Stephen Regalado's presentation from the Supply Nine Elms event at Brunswick House (19th & 20th June 2012. Copyright Lambeth Council (June 2012) all rights reserved.
Global Scenario On Sustainable and Resilient Coconut Industry by Dr. Jelfina...
Stephen Regalado The Public Procurement Crash Course 20.06.2012
1. The Public Procurement
Crash Course: 10 Top Tips
Vauxhall Nine Elms Battersea Opportunity Area
Local Procurement Event 19 June 2012
Stephen Regalado
Corporate Procurement Officer: Customer Engagement
Lambeth Corporate Procurement
London Borough of Lambeth
Corporate Procurement Team
V1 - 17 June 2012
2. Welcome!
Stephen Regalado, Lambeth Corporate Procurement Officer:
Customer Engagement; working in public sector procurement
for 15 years and in private sector for 6 years:
• London Borough of Lambeth
• Tate Britain
• National Trust
• Blockbuster Video
• US Marine Corps
London Borough of Lambeth
2
Corporate Procurement Team
V1 - 17 June 2012
b
3. The Public Procurement
Crash Course
My goals today:
• To provide you with some tips on getting through the
public procurement process so you can win more work
from Lambeth, Wandsworth and the rest of the UK public
sector.
• Give you resources for preparing a winning tender or PQQ
document.
• Answer any questions you may have about procurement
at Lambeth.
London Borough of Lambeth
3
Corporate Procurement Team
V1 - 17 June 2012
b
4. Hot Topics
London Borough of Lambeth
4
Corporate Procurement Team
V1 - 17 June 2012
b
5. Lambeth Hot Topics
• Savings
• Collaboration – partnerships, consortia
• Efficiency Agenda – Cabinet Office initiatives
• SMEs, third sector organisations
• Procure 4 London
• Shared Services
• Community benefits – apprenticeships, job creation and development
• The Cooperative Council – co-production, community commissioning
• E procurement
• Innovation, flexibility
London Borough of Lambeth
5
Corporate Procurement Team
V1 - 17 June 2012
b
6. Community Benefits
• Community benefits are initiatives, schemes or programmes that
suppliers can provide in addition to the service they provide - for the
benefit of the communities affected by the service.
• Suppliers will be asked what they can do to ensure that their service
benefits the community.
• Different types of contract will have different community benefit
opportunities. Some examples:
– Social: apprenticeship programmes, Section 106, training
opportunities
– Economic: employment opportunities, use of local supply chains
– Environmental: environmental programmes, carbon emissions,
recycling, alternative energy sources
London Borough of Lambeth
6
Corporate Procurement Team
V1 - 17 June 2012
b
7. 10 Top Tips
London Borough of Lambeth
7
Corporate Procurement Team
V1 - 17 June 2012
b
8. 1. Do Your Homework
• Find out all you can about the public body who is awarding the
contract.
• Look at their website and read their aims, goals and strategies so you
can understand their priorities, processes and requirements. See the
Lambeth website here:
http://www.lambeth.gov.uk/Services/Business/TendersContracts/
• Where relevant, use and support that information in your tender.
• Read through “Selling To The Council”, guidance on the tendering
process at Lambeth:
http://www.lambeth.gov.uk/Services/Business/TendersContracts/Selli
ngToTheCouncil.htm.
London Borough of Lambeth
Corporate Procurement Team
V1 - 17 June 2012
b
9. 2. You Must Be Pre Qualified
• All suppliers tendering with or providing quotes to Lambeth must be
prequalified.
• The Lambeth Business Questionnaire (BQ) is used for tenders valued
at £25,000 and greater and suppliers must complete it online. The
best scoring BQs create a shortlist for invitation to tender.
• For quotes valued from £0.00-£25,000 suppliers need to complete a 2
page Supplier Self Certification Form.
• Advice:
– Answer all questions honestly, briefly and in full.
– If you have any questions, contact the officer who sent out the BQ
– No blank spaces!
– Complete the BQ in full and submit it on time.
London Borough of Lambeth
Corporate Procurement Team
V1 - 17 June 2012
b
10. 3. Read & Understand
• Read all the tender documentation clearly to understand
what you will be required to deliver.
• An officer will be assigned as first point of contact on the
procurement exercise. Contact them if you have any
questions.
• Consider the time commitment when tendering and how it
might affect your business and your life.
• Try to decide early on if the contract is one that you can
deliver.
• There are NO STUPID QUESTIONS!
London Borough of Lambeth
Corporate Procurement Team
V1 - 17 June 2012
b
11. 4. Provide The Right Information
• The tender will ask all suppliers to provide some very
specific information about the quality and price of the
service they can provide.
• Provide all of the information requested and do not
leave any blank spaces. If you cannot provide some
of the information, for whatever reason, ask for
advice.
• All Tenders will be scored and a blank space always
gets ZERO POINTS.
