WINNING PUBLIC SECTOR CONTRACTS FRIDAY 27 TH February Council - - PowerPoint PPT Presentation

WINNING PUBLIC SECTOR CONTRACTS

FRIDAY 27TH February Council Chamber, County Hall

WINNING PUBLIC SECTOR CONTRACTS

Welcome and Introduction Oisin Geoghegan Head Of Enterprise

GOVERNMENT REVIEW OF PROCUREMENT AND APPLICATION IN FINGAL

Paul Reid Chief Executive Fingal County Council

WINNING PUBLIC SECTOR CONTRACTS

Fingal Fearghal Reidy Director Local Government Strategic Procurement Centre

Outline

 Why work with the public sector?  How is public procurement structured?  What supports are available for small businesses?  Opportunities in 2015

WHY WORK WITH THE PUBLIC SECTOR?

Did you know?

 The public service will spend around €8.5 billion

• n goods & services every year

 that's roughly €23.5m every day

 An estimated €3.5bn Capital Expenditure  In 2014 local authorities spent c.€4.17 billion

Organising The Public Service

 Multiple public bodies buying similar goods and services  Speak with ‘One Voice’  Value for Money for the tax payer  Establishment of the Office of Government Procurement  All public service procurement

• Professional Services
• Facilities Management and

Maintenance

• Utilities
• ICT and Office Equipment
• Marketing, Print and Stationery
• Travel and HR Services
• Fleet and Plant
• Managed Services



Local Government

 Minor Building Works & Civils  Plant Hire



Health

 Medical Professional Services  Medical and Diagnostic Equipment

and Supplies

 Medical, Surgical and Pharmaceutical

Supplies



Defence

 Defence and Security



Education

 Veterinary and Agriculture  Laboratory, Diagnostics and

Equipment

Advantages of winning a public sector contract:

• Continuous demand
• Local/regional
• Prompt payment
• Business improvement

Income stream

Source: Are tenders on your Radar?

HOW IS PUBLIC PROCUREMENT STRUCTURED?

What is procurement?

 Procurement refers to all activities involved in

the process of buying goods, services or works

Principles guiding Public Procurement

Transparency

Non- discrimination Mutual Recognition Proportionality Equal treatment

• f tenderers

Legal Background

European Treaties European Directives National Rules & Guidelines Common Law Local Guidelines & Circulars

WHAT SUPPORTS ARE AVAILABLE TO SMALL BUSINESS?

New Directives Already A Government Policy

 Not yet law – but policy  Aimed at supporting SMEs

Smaller lots Consortium or joint bids Greater use of open tendering Reduced turnover requirements Support innovation

Support

 Additional support and training available: Local Enterprise Office Enterprise Ireland Intertrade Ireland

Tender Advisory Service

 Operational from 1st February, 2015  Objectives – Support SMEs

 Answering general queries  Channelling more complex queries to contracting

authorities

 Suggest improvements or changes if applicable

 Contact www.procurement.ie or

tenderadvisoryservice@ogp.ie

OPPORTUNITIES IN 2015

OGP Pipeline

Category Q1 Q2 Q3 Q4

Professional Services

Architectural Services (Local Government) Financial & Economic Consultancy Services Solicitors (Local Government) Legal Services (ETBs) Advisory Consultancy Services Architectural, Quantity Surveying and Engineering Services Solicitors Advisory Consultancy Services

Facilities Management

Uniforms Cleaning Products & Equipment Catering Security Services Uniforms Footwear Cleaning Products & Services Waste Pest Control Standard PPE Cleaning Products Laundry Services Waste Document Management Lift Maintenance Fire Alarm Services Boiler Maintenance

OGP Pipeline Continued

Category Q1 Q2 Q3 Q4

Utilities

Electricity Natural Gas Gas Mini Competition Electricity Mini Competition Gas Mini Competition Energy Advisory Contract Electricity Mini Competition Gas Mini Competition Electricity Mini Competition Electricity Mini Competition Gas Mini Competition Fuels Advisor

ICT

ICT Research Advisory CRM Application Licencing Solutions ERP Solutions Telecoms (Lease Line) Wide Area Network VOIP Network Equipment Enterprise Virtualisation Mailroom Equipment Enterprise Backup Local Area networks PCs, Notebooks, Tablets, Thin Clients ICT Professional Services Desktop Software Security monitoring and analysis software Mobile Services Computer Peripherals

OGP Pipeline Continued

Category Q1 Q2 Q3 Q4

Marketing, Print & Stationery

Polling Information Cards Beef Certificates Print Shared Services Promotional Events Framework General Print Framework Advertising Media Buying Framework Envelope Contract Secure Print Frameworks Advertising Creative Media Frameworks

