eTenders Overview Irish Contract Cleaning Association Eleanor - - PowerPoint PPT Presentation

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

What we do……

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What we do…

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Enable Sustainable Procurement Savings Implementing Policy Initiatives Openness & Transparency Information Assistance Support

Procurement Policy, Strategy & Operations

Supplier Framework Agreements & Contracts Continue to Grow Capacity & Capability

The Model

16 Categories – ‘One Voice’ to the market

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Health Defence Education Local Government

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Supporting Suppliers

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Our commitment to you

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We encourage organisations including SMEs to fully engage in public procurement You have equal opportunities and access to potential business

• pportunities in the public sector

Our processes are open, transparent and fair

Supporting supplier education

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Supplier Support Services Supplier Education & Awareness Industry Engagement

Pre-Tender Engagement Tender Notices & Bidders Briefing Supplier Feedback

Registering on eTenders

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What is eTenders?

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www.eTenders.gov.ie Electronic tendering platform Contracting authorities advertise opportunities Guidelines and Legislation

Key Principles of f Law

Open and Transparent Equal Treatment & Non-Discrimination Proportionality Mutual Recognition

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Functionality

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Outcome eESPD Clarifications Submit bids Business alerts Award of contract Register interest in competition Notice search

Supplier registration

eTenders Registration

To access public sector business opportunities, you need to register on etenders.gov.ie and keep your details up-to-date

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Supplier Profile

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Setting Up Business Alerts on eTenders

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• 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

Setting Up Business Alerts on eTenders

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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.

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eTenders activity PIN IN RFI RFT Prio ior In Information Notice Request For In Information Request For Tender

eTenders – business opportunities email

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Register interest in Tenders

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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

Your home page

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Message board for Tenders you have registered interest in

Support

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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)

Guidance

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Tender Advisory Service

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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

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Dos and Don’ts of tendering

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FM Frameworks – Key Design Considerations

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Lotting Strategy Selection & Award Criteria Drawdown Mechanism Managing the competition process Defining requirements Pricing

“Dos”

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• Assign Ownership
• Monitor eTenders

regularly

• Plan resources to

respond to RFTs

• Register on eTenders

for business

• pportunities
• Public Sector Rules
• Know Your Audience
• Limitations
• Consortium

Be selective Understand Responsibility Plan

“Don'ts”

Late tenders Price the bid Do not submit general brochure Do not insert URLs Inadequate administration Inadequate planning

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“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

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Upcoming Opportunities

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Commercial Cleaning and Window Cleaning Services

31 Commercial Cleaning Framework Central Government Health Sector Local Government Education Sector IPS & Defence

PART C – Specialist Cleaning PART D – Window Cleaning Service

Applies To All Lots Limited In-Scope Activities

Window Cleaning

De-Minimis Annual Contract (25K) Wider In-Scope Activities Detailed Specification

• In-Scope:
• The scope of cleaning services will include the following (non-exhaustive) services:
• General cleaning of building entrances, halls and reception areas.
• General cleaning of building lobbies, lifts, stairs and corridors.
• General cleaning of cell areas and steam cleaning of same as required.
• General cleaning of visitor centres.
• General Cleaning of public toilets & shower amenities.
• Room set-up (meetings, tea/coffee)
• Janitorial services to include general cleaning, entrances, halls and reception areas, polishing of

ironmongery, restocking bathrooms with paper products and other supplies, cleaning lunch/kitchen areas, unlocking and locking of building, litter picking, spot cleaning of non-hazardous spills, room set-up (meetings, tea/coffee), raising & lowering of flags.

• General cleaning of office areas and other general rooms including furniture, blinds, fittings,

telephones, monitoring equipment, ledges, window sills, external surfaces of cupboards, radiators, 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).

• Dust control.
• Spot cleaning of carpets and soft furnishings to remove visible stains.
• Cleaning of kitchen, dining and recreation areas and appliances/white goods contained therein.
• Provision of all the necessary cleaning consumables i.e. floor polish, furniture polish,

toilet/bathroom/kitchen cleaning products required as an essential part of the services contract (unless 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.

• Vacuuming, washing, buffing and polishing of floor areas.
• Cleaning of drinking fountains (where this is not part of a separate water supplies contract)
• Emptying and removal of waste and recycle bins materials to designated areas for disposal.
• Litter picking.
• Planned post event services, e.g. Culture Night, open day cleaning and removal of debris/litter to

designated disposal area.

• 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

remove waste to designated disposal area.

• Laboratory and Clean room Non-Hazardous, ( Schools, University, Agriculture Collages)
• Window Cleaning Limited Service – Part D
• Window Cleaning Full Service – Separate Lot
• Not in Scope:
• Washroom hygiene solutions (including fem care removal).
• Dry cleaning of soft furnishings.
• Mat replacement and laundry collection and deployment of mats.
• ICT cleaning.
• Fleet cleaning.
• Chimney, roof and solar panel cleaning.
• Building/minor works (post construction) cleaning.
• Broad caretaker/janitorial services (including minor works and maintenance).
• General grounds maintenance services such as restoration cleaning.
• Indoor plant care.
• Pest Control.
• Specialist antique cleaning.
• Medical equipment.
• High quality infection control and prevention.
• Decontamination.
• Laboratory and Clean room (Clinical, Medical, Microbiology, Hazardous Classification)
• Crime scene cleaning.
• Ad hoc events and post event cleaning and waste management – concerts, conferences, etc.

Commercial Cleaning Services Scope

Bespoke / Specialist Additional Services

➢ Janitorial Consumables. ➢ 24 / 7 on-call services and specialist services. ➢ Fumigation services. ➢ Transportation. ➢ Ad-hoc equipment for external cleaning. ➢ Some clients may require power washing and disinfecting of certain areas, removal of graffiti ➢ 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.

Useful Information

• www.eTenders.gov.ie – Information on published competitions, supplier registration and guidance plus legislation

relation to public procurement.

• www.ogp.gov.ie – general information on Office of Government Procurement and public procurement.
• OGP YouTube Channel including animated videos have been developed.
• www.intertradeireland.com who organise Go-2-Tender workshops that give practical skills to tender successfully

for public sector contracts as well as breakfast briefings which show businesses how to sell to Government.

Thank you

Any Questions?

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