis Applies To All Lots Annual Contract (25K) Limited In-Scope Activities Wider In-Scope Activities Detailed Specification 31
Commercial Cleaning Services Scope • In-Scope: • Not in Scope: • The scope of cleaning services will include the following (non-exhaustive) services: • Washroom hygiene solutions (including fem care removal). • General cleaning of building entrances, halls and reception areas. • Dry cleaning of soft furnishings. • General cleaning of building lobbies, lifts, stairs and corridors. • Mat replacement and laundry collection and deployment of mats. • General cleaning of cell areas and steam cleaning of same as required. • • ICT cleaning. General cleaning of visitor centres. • • General Cleaning of public toilets & shower amenities. Fleet cleaning. • • Room set-up (meetings, tea/coffee) Chimney, roof and solar panel cleaning. • Janitorial services to include general cleaning, entrances, halls and reception areas, polishing of • Building/minor works (post construction) cleaning. ironmongery, restocking bathrooms with paper products and other supplies, cleaning lunch/kitchen • Broad caretaker/janitorial services (including minor works and maintenance). areas, unlocking and locking of building, litter picking, spot cleaning of non-hazardous spills, room set-up • General grounds maintenance services such as restoration cleaning. (meetings, tea/coffee), raising & lowering of flags. • Indoor plant care. • General cleaning of office areas and other general rooms including furniture, blinds, fittings, • Pest Control. telephones, monitoring equipment, ledges, window sills, external surfaces of cupboards, radiators, • Specialist antique cleaning. shelves and fitments, wall tiles, partition walls, internal glass/doors and glass blocks/walls, internal • window cleaning (where working at a height where no specialised equipment is required). Medical equipment. • Dust control. • High quality infection control and prevention. • Spot cleaning of carpets and soft furnishings to remove visible stains. • Decontamination. • Cleaning of kitchen, dining and recreation areas and appliances/white goods contained therein. • Laboratory and Clean room (Clinical, Medical, Microbiology, Hazardous Classification) • Provision of all the necessary cleaning consumables i.e. floor polish, furniture polish, • Crime scene cleaning. toilet/bathroom/kitchen cleaning products required as an essential part of the services contract (unless • Ad hoc events and post event cleaning and waste management – concerts, conferences, etc. specified otherwise by the Framework Client at SRFT stage) • Cleaning of toilet and bathroom areas and provision where required of washroom supplies i.e. replenishment of paper towels, soaps and toilet paper. • Cleaning of toilet and bathroom areas and replenishment of paper towels, soaps and toilet paper supplied by the client. Bespoke / Specialist Additional Services • Vacuuming, washing, buffing and polishing of floor areas. • Cleaning of drinking fountains (where this is not part of a separate water supplies contract) ➢ Janitorial Consumables. • Emptying and removal of waste and recycle bins materials to designated areas for disposal. ➢ 24 / 7 on-call services and specialist services. • Litter picking. • ➢ Planned post event services, e.g. Culture Night, open day cleaning and removal of debris/litter to Fumigation services. designated disposal area. ➢ Transportation. • Limited cleaning of external areas – ie, yard, forecourt and footpath sweeping within building ➢ curtilage. Removal of debris/litter to designated disposal area. Empty cigarette butt receptacles and Ad-hoc equipment for external cleaning. remove waste to designated disposal area. ➢ Some clients may require power washing and disinfecting of certain areas, removal of • Laboratory and Clean room Non-Hazardous, ( Schools, University, Agriculture Collages) • graffiti Window Cleaning Limited Service – Part D • Window Cleaning Full Service – Separate Lot ➢ Intensive deep clean (e.g. student accommodation, retention centers) ➢ Fumigation service / deep clean service for holding cell sanitation, Garda vehicles and / or doctor/treatment room sanitation.
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