Travel, Transport & HR Services

Taxis (Dublin) Towing Services Garda FOI Training Travel Insurance Towing Services Employee Assistance Services Health & Safety Training Courier / Pouched Mail Cash in Transit Car Hire Staff Learning & Development Selected Bus Services

Feet & Plant

New Fleet Framework Plant Framework

Managed Services

Shuttle Bus HSE Galway Translation & Interpretation Services Business Support Services

Local Government Pipeline

Q1 Q2 Q3 Q4 Fuels (LA) Energy Retrofit (LA) Asbestos (LA) Bitumen 2016 (LA) Deep Energy Retrofit (LA) Asbestos (OPW) Plant Hire 2016 (LA) Voids (LA) Asbestos (Dept. of Education) Building Works (HSE Non Acute) Plumbing Services (LA) Temporary Accommodation (LA) Building Works (HSE - Acute) Electricial Services (LA) Building Refurbishment (OPW) Mechanical Services (HSE - Acute) Asbestos (HSE) Pavement Management Survey (LA) Mechanical Services (HSE - Non Acute) Temporary Accomodation (Dept. of Education) Electrical Services (HSE - Acute) Electrical Services (HSE -Non Acute)

BEST OF LUCK!

Life’s A Pitch 12 Tender Tips

Information Seminar Fingal County Council

Peter Brennan Friday 27th February 2015

Tip No. 1

Put the client’s needs at the centre of your proposal / solution

Tip No. 2

Address the client’s ‘underlying needs’ by going beyond mere compliance with the Request for Tender (RfT)

Tip No. 3

Use clear, jargon-free language so that you avoid confusion Remember, the client does not speak ‘your’ language…

Tip No. 4

Propose a compelling solution that captures the client’s attention and sets your bid apart from the competition

Tip No. 5

Communicate your solution to the client in terms of BENEFITS, not generic features

Tip No. 6

Buyers are always seeking to reassure themselves that the supplier can deliver what they propose – an experienced team will demonstrate your capability to deliver better than anything else

Tip No. 7

Be open to the concept of partnership / consortium bidding in

• rder to deliver on every aspect of

the client’s requirements Be sure that you choose your partners carefully!

Tip No. 8

Be strategic in your pricing model – think what is going to be important to the client Look carefully at sub-criteria for pricing…

Tip No. 9

Clients view past performance as

• ne of the best indicators of

future performance – be sure to use relevant, high quality reference sites in your bid

Tip No. 10

Read and re-read the tender documentation, keep ahead of legislation and know what you can and cannot do within the tendering process

Tip No. 11

Keep the awarding body “on side” by making your bid easy to navigate Consider using tabbed dividers to split your document into logical sections

Tip No. 12

Prepare an engaging document that commands attention and presents a professional image Include the use of tailored graphics and styles

AND…

…just in case, we will give you a lucky number 13!

Tip No. 13

Write a powerful but concise Executive Summary Decision-makers usually start with this and it forms an early impression of you and your proposal – it should summarise your bid from the client’s perspective Always assume that the reader knows little

• r nothing about the proposed project

Thank You

Peter Brennan peter@bidmanagement.ie

www.intertradeireland.com

HOW MICRO BUSINESSES CAN ENGAGE WITH

Brian Murray Procurement Officer Fingal County Council procurement@fingal.ie

Why work with Fingal County Council

 Fingal County Council spends around €60 million

per annum on goods & services – Revenue expenditure only.

 Fingal operates procurement processes in a

transparent and fair manner in accordance with EU, Government, National and local requirements.

Thresholds

 Less than €25,000: (€50,000 for Works)

Quotations requested (RFQ) Subject to local guidelines – 3 written quotes sought

 Greater than €25,000: (€50,000 for Works)

Advertise on eTenders website (RFT/ EOI)

Note: figures above are excluding VAT

EU Thresholds Advertise in OJEU

Public Body Works Supplies / Services

Central Government €5,186,000 €134,000 Non-Central Government €5,186,000 €207,000 Utilities €5,186,000 €414,000

 Open

 Single stage procedure

 Restricted

 Two stage process  Those who meet minimum requirements invited to tender.  Minimum Number Invited to Tender (5)

 Competitive Dialogue – Very Rare

 Very complex requirements/specialist  Provides more flexibility in the process

 Negotiated – Very Rare

 RFT issued and responses form basis of negotiation

Tendering Procedures

What is a Framework

 An arrangement with suppliers  Supply goods, services and works  Agreed conditions  Specified period of time – max. 4 years  Single supplier framework  Multiple supplier framework

WHERE ARE TENDERS ADVERTISED?

Where are tenders advertised?

 www.etenders.gov.ie

Where are tenders advertised?

 www.laquotes.ie

THE PROCESS – SHOULD YOU TENDER?

