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To bid or not to bid?

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Iestyn a Gruffudd of Menter a Busnes on public sector tendering. WCVA Funding Conference 2012.

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To bid or not to bid?

  1. 1. GWASANAETH DATBLYGU CYFLENWYRSUPPLIER DEVELOPMENT SERVICEwww.gwerthwchigymru.co.uk www.sell2wales.co.uk
  2. 2. Gwasanaeth Datblygu Cyflenwyr Supplier Development Service• Cyngor a chefnogaeth ar sail un-i-un ar gyfer mudiadau sydd yn cystadlu am gytundebau. – HCC (Holiaduron Cyn-Gymhwyso) – Tenders• One-to-one advice and support for organisations submitting bids. – PQQs (Pre-Qualification Questionnaires) – Tenders
  3. 3. Pwrpas gweithdy heddiw Purpose of today’s workshop• Edrych yn fras ar rai o’r brif rhesymau ty ôl i’r broses tendro• Adnabod camau paratoadol gallwch gwblhau rwan yn barod ar gyfer HCG a Tendrau yn y dyfodol• Manylion safleuoedd wê lle mae angen gofrestru a cipolwg ar sut mae rhain yn gweithio• Trosolwg ar y cymorth sydd ar gael i chi• Briefly examine some of the main reasons behind the tendering process• Identify preparatory steps that you can take now in preparation for upcoming PQQs and Tenders• Details of relevant websites to register on and an insight in to how these work• Overview of the support available to you
  4. 4. Pam fod cyrff cyhoeddus yn tendro? Why do public bodies tender?• Gwerth am arian i ddinesyddion • Value for money for citizens• Sicirhau gwasanaeth o • Ensure a quality service ansawdd • Access products, services &• Mynediad at gynnyrch, expertise gwasanaethau ac arbenigedd • Control risk• Rheoli risg • Increase competition• Cynyddu cystadleuaeth • Replace underperforming• Newid cyflenwyr sy’n suppliers tanberformmio • Demonstrate fairness and• Arddangos tegwch a openness gonestrwydd • Comply with EU legislation and• Cydymffurfio gyda financial regulations deddfwriaeth a rheolau’r DU
  5. 5. Pam fod cyrff cyhoeddus yn tendro? Why do public bodies tender?• Cydymffurfiad cyfreithiol • Legal compliance• Archwilio cyflenwyr posib i • Vetting potential suppliers to sicrhau eu fod yn ddilys, yn ensure bona fide & fully capable fedrus, ac gyda cemdir suppliers with good financial ariannol da standing• Cyn-cymhwysiad ffurfiol • Formal pre-qualification• Meini prawf gosodedig ar • Pre-determined criteria for gyfer gwerthusiad appraisal• Safoni • Standardisation• Cysondeb mewn dull • Consistent approach• Cysondeb mewn mesuriad • Consistent measurement
  6. 6. Manteision y broses Tendro Benefits of the Tendering process• Darparu atebolrwydd clir a • Provides clear public chyhoeddus accountability• Amddiffyn gweithwyr oddi • Protects employees from bias wrth rhagfarn • Level playing field to judge the• Safbwynt diduedd i asesu’r market farchnad • Ensures value for money• Sicrhau gwerth am arian • Potential suppliers have the• Sicrhau fod gan y cyflenwyr same clear understanding of posib ddealltwriaeth clir o’r the requirements anghenion • Sound basis for a properly• Sylfaen ar gyfer cytundeb constructed contract cynhwysfawr a theilwng • It prevents complacency• Rhywstro hunanfoddhad
  7. 7. Cyn-Cymhwso Pre-Qualification• Cryfder ariannol – gall yr • Financial strength issue – can the ymgesiydd ymdopi gyda maint y candidate cope financially with this size gytundeb – cynaliadwy? of contract – sustainability?• Dibyniaeth – fydd yr ymgeisydd • Dependency issue – will the candidate or-ddibynnol ar y cytundeb neu’r become over-dependent on this awdurdod? contract or contracting authority?• Cynhwysedd – oes gan yr • Capacity issue – does the candidate ymgeisydd yr adnoddau i gwrdd have sufficient resources to meet the ag anghenion y cytundeb? contract demands?• Gallu – oes gan yr ymgesiydd yr • Capability issue – does the candidate sgiliau a phrofiad angenrheidiol i have the necessary skills & experience gwblhau’r gwaith? to carry out the work?• Manylion statws proffesiynol e.e. • Details of professional status, for AGGCC example CSSIW
  8. 8. Eich Amcanion Your Objectives• Osgoi dilead o’r broses • Avoid elimination• Creu argraff fafriol • Create a favourable• Darparu gwybodaeth yn impression brydlon • Provide information• Darparu’r wybodaeth yn promptly glîr, yn gyflawn ac mewn • Provide information that is modd hawdd i’w ddilyn. clear, complete and in an• Sicrhau fod y gwybodaeth easy to follow format. yn gryno ac yn berthnsaol • Ensure that information is concise and relevant
  9. 9. Cyn-Cymhwso Pre-Qualification“Di hwn ddim yn berthnasol i mi, dwi ddim angen deutha nhw pa mor dda „dw iohwerydd dwi di bod yn neud y gwaith ers ugain mlynedd”Os cymerwch chi’r safbwynt yma, mi wnewch chi fethu heb unrhywamheuaeth.Gall eich cais mond cael ei asesu ar sail beth sydd wedi ei sgwennu ar bapura’r tystiolaeth sydd yn cael ei ddarparu.“This isn’t relevant to me, I don’t need to tell them how good I am because I’vebeen delivering this service for the last 20 years”If you take this attitude, you will fail without any doubt!Your application can only be assessed on the basis of what you have provided inwriting, along with the evidence provided.
