writing winning bids loughborough workshop 15 feb 2011 final

8/9/2019 Writing Winning Bids Loughborough Workshop 15 Feb 2011 Final

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Bob Moodie & Vicky Byers

NJM European, Economic & Management Consultants Ltd

Selling to the Public Sector – helping

Leicestershire SMEs unlock their potential

Public Sector Contracts!riting !inning Bids


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- Ne6 Procurement Enironment

Policy7Legal Economic7inancial

E8 Competition Policy 9Procurement:

Coalition ;ot# 7 Local ;ot#92ransparency < L-s must publis. detailso) all $noices o) =1>>?:

Coalition ;ot4s aspiration to a6ard %1@ o)central ;ot# contracts to SMEs

Leicesters.ire County Council4sSustainable Commissioning & ProcurementStrategy 9%>>A'"*:

Price & Value )or Money 9VM: & M#E#-#2#

Compre.ensie Spending eie6

ationalisation & rame6ork -greements

Contract Bundling 9Economy o) Supply:

-bility to delier economies and e))iciencysaings

Social 2ec.nological

Corporate Social esponsibility

Sustainability, Euality & +iersity

$nnoation & non contractual outcomes

E'Portals

E'tendering & E'auctions

eal time reporting


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!.oD

(pportunity $denti)ication


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(pportunities Public Sector

8 Public procurement is estimated at oer ="51 billion per annum9"*@ o) 8 ;+P:#

Leicesters.ire County Council spends oer =*>> million eac. yearon goods, 6orks and serices# rom %>""'"% to %>"/'"1, t.eCouncil 6ill need to make saings o) around =F%m, including =%%m

)rom commissioning and procurement#

Leicester City Council4s estimated procurement budget )or t.e -ut.ority 6as =%3> million p#a# 9%>>5'%>>F:# rom %>""'"% to%>"/'"1, t.e Council 6ill need to make saings o) around =">>m)rom its total annual budget o) circa ="bn#

NGS Leicesters.ire & utland Procurement Partners.ip in)luencesspend o) approHimately =%1> million on goods and serices eac.year#


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(pportunities Public Sector 9 Local Authorities:

Leicesters.ire County Council

Leicester City Council Nort. !est Leicesters.ire +istrict Council C.arn6ood Boroug. Council Melton Boroug. Council Blaby +istrict Council Garboroug. +istrict Council (adby & !igston Boroug. Council Ginckley & Bos6ort. +istrict Council

* 8niersities Leicester, Loug.boroug., +e Mont)ort

5 E colleges Step.enson, Loug.boroug., Brooksby Melton, Nort.!ar6icks.ire & Ginckley, Sout. Leicesters.ire, Leicester, Loug.boroug.8niersity Sc.ool o) -rt & +esign

Sc.ools

(t.er

NGS 9subIect to maIor reie6:

Gousing -ssociations 7 SLs

2.e Emergency Serices


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!.ereD

(pportunity $denti)ication


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inding (pportunities !.ere s.ould you look 7 6.o s.ould you kno6D

PUBLISHED UPUBLISHED S!U"#ES

2ender 6ebsites & Supplierportals

Net6orking 7 relations.ip building

(rganisational 7 Sector 6ebsites Procurement 2eams 7 CategoryManagers

2enders Electronic +aily 92E+: (perational departments and units

Local 7 National press 7 Press

releases

Market analysis 7 competitor intelligence

2rade Press Partners 7 sub contractors

Meet t.e buyer eents 7brie)ings

Second 7 2.ird 2ier Contractors 7 Supplyc.ains


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Procurement ProcedureProce%ure #haracteristics 'hen the proce%ure is a%opte%

!pen -ll uali)ied applicants must begien t.e opportunity to bid

or lo6er risk procurement 6.ere suppliercapability is less important or 6.ere t.e)ocus is on price

"estricte% 26o stage process 6it. )acility tos.ortlist 9P00 ? 2ender:

!.ere capability o) supplier is keydetermining )actor in t.e deliery o) t.econtract, market response likely to be