• 1. Read the request for tender carefully
• 2. Decide if the tender is suitable for your company
• 3. Answer all the questions
• 4. Pay attention to the weightings attached to the

selection & award criteria

• 5. Include all the required documentation
• 6. Submit your application by the closing date

Tips for Responding to Tenders

Evaluation Process

Compliance

Selection

Award

 Abnormally low tender  Clarifications  Debriefing  Formula for price

= (Number of marks awarded for price X lowest tendered price) Actual tender price being evaluated

 Lowest tendered price will receive full marks  Evaluation report

Evaluation Process - Compliance

 The selection criteria permitted are:



Economic and financial standing



Professional and technical knowledge or ability



Quality assurance standards



Environmental management standards



Objective non-discriminatory short-listing criteria

 Only tenderers qualified in accordance with selection criteria will

proceed to be evaluated under award criteria

Evaluation Process - Selection

 Lowest Price or MEAT  MEAT - Most Economically Advantageous Tender



Price



Quality



Technical merit



Environmental characteristic



Service & technical assistance



Delivery terms

 Weighting criteria for MEAT must be clear

Evaluation Process - Award

 The standstill notice must give sufficient information to enable an

unsuccessful bidder to decide whether there are grounds for seeking a review. (not a legal requirement for below EU level procurements)

 Standstill Period



14 calendar days – standstill notice sent by fax or email



16 calendar days – standstill notice sent by other means



Standstill period commences day following publication of a valid standstill notice to unsuccessful Tenderers

 During the Standstill Period



Contracts Cannot be Concluded



The Contracting Authority Cannot Negotiate Contract Terms



The Contracting Authority Cannot Allow Work to Commence

What is a Standstill Period

Unsuccessful – Feedback is Available

 Available on request

 Reasons for elimination  The name of the successful tenderer

 Not entitled to details of others tenders  Notices of Contract Awards are published on

eTenders website per Circular 10/14

www.Fingal.ie

www.fingal.ie

Fingal County Council Supplier Directory

 New initiative to encourage new suppliers – particularly

local micro businesses and SME’s to register their interest in receiving RFQs for below eTenders threshold contracts.

 Accessibility - central point for initial contact with FCC.

 Supplier Interest Form on www.fingal.ie  Complete in excel format and email to procurement@fingal.ie  Suppliers details added to Supplier Directory  Purchasers will consult Supplier Directory when seeking quotations

Supplier Interest Form

Supplier Directory

END OF PRESENTATION THANK YOU

Business Support Programmes

Grant Gilmore, InterTradeIreland

InterTradeIreland

Encouraging SMEs to energise their Businesses



• InterTradeIreland helps small businesses capitalise on the extraordinary possibilities that

exist right here on the island of Ireland, where cross-border trade exceeds £2bn/ €2.8bn annually.

• Over 25,000 companies have accessed services and intelligence that has energised

their business.

• 6,000 companies have taken part in InterTradeIreland programmes and have

generated £700 million of trade and business development value plus 3,000 jobs.

• In a challenging commercial world, business energy makes all the difference.

InterTradeIreland can provide businesses with that energy, through a strong mix of business intelligence, meaningful contacts and funding support.

Discover What’s Possible

Funding

• Sourcing specialist advice or finding the right person with the right skills can be a

challenge for businesses, while partnering with academic institutes can be complex.

• InterTradeIreland can support companies financially in these areas, assisting not only

with funding, but also with specialist expertise and vital introductions.

• InterTradeIreland helps early stage companies become more ‘investor ready’ with a

range of Equity and Venture Capital Advisory Services and links to key Business Angel networks on the island.

• For more established businesses looking to grow then our Funding for Growth

Advisory Services and expertise can help guide them to the most appropriate form of finance for their business stage.

Discover What’s Possible

Intelligence

•  InterTradeIreland provides valuable business & policy intelligence on opportunities,

regulation, market trends and important influencers.

• InterTradeIreland also provides access to a strong knowledge base through Graduates,

Universities, Company collaboration and specialist advisors to support innovation and product development.

• InterTradeIreland produces the largest all-island Business Monitor survey quarterly,

publishes insightful research reports and provides a unique all-island trade statistics portal.

Discover What’s Possible

Contacts

InterTradeIreland’s extensive networks and partnerships, formal and informal, are central to its purpose to grow business in Northern Ireland and Ireland.

• A series of business events including conferences, seminars, workshops and

masterclasses on various topics and themes, most of which are free to attend, offer companies the valuable opportunity to make those all important connections across the island.

Sales Growth On Your Doorstep

Sales Growth

Acumen

• InterTradeIreland can assist you to source and fund the right people to help you

increase your cross-border export sales North or South, right here on the island, to help you improve your knowledge of the market and identify new business

• pportunities.
• Employ a Salesperson

Funding towards 50% of their cost to a maximum of £15,000/€18,750 for a full time position or £8,000/€10,000 for a part time position.

