use of technology to achieve more efficient, effective and

Use of Technology to Achieve More Efficient, Effective and Robust Tendering

• Introduction

• Context

• The Procurement Approach

• All Purpose Evaluation Tool (Apet®)

– Process based Apet® examples

• Vendor Feedback on Apet®

• Expert Feedback on Apet®

• Summary

Session Outline

Introduction

• Jolene Kelly, Jolene Kelly Limited – Previously Knowledge Manager at MoRST

• Andrew McLean, Expert Procurement Solutions (EPS)– Procurement expert

– NZ Agent for Apet® tender evaluation software

• NOTE: The views expressed in this presentation are those of the presenters and do not represent the views of MoRST.

Context

• MoRST Environment– Small government department

– IT services outsourced

• Procurement Environment– Government Procurement Policy

– Mandatory Rules for Procurement by Departments

– Increasing focus on Government procurement

The Procurement Approach• Identified skills / resources required

– Contracted in where appropriate e.g. procurement expertise• Market Research identified 5-6 likely bidders

– In-house and off-site solutions available • Developed an output focused specification (based on those

gathered from other government agencies)• Procurement Strategy

– Single stage process – RFP – open to innovation

• Advertised on GETS– 7 responses (1 supplier new to the NZ market)

• Weighted attribute evaluation model– Short-listed 3 bidders for presentations

• Single provider selected

All Purpose Evaluation Tool (Apet®)

• Apet® is an Australian developed software tool used for evaluations

• Used on a wide range of procurement projects in Australia and NZ

• Key features

– Weighting support

– Electronic vendor responses

– Electronic evaluation by panel

– Automated calculations, rankings, issues brought to attention

– Wide range of reports including individual vendor feedback reports

RFP Criteria / Weightings

• Developed RFP document including response criteria and weightings

RFP Criteria / Weightings

Vendor Responses

• RFP issued on GETS

• Vendors downloaded PDF of documentation and an electronic Apet® response file

• Vendors completed responses directly into Apet® as well as providing hardcopy documentation to MoRST

Vendor Responses

Panel Evaluation

• Panel members have evaluation module of Apet® loaded onto PC or laptop

• Evaluation scores put directly into Apet®

• Any notes, issues or concerns noted in Apet® with score and later brought to panel members attention (during panel review)

• Easy to mark all vendor questions simultaneously i.e. all Q1 responses, all Q2 responses or can evaluate responses vendor by vendor

Panel Evaluation

Panel Review

• Evaluation scores collated and presented to panel

• Outliers and notes readily highlighted for discussion

• Weightings automatically calculated

Panel Review

Vendor Feedback

• Evaluation scores and relative ranking provided in hard copy report for each vendor attending feedback meeting

• Provides question by question ranking

• Coupled with panel comments provides valuable feedback to vendors on how to improve their responses/tender processes

Vendor Feedback

Summary - Efficiency

• Vendor responses easy to compare on-line

• Automated calculations

• Reporting at the click of a button

• Panel can see all scores for each question by vendor for discussion and review

• No lost bits of paper, scores, notes, etc

Summary - Robustness

• Process driven – no steps skipped

• Audit trail and record keeping made easy

• Automated and standard calculations for ranking, weightings, etc

• Individual marking by panel members

• Team review of ranking by panel

• Comments, issues, and notes recorded and retained

• No lost bits of paper, scores, notes, etc

Summary - Effectiveness

• Easy to use

• Transparency through record keeping and audit trails

• Removes risk of errors in calculations/weightings

• Fast and well presented information collation and reporting

• Comprehensive reporting

• Assists with effective and useful vendor feedback

• No lost bits of paper, scores, notes, etc

Vendor Feedback on Apet®

• Most comprehensive feedback ever received. It had been very worthwhile and very valuable to us.

• Very efficient process – the Apet ® tool was easy to use and made us focus on answering the questions being asked.

• Gave us confidence in the evaluation process. We can see it was a robust process you followed.

Expert Advisor Feedback on Apet®

• Reviewing scores and comments much easier than referring back to paper documents

• Helped reviewers remain objective rather than subjective – much fairer for vendors

• It helped keep our assessments disciplined and robust

• Reporting function is excellent – probably one of the best features of the tool

• Overall I was very impressed with it and found it extremely helpful.

Apet® Andrew McLeanExpert Procurement Solutions LtdTel: 027 442 3220Email: andrew@eps.net.nz

Procurement Community of Practice Shared WorkspacePublic Sector Procurement Training ProgrammePhil WeirGovernment Procurement Development GroupMinistry of Economic DevelopmentTel: 04 474 2916 Email: phil.weir@med.govt.nz

GETS – Government Electronic Tenders ServiceMargaret SullivanTel: 04 474 2963Email: margaret.sullivan@med.govt.nz

Procurement Assistance

Questions?