London Borough of Lambeth
Corporate Procurement Team
V1 - 17 June 2012
b
12. 5. Get Ready To Go Online
• Lambeth and other local authorities are working towards increasing
the number of tendering exercises that are conducted online.
• At Lambeth all tenders valued at £25,000 and greater must be
completed online.
• The EU Supply system we use is easy, flexible and secure. Login
and register onto the Lambeth portal here: https://lblambeth.eu-
supply.com/login.asp?B=LBLAMBETH.
• Find the user guides and read more on our eProcument portal on the
Lambeth website here:
http://www.lambeth.gov.uk/Services/Business/TendersContracts/ePro
curement.htm.
London Borough of Lambeth
Corporate Procurement Team
V1 - 17 June 2012
b
13. 6. Follow The Format
• When you open your tender pack, carefully read through
the specification – it is the most important document in the
ITT.
• Follow the format of the specification exactly and respond
to the specification in the order it is presented.
• This will make it easier to evaluate!
• Tenders that cannot be understood can be deemed
“ambiguous tenders” and may be removed from
competition.
London Borough of Lambeth
Corporate Procurement Team
V1 - 17 June 2012
b
14. 7. Show Me The Money
• Be clear on your pricing model and state any assumptions
you have made when pricing - for example, resources
required by you and/or the Council, timetables, etc.
• Present your prices exactly as they are requested. If you
do not understand from the documentation HOW you are
meant to express your pricing, ASK.
• Where possible, add any possible pricing improvements:
– Price capping
– Fixed prices
– Volume discounts, etc.
London Borough of Lambeth
Corporate Procurement Team
V1 - 17 June 2012
b
15. 8. Watch The Clock
• All tenders will have a date for return – make a note of this
first and schedule in the work you need to do on your
ender.
• You must complete and upload the documents by the
given time and date and make sure to sign anything that
should be signed.
• In most cases, late tenders will not be considered for
further competition. But do not be afraid to ask for more
time….
London Borough of Lambeth
Corporate Procurement Team
V1 - 17 June 2012
b
16. 9. Get Feedback
• If you are unsuccessful, the authority will offer you a
debrief on your tender.
• This will help you to understand how where your tender
submission was strong and the areas where you can
improve for future tender applications.
• If you are not offered a debriefing, ASK FOR IT.
• Debriefing will contain only information about your tender
– not the other suppliers competing for the contract.
London Borough of Lambeth
Corporate Procurement Team
V1 - 17 June 2012
b
17. 10. Increase Your Options
• Register with all the local authority and government
supplier portals you can!
• These provide organisations with the opportunity to
register an interest in supplying goods and services
with many councils:
– Procure4London
– CompeteFor
– Exor
London Borough of Lambeth
Corporate Procurement Team
V1 - 17 June 2012
b
18. What We Want To See From You
Completed tenders that are well presented and completed on
time
When preparing your tender, think about the BEST PRICE that
you can offer. In public sector procurement we do not
negotiate after tenders have been returned
Community benefits
Suppliers who can be flexible and innovative
Collaboration, partnerships, consortia, use of local resources
Sustainability – join the Mayor of London’s Green Procurement
Code: http://www.greenprocurementcode.co.uk/
London Borough of Lambeth
18
Corporate Procurement Team
V1 - 17 June 2012
b
19. If You Do Not Win A Contract,
Don’t Be Discouraged!
• If you are unsuccessful do not be discouraged -
competition for public sector contracts is usually quite
strong.
• Public bodies do not retain a “banned list” of suppliers.
• Contact the procurement officer concerned for feedback
on which elements of your tender were your strengths and
which areas can improve.
• Use the de-briefing information to your advantage.
• Keep trying to get your foot in the door…
London Borough of Lambeth
19
Corporate Procurement Team
V1 - 17 June 2012
b
20. Your Resources
• Procure 4 London: https://www.procure4london.com/
• South Bank Employer’s Group: http://www.sbeg.co.uk/
• GLE One London: http://www.gle.co.uk/onelondon/
• CompeteFor: https://www.competefor.com/business/login.jsp
• South London Business: http://www.southlondonbusiness.co.uk/
• Contracts Finder: http://www.contractsfinder.businesslink.gov.uk/
• Lambeth Tenders & Contracts:
http://www.lambeth.gov.uk/Services/Business/TendersContracts/
• Exor: http://www.exorms.co.uk/
London Borough of Lambeth
20
Corporate Procurement Team
V1 - 17 June 2012
b
21. My Contact Details
Stephen Regalado
Corporate Procurement Officer: Customer Engagement
London Borough of Lambeth
Third Floor Olive Morris House
18 Brixton Hill
London SW2 1RL
Phone: 020 7926 2937
Fax: 020 7926 0245
Mail: sregalado@lambeth.gov.uk
London Borough of Lambeth
21
Corporate Procurement Team
V1 - 17 June 2012
b