Tendering with partners

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Gareth Coles, WCVA, at Engage - the collaborative working conference 2013.

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Tendering with partners

  1. 1. Tendering with partners Gareth Coles – WCVA Collaborative Working Conference 2013
  2. 2. or… How to compete in an environment not designed for collaboration
  3. 3. Tendering isn’t easy… • Advert • Expression of interest • Pre-qualification questionnaire • Tender documents • Submit tender • Evaluation • Presentation • Contract award
  4. 4. Joint tendering 1. Develop a coherent service delivery model 2. Build a trusted, effective working relationship 3. Engage in a process that disadvantages collaborative responses
  5. 5. Workshop aims • Discuss the context for collaboration • Discuss some of the barriers to joint tendering • Explore some of the key considerations, including structures and written agreements
  6. 6. Context • Larger / generic contracts • Regional commissioning • Efficiency agenda • Expectation
  7. 7. Issues for joint tenders • Whether to collaborate • Timescales • Structures • Sub-contracting • Terminology
  8. 8. But… “The Council welcomes bids from all tendering organisations including consortia” Sell2Wales notice “Public bodies should ensure that smaller, local suppliers are not precluded from winning contracts individually, as consortia, or through roles within the supply chain.” Welsh Government
  9. 9. Benefits • Pooling skills and resources • Expanding reach • Sharing information and good practice • Improved and more integrated services • Retain local contacts and expertise
  10. 10. • Pre-tender work • Compatible cultures, working practices and values • Board decision • Structures • Take stock Key considerations (1)
  11. 11. Key considerations (2) • Due diligence • Consortium agreement • How do you manage disagreements? • Steering group • Express the added value of your collaboration as a competitive advantage
  12. 12. Structures 1. Sub-contracting 2. Lead organisation 3. External lead 4. New legal entity
  13. 13. Sub-contracting Advantages • First experience of tendering • Access contracts beyond your capacity • Benefit from resources of lead • Gain experience and skills Disadvantages • Cashflow problems • Other relationships • Restrict your activities? • Delivery problems
  14. 14. Lead organisation Advantages • Use experience of lead and partners • (Relatively) easy to establish Disadvantages • Inequality / power imbalance? • Lead may be responsible for all liabilities • Lead has to ‘manage’ the partners
  15. 15. External lead Advantages • Partners can focus on project delivery • Lead could represent the partners • Capacity building support Disadvantages • Is this model acceptable to commissioners?
  16. 16. New legal entity Advantages • Ring-fences risk, protecting partners • Jointly-owned by all partners • Draws on experience and expertise of all partners Disadvantages • No track record of service delivery • No financial history • Lengthy process to establish • Real organisation, or shell?
  17. 17. Written agreements • Clarify the project • Define roles and responsibilities • Develop joint ownership • Reference document • “What if...?”
  18. 18. Learning points • Start now • Develop a clear, shared vision for the service • Can you influence the process? • Ask clarification questions • Develop a unified brand • Use any development period • Make an informed decision about whether it’s right on a case by case basis
  19. 19. Resources and support • County Voluntary Council (CVC) • WCVA • Wales Co-operative Centre (Convergence) • Charity Commission • Winning in Tendering Project • New guidance soon!
  20. 20. Thank you Gareth Coles 02920 431 771 gcoles@wcva.org.uk

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