How to Improve your Chances for Success with Government Tenders

HOW
TO
IMPROVE
YOUR
CHANCES
FOR
SUCCESS

WESTERN
AUSTRALIA

Prepared
by:

Celia
Jordaan

Ichiban
Commercials
Solutions
Pty

Ltd

GOODS
AND
SERVICES

WHO,
WHAT
AND
WHERE
IN
WESTERN
AUSTRALIA
GOVERNMENT?

—  Workshop
presented
by
the
Dept.
of
Finance,
Perth
on

17/11/15

—  Focus
on
Goods
and
Services
Procurement

—  Focus
on
Western
Australia

—  Purpose
of
the
workshop
was
to:

—  Explain
the
role
of
the
Dept.
of
Finance
and
the
State

Supply
Commission

—  Provide
detail
on
State
Supply
Policies
and
how
it
applies

—  Step
through
the
quote
and
tender
process

—  Explain
where
to
ﬁnd
further
information
and
assistance

—  Provide
handy
tips
on
submitting
tenders

—  It
is
certainly
worthwhile
attending
one
of
these
sessions.

The
sessions
are
well
presented
and
the
intent
is
to
provide

the
maximum
opportunity
for
business
to
get
to
tender
and

to
win
tenders.

—  As
an
added
bonus,
the
presenters
also
shared
some
handy

tips
as
part
of
the
process.
It
certainly
is
worthwhile

attending
one
of
these
sessions
if
you
are
tendering
on

providing
government
goods
and
services,
do
not
have

success
in
your
tenders
or
have
not
done
so
already.

— 
My
presentation
is
certainly
not
here
to
replace
the

workshop
or
to
duplicate
the
information
but
is
a
summary

of
the
points
and
pointers
I
took
from
the
session.

—  Department
of
Finance

—  www.finance.wa.gov.au

—  Very
useful
information
on
policies,
process
and
WA

Government
spending
reports

—  List
State
Supply
Commission
Purchasing
Officers

—  Tenders
WA

—  www.tenders.wa.gov.au

—  The
place
to
go
for
WA
Government
tenders

—  All
contracts
above
$50k
are
published
on
Tenders
WA

—  Contracts
WA

—  www.contractswa.finance.gov.au

—  Details
about
Common
Use
Agreements

—  Note
$values
used
are
inclusive
of
GST

Is
there
a
CuA
in

place?

• Yes
-‐
then
the
Common
Use
Agreement
(CUA)
should
be
used
where
possible
and
where
prescribed

• No
-‐
then
proceed
to
quote
or
tender

• All
CUAs
published
on
Contracts
WA

Is
the
value
more

than
$50k?

• No
-‐
buying
done
through
quotes
(either
verbal
or
written

• Yes
-‐
proceed
to
written
quotes
or
tender

Is
the
value

between
$50k
and

$250k?

• Yes
-‐
written
quotes
required

• No,
more
than
$250k
-‐
proceed
to
tender

• All
contracts
above
$50k
published
on
Tenders
WA

Value
more
than

$250k

• Open
Tender

• Tender
panel
evaluation
&
approval

• Non-‐successful
tenderers
to
be
advised

• Successful
tender
and
contract
published
on
Tenders
WA

Contract
value

exceeding
$5
million

• Requires
additional
steps
in
the
tender
process

• Procurement
Plan

• Evaluation
Report

• Contract
management
plan

—  Govern
the
criteria
to
be
applied
WA
government

procurement
and
in
simple
terms
require
any
procurement

to
ensure:

—  Value
for
money
–
not
only
price
but
also
non-‐price
value;

—  A
transparent
and
fair
procurement
process
for
all;

—  Open
and
eﬀective
competition,
unless
the
speciﬁc

exemptions
apply;

—  Common
Use
Agreements
are
used
where
in
place;

—  Appropriate
level
of
planning,
evaluation
and
management
of

tenders
and
contracts;

—  procurement
is
sustainable
and
takes
into
consideration

environmental,
socio
and
economic
factors;

—  The
proper
disposal
process
is
followed
for
disposal
of
Goods.

—  Means:

—  There
is
no
bias
in
tender
requests

—  The
tender
states
contract
periods

—  Winners
and
unsuccessful
candidates
know
of
the

outcomes

—  Allows
for
debrief
after
tenders

—  Contract
award
information
is
published.