  10. 10. Dull o ateb cwestiynau Approach to answering questions• Proses o wella parhaus – cadwch ag addaswch fersiynnau electronic o pob cais yr ydych yn ei gwblhau• Mae llawer o gwestiynnau yn dueddol o ymddangos ar bron pob tender a PQQ– dros amser mae’n hawdd datblygu rhain yn barod, can cyflymu’r broses bob tro.• Process of refinement – keep and build upon electronic versions of all applications you have completed• Many questions tend to appear regularly on PQQs and Tenders – meaning over time it is easy for you to develop a set of good responses and shorten the time required.
  11. 11. Dull o ateb cwestiynauApproach to answering questionsQ. Please describe your organisations primary business activity(ies).
  12. 12. Q. Please describe your organisations primary business activity(ies).• Beth yw eich maes gwaith? • What do you do?• Ers faint yw’r busnes yn gweithredu? • How long have you been operating?• Beth yw’r prif ffynhonellau arian? • What are your main sources of• Beth sydd yn unigol amdanoch? income?• Beth yw eich prif gryfderau? • What is unique about you?• Pa prosiectau ydych chi’ delifero a • What are your main strengths? lle? • What are the projects you deliver,• Beth yw prif elfennau’r prosiectau and where? hyn? • What are the main activities of these• Sut ydych chi’n perfformio ar y projects? prosiectau? • How are you performing on these• Gallwch chi gadarnhau hyn gyda projects? tystiolaeth ystadegol neu adborth • Can you back this up with statistical gan cleient arall? evidence or client feedback?
  13. 13. Dull o ateb cwestiynau Approach to answering questions• Astudieuthau Achos • Case Studies Teitl y prosiect: Project title: Cleiant: (cwmni neu unigolyn) Client: (company or individual) Lleoliad: Location: Dyddiad: (dewis o dyddiadau cychwyn a gorffen / mis / blwyddyn / dyddiad cychwyn) Date: (choose from start & end dates / month / year / commencement date) Gwerth Ariannol: (unai gwerth y prosiect neu’r gwerth blynnyddol) Financial value: (either project value or value per annum) Manylion Prosiect: Project details: Geirda: (enw, cyfeiriad, rhif ffon a ebost) a gerida os yn bosib!! Reference: (name, address, phone number & email) + Reference if possible!!
  14. 14. Dull o ateb cwestiynau Approach to answering questions• Pam dewis yr engraifft yma i ddangos eich• Why you have chosen this example to profiad? demonstrate your experience?• Cafodd ei ddelifero ar amser, o fewn y • Was it delivered on time, on budget, to the cyllideb, i’r safon cywir? right quality?• Cafoch chi eich camoli can y cleient am y • Did you receive high praise for the work gwaith? from the client/stakeholders?• Oedd yno rwbath a aeth ty hwnt i ofynnion • Was there something that you did that went y cleient? beyond what the client was looking for?• A oedd unrhyw fuddianau ychwanegol, • Did your approach to the work bring any megis cyfranu tuag at yr economi lleol, additional benefit – e.g. contribute to the defnyddio is-gontractwyr lleol, creu local economy by using local subcontractors, cyflogaeth neu creu cyfleuoedd ar gyfer y creating new employment, or providing rheini allan o waith ar dymor hir. opportunities for the long term economically inactive people?
  15. 15. Dull o ateb cwestiynau Approach to answering questionsRhowch ddisgrifiad o’r gwaith fel a oedd Give a description of the work that wasangen gan y cleient required by the clientPwysleiswch sut aethoch o gwmpas hyn gan Emphasise how you approached the work,gyfierio at: include details such as: Sut cafodd y gwaith ei gynllunio? How did you plan the work? Pa systemau oedd mewn lle i fontro What system did you have in place to pethau? monitor progress? Wneuthoch chi reoli cyswllt gyda’r Did you manage communication with the cleient? Sut? client? How? Sut wneuthoch chi sicrhau answadd? How did you maintain quality? Faint o staff oedd yn y broses? How many members of staff involved? Is-gontractwyr? Sub-contractors? Unrhyw sgiliau/profiadau ehangach Expertise/skills of key individuals that were gan unrhyw aelodau’r tim? utilised?
