use of technology to achieve more efficient, effective and
TRANSCRIPT
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: [email protected]
Procurement Community of Practice Shared WorkspacePublic Sector Procurement Training ProgrammePhil WeirGovernment Procurement Development GroupMinistry of Economic DevelopmentTel: 04 474 2916 Email: [email protected]
GETS – Government Electronic Tenders ServiceMargaret SullivanTel: 04 474 2963Email: [email protected]
Procurement Assistance
Questions?