—  Exemptions
apply
but
are
regulated,
e.g.

—  Emergency

—  Buying
from
registered
indigenous
business

—  Buying
from
disability
community
sector

—  Similar
sourcing
in
past
12
months

—  Tenders
are
published
but
quotes
are
not,
you
need
to
get

invited

—  Know
your
market
and
which
agency
to
target

—  “Who
buys
what
and
how”
report
very
useful

—  Tenders

WA

—  Market
yourself
to
the
State
Supply
Commission
purchasing

oﬃcers

—  List
on
Dept.
of
Finance
website

—  Maintain
contact
but
don’t
hassle
them

—  Be
competitive

—  Seek
feedback

—  No
preferred
suppliers
other
than
Common
Use
Agreement

Suppliers

Notes
on
How
to
Streamline
the
Process
for

Tendering
for
Goods
and
Services

—  Where
to
find
Tenders?

—  www.tenders.wa.gov.au

—  Used
by

—  Agencies

—  Department
of
Finance
for
Common
Use
Agreement
&
on
behalf
of

Agencies

—  Tender
templates
are
generally
used
but
are
adjusted
for
the

specific
tender
request,
thus
read
carefully

—  Generally

—  Part
A
–
tender
details,
contact,
briefings,
terms
and
conditions,
for

information
not
return

—  Part
B
–
tender
criteria,
details
and
pricing
–
to
be
completed
and

returned

—  “Tender”/”Request”
used
interchangeable

—  “Offer”
term
used
for
tender
submission

—  Take
the
time
to
read
part
A
carefully

—  Requires
you
to
complete
and
submit
requirements
and

schedules
regarding:

—  Pre-‐qualiﬁcation
requirements

—  Compliance
requirements

—  Disclosure
requirements

—  Selection
Criteria

—  Insurance
requirements

—  Price

—  The
Workshop
runs
through
the
set
up
of
each
of
the

areas
in
enough
detail
to
understand
what
is
required

—  You
have
to
comply
with
all
the
pre-‐qualiﬁcation

requirements

—  Not
point
scored

—  Any
“no”
will
eliminate
you

—  Examples

—  Licensing
and
registrations

—  Mandatory
site
brieﬁng

—  If
in
doubt,
contact
the
tender
contact
person
well
in

advance

—  Compliance
–
a
“no”
may
not
eliminate

—  Disclosure
requirements
-‐
e.g.
subcontractors,
criminal

convictions

—  Insurance
–
you
will
be
allowed
to
obtain
insurances

upon
award

— 
Negotiation
on
contract
terms
and
conditions
–
is

allowed
but
is
a
risk,
can
either
request
changes
or

reﬂect
increased
cost
in
pricing

—  Pricing
–
if
issues
on
schedules
used,
raise
early

—  Register
interest
in
tender
to
ensure
you
get
updates/
amendments

—  The
Selection
Criteria
are
weighted
–
proportion
eﬀort

to
weighting

—  Make
sure
you
complete
all
of
the
Selection
Criteria

—  Criteria
examples
are
provided
at
the
workshop

—  Examples
include:

—  Suitability

—  Timeframes

—  Experience

—  Local
content

—  Skills
and
experience

—  Important
part
of
showing
Value
for
Money

—  Plan
to
submit
early

—  Submit
as
per
the
tender
submission
requirements

—  Late
tenders
will
not
be
considered

—  Electronic
submission
does
not
mean
sending
by
email

—  Electronic
is
electronic
upload
on
the
Tenders
WA

website

—  Can
withdraw
an
offer
at
any
stage

—  WA
different
to
other
states

—  If
there
are
issues
with
validity
period
required
for
offer,

take
this
up
with
the
Tender
Contact
early
on
(e.g.
the

impact
on
pricing/exchange
rates)