  16. 16. Dull o ateb cwestiynau Approach to answering questions• Staff / Adnoddau ar gael • Staff / Resources Available – Staff Training Matrix / – Staff Training Matrix / Training Anghenion Hyffroddiant needs – Copiau o dystysgrifau unigol – Copies of individual training ar gyfer cyrsiau perthnsaol certificates (at hand just in case (rhag ofn eu bod yn ofynnol) required as an example) – CVs / PEN Profiles ar gyfer – CVs / PEN Profiles of key project aelodau criadd yr prosiect (nid individuals (not necessarily each o angenrheidrwydd pawb!) member of staff!) – Adnoddau staff ar gael – tabl i – Staffing Resources available – ddangos faint o bobly yr ydych table showing how many yn eu gyflogi ym mhob rôl – individuals you employ in each gall helpu ddangos yr capasiti type of role – can help to show sydd ganddoch i ymdopi gyda the capacity you have to deal absenoldeb. a.y.y.b with staff absence etc.
  17. 17. Dull o ateb cwestiynau Approach to answering questions• Safbwynt ariannol • Financial Standing – PDF o gyfrifon archwiledig – PDF Copies of Audited accounts – Trosiant ar gyfer y 3 mlynedd – Turnover figures for previous 3 blaenorol years – Copiau PDF o dystysgrifau – PDF copies of relevant insurance yswyritant perthnasol certificates
  18. 18. Gwasanaethau i fusnesServices to business Helpu busnesau i lenwi PQQ’s a thendrau - rhad ac am ddim Assist businesses to fill in PQQ’s and tenders - free service Helpu busnesau gydag unrhyw dendr neu holiaduron cyn- gymhwyso maent angen cymorth hefo nhw Can help businesses with any tender or pre-qualification questionnaire they require help with
  19. 19. Gwasanaethau i fusnesServices to business Cofrestru ar Gwerthu i Gymru a chefnogi gyda proffil cwmni ar y wefan (CPV CODES) Register on Sell2Wales and support with company profile on the website (CPV CODES) Adnabod cyfleon tendro a rhannu’r wybodaeth - Preifat a Chyhoeddus Identify tender opportunities and share information - Public and Private Ymwybyddiaeth am ddatblygiadau ar lefel rhanbarthol a lleol Awareness of developments on a regional and local level
  20. 20. Gwasanaethau i fusnesServices to business Helpu busnesau i lenwi PQQ’s a thendrau-rhad ac am ddim Assist businesses to fill in PQQ’s and tenders-free service Helpu busnesau gydag unrhyw dendr neu holiaduron cyn- gymhwyso maent angen cymorth hefo nhw Can help businesses with any tender or pre-qualification questionnaire they require help with
  21. 21. Gwasanaethau i fusnesServices to business Digwyddiadau Cwrdd a’r Prynwr-Sector Gyhoeddus Public Sector Meet the Buyer events Sesiynnau Briffio i Gyflenwyr (amrywiol) Supplier Briefing Sessions (various) Gweithdai CHAS/ISO9001/ISO14001 CHAS/ISO9001/ISO14001 workshops Gweithdai “Sut i Dendro” “How to Tender” workshops.
  22. 22. Cysylltu gyda’r Gwasanaeth Datblygu CyflenwyrContact the Supplier Development Service Derwenna Bridle - 01248 672 610 Gwynedd a Môn derwenna.bridle@menterabusnes.co.uk Gwynedd and Anglesey Iestyn Gruffudd - 01248 672 659 Conwy a Sir Ddinbych iestyn.gruffudd@menterabusnes.co.uk Conwy and Denbighshire Lynne Lewis - 01978 366 366 Wrecsam a Fflint lynne.lewis@wrexham.gov.uk Wrexham and Flintshire
  23. 23. Gweithdai Sut i DendroHow to Tender Workshops15/11/2012 Conwy Glasdir, Llanrwst - LL26 0DF22/11/2012 Gwynedd Plas Silyn, Penygroes - LL54 6HJ04/12/2012 Môn Holland Arms Hotel, Pentre Berw, LL60 6HY06/12/2012 Conwy Canolfan Fusnes, Cyffordd Llandudno - LL31 9XX13/12/2012 Dinbych Rhyl Commuity Fire Station - LL18 3PL Derwenna BridleArchebu lle yn hanfodol 01248 672 610Booking a place is essential derwenna.bridle@menterabusnes.co.uk

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