• Marketing Graduate

50% funding for a skilled graduate to the value of £13,750/€17,150 plus the graduate will earn a fully funded post graduate diploma in sales development during their 12 month contract with your company.

• Marketing Research

Specialist consultancy support of up to £4,000/€5,000 to research cross-border

• pportunities and implement a cross-border strategy.

Sales Growth

Elevate

• Designed specifically for Micro-Businesses.
• £5,000/€6,000 worth of consultancy time is available to you.
• Expert panel of almost 100 consultants offering specific expertise to identify and

capitalise on the significant cross-border sales opportunities that exist on your doorstep.

• You choose the expert.
• They will work with you to develop a winning sales plan and fast track your cross-border

exporting and success.

Sales Growth

Trade Accelerator Voucher & Simple Guide

• Trade Accelerator Voucher

Financial support worth up to £1,000/€1,200 plus VAT towards professional advice in areas such as finance, regulation, employment law, currency, sales & marketing and tendering.

• Simple Guide To Cross-Border Business

A simple guide on everything you need to know about expanding your business into a new cross-border territory - all the do’s and dont’s as well as valuable information

• n setting up a cross-border business as well as up to date regulatory information to

keep your business compliant. Download from InterTradeIreland website. www.intertradeireland.com/salesgrowth

The Key To Innovation Success

Innovation Success

FUSION

• FUSION is an innovation partnership between an SME, third-level institution in the
• pposite jurisdiction and a high calibre science/engineering or technology graduate.
• You can choose an 18 month project (typically for new product or service development)
• r a 12 month project (typically for process improvement) depending on your business

needs.

• Funding is available up to £44,250/€52,800 for 18 month projects and up to

£31,000/€37,000 for 12 month projects. www.intertradeireland.com/innovationsuccess

Know-How To Tender Successfully

Know-How to Tender

How InterTradeIreland can help

• Go-2-Tender Practical workshops to help you tender more successfully for public

sector contracts.

• Meet the Buyer Events giving businesses unique face-to-face access to key public

sector buyers.

• Consortia Advisory Service - Helping businesses source tender partners and

collaborative opportunities

• Information & Advice FAQs, tender guides, videos and presentations to help you

tender more successfully.

• Trade Accelerator Voucher - Financial support towards professional advice re cross-

border trading and regulation.

• Tender Alerts - Get all the latest tender information to your phone – FREE. Download

the Go-2-Tender iPhone app or Android app.

Know-How to Tender

Go-2-Tender workshops

• Go-2-T

ender is a workshop programme which aims to give your business the confidence, knowledge and practical skills to tender successfully for public sector contracts across the island.

• Companies get two days of workshops and an additional 1/2 day mentoring for every

company taking part.

• Eligible participant companies can also apply for up to a further three days of mentoring

from an experienced consultant to help with tender development, scoping potential markets and tailored advice and guidance

Know-How to Tender

Advanced Go-2-Tender

Advanced Go-2-T ender is a workshop programme aimed at SMEs with tender experience who need specific tailored support to increase their success in public sector contracts across the island.

• Companies get 2 days of workshops and an additional 2 days of mentoring.
• Companies must demonstrate experience and capacity to undertake the course.

Know-How to Tender

Pilot Go-2-Tender Lite

Go-2-Tender Lite is a pilot workshop for micro-enterprises (<10 ‘ees) giving confidence, knowledge and practical support to public tender novices.

• Half day workshop followed by one hour advice clinic /mentoring for very

participant.

• Participants are then encouraged to develop tender know-how, look for
• pportunities and new potential markets.
• Partnership with Wicklow & Fingal Local Enterprise Offices and the Local

Government Strategic Procurement Board.

Know-How to Tender

Meet The Buyer Events

The aim of these events is to provide SMEs with an opportunity to engage with some of the key public sector buyers across the island as well as the main business support agencies. Two events planned for 2015 – dates to be confirmed in Oct & Nov All key Public Sector Buying organisations are present; OGP, CPD, HSE, Local Government, Education, Semi-States, CoPE’s, new Super Councils (NI) Business Support Zone, Information Workshops, eTenders / eTenders NI seminars. For more information go to www.intertradeireland.com/tendersuccessfully

Know-How to Tender

Consortia Services

The aim of the service is to support smes who are considering collaborating for upcoming public tenders. Smes must be experienced in submitting tenders and demonstrate commitment to working collaboratively. Mentoring / Consultancy Support of up to 5 days is available. FOR INFORMATION ON ALL OUR SUPPORTS VISIT www.intertradeireland.com