—  Approval
process
dependent
on
value
of
contract

—  Process
can
take
time

—  Winners
and
non-‐winners
are
informed
of
the
outcome

—  Post
tender
debrief
is
available
upon
request

—  Debrief
speciﬁc
to
your
tender

—  Cannot
disclose
details
of
others

—  Can
disclose
who
won
and
the
total
contract
value

—  Highly
recommended
to
request
debrief

—  Details
of
successful
tenderer
and
total
contract
value

posted
on
Tenders
WA

THE
REAL
REASON
WHY
WE
ATTEND
THE
WORKSHOP
–
TO
GET

THE
HANDY
TIPS
AND
ADVICE

—  Complete
pricing
details
as
requested
in
tender

—  If
you
want
to
change,
discuss
early
with
Tender
Contact

—  If
wrong,
changes
can
be
made
and
issued
on
Tenders

WA

—  Remember
that
evaluation
panel
needs
to
be
able
to

compare
apples
to
apples

—  Using
a
diﬀerent
pricing
schedule
makes
it
more

diﬃcult
and
is
a
risk

—  Depends
on
value
of
contract

—  Content
matters

—  Answer
all
the
selection
criteria

—  Take
time
to
show
relevant
Experience

—  ensure
spend
enough
time
on
it
and
that
it
is
relevant
to

the
tender
request
and
scope

—  Show
what
you
have
done
and
how
it
is
similar

—  Include
proof
of
performance
e.g.
testimonials

—  Do
not
clutter
response
with
unnecessary
information

—  Brochures
etc.
can
be
added
but
include
as
a
reference

and
attach
at
the
back
of
submission

—  Avoid
acronyms

—  Spell
out
technical
terms

—  Submit
ON
TIME

—  2h30
is
not
2h31

—  Late
tenders
will
not
be
accepted

—  Answer
every
tender
as
if
you
have
never
done
work
for
the

government

—  Don’t
assume
because
you
have
done
work
before,
that

your
company
is
known

—  IF
IN
DOUBT,
ASK
AND
ASK
EARLY
ON
IN
THE
PROCESS

—  Make
sure
you
attend
one
of
the
information
workshops,
it

is
certainly
worthwhile

—  State
Supply
Commission

—  (08)
6551
1500

—  enquiries@ssc.wa.gov.au

—  Tender
Systems
–
Procurement
Systems
Support

—  (08)
6551
2020

—  procurementsystems@finance.wa.gov.au

—  General
Tender
Queries
–
Tender
Services

—  (08)
6551
2345

—  tenderingservices@finance.wa.gov.au

—  Specific
Tender:

—  Tender
Contact
listed
in
the
specific
tender

—  We
help
companies
with
writing,
preparing
and

submitting
tenders.

Please
visit
our
website
for
more

detail:

—  www.IchibanCommercialSolutions.com.au

—  Read
our
blog
on
“How
to
Tender
for
Success”

—  http://ichibancommercialsolutions.com.au/how-‐to-‐tender-‐
for-‐success/

—  Download
our
free
tender
checklist

—  http://ichibancommercialsolutions.com.au/free-‐resources/

—  Ichiban
Commercial
Solutions
Pty
Ltd
provide

procurement,
tender
and
risk
services
to
medium
and

large
companies.
It
is
our
aim
to
work
together
with
our

clients
to
find
fit-‐for-‐purpose
solutions
that
will
unlock

value
and
result
in
sustainable
savings
and
process

improvements.

—  With
over
19
years
experience,
Celia
Jordaan
has

worked
in
different
countries,
locations
and
cultures
in

the
areas
of
procurement,
supply
chain,
contract

management,
law
and
risk.
She
has
also
worked
in
the

area
of
risk
management,
contractor
management
and

safety.

—  Celia
Jordaan

—  Principal
Consultant

—  m:
+61
(0)439518910

—  e:
celia@IchibanCommercialSolutions.com.au

—  w:
www.IchibanCommercialSolutions.com.au

—  Grab
the
free
resources
on
our

website
www.IchibanCommercialSolutions.com.au
and

register
for
our
monthly
newsletter
with
procurement

tips
and
invitations
to
future
workshops.

May
you
have
many
successful
tenders!

“If
you
don’t
see
yourself
as
a
winner,
then
you
can

never
perform
as
a
winner.”

Zig
Ziglar

“I
do
not
think
there
is
any
other
quality
so
essential
to

success
of
any
kind
as
the
quality
of
perseverance.
It

overcomes
almost
everything”

John
D.
Rockefeller

How to Improve your Chances for Success with Government Tenders

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