.uge to allo6 s.ort'listing

egotiate% 26o stage process 6it. )acility tonegotiate at second stage

Speci)ication is not clear or some creatie,artistic or eHpert input is reuired#

#o$petiti(eDialogue

26o stage process 6it. )acility toenter into a dialogue 6it. potentialsuppliers to consider potential

solutions and re)ine speci)icationbe)ore initation to tender

CompleH procurement 6.ere supplierseHpertise .as signi)icant impact on t.edeelopment o) t.e speci)ication

)ra$e*orkAgree$ent

Stage (ne Suppliers selectedt.roug. open7restricted procedure toa panel o) suppliers )or gien periodStage 26o Call'()) or Minicompetition 6ill be .eld 6.en

serices7goods reuired

Capability and Capacity is important andis generally a recurring7constantreuirement 9maH / years includingeHtension options:


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Be Systematic & ;et (rganised


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!.at is your target marketD $n your target market 6.o are t.e key buyers ' Personnel

at +epartment leel and Procurement ())icers 9important

)or lo6 alue contracts t.at are not )ormally adertised:D

Engage procurement personnel ' make sure t.ey kno6you eHist, seed ideas

ind out about approed 9accredited: supplier lists

.o6eer note t.at aut.orities are moing to6ards

)rame6ork agreements egister your details on tender e'portals and set up )or

-lerts serice, ne6sletters etc


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Set up internal processes and indiidual9s: to monitor

tender portals, alerts, sources and reie6 )eedback

Net6ork 9buyers7commissioners, meet t.e buyer

eents: Competitor analysis 9Ne6 2ransparency=1>>?inoices:

Searc. )or potential business partners 7 collaborators 7

subcontractors

+eelop 7 improe your key policies so t.at you comply6it. public sector tender competition reuirements

-ccreditation 9e#g# CG-S, $S(, $iP etc:



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- ne6 and critical source o)

intelligence

-s part o) Coalition ;oernment

commitment to transparency in publiceHpenditure 9as o) ebruary %>"": eery

Local -ut.ority must publis. details o)

inoices o) =1>>?

$n)ormation can be used to identi)y

competitors and7or potential

collaborators7subcontract opportunities


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2o bid or not to bidD

+eeloping a Strategic -pproac.


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Strategic +ecision Making

$s t.e tender a good )it in relation to your company4s

actiitiesD

Can you meet t.e eligibility criteria 9tec.nical uali)ications,

policy compliance e#g# 0uality -ssurance, $nsurance: D +o you .ae a good track record in relation to t.e

opportunityD

+o you .ae t.e trading .istory 9e#g# % years -ccounts:D

+o you .ae t.e capability and capacity to delier t.econtract i) success)ulD

Can you make sense o) t.e budget and can you delier t.e

contract on timeD


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!.at are t.e risksD

!.o are your competitorsD

!.at percentage o) your turnoer does t.e contract

representD

+o you need a partner9s: or 6ill you use

subcontractorsD

!.at is t.e percentage c.ance o) successD

+o you .ae t.e time and resources to deote to

preparing a good bidD


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Solo or Collaboratie BiddingD orm a consortium i)

Oou don4t .ae t.e capability or capacity Oou can4t meet t.e %>@ rule

(ptions Consortium

Joint Bidding Lead Contractor & Subcontractor

Legal basics < 6ill you be Iointly and seerally liableD Memorandum o) understanding 9Mo8: 7 Partners.ip agreement 7

9Non +isclosure agreement 9N+-: -greement not to compete in

ot.er tender: Serice leel agreement 9SL-:7contract

NB# consortium s.ould be properly led, constructed and managed



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Consortia

Bene0its: "isks:

$ncrease capacity and scope to bid e#g#(ercome P00 impediments

Partner selection and getting -greement 7 legaldocument

S.ared trade .istory 9combined capabilityand capacity:

2rust relations.ip 9.o6 6ell do you kno6 yourpartner < can you be con)ident t.ey can and 6illdelier:

Business +eelopment -ccess ne6clients and markets

CompleH decision'making, loss o) autonomy,compromises and concessions

Spread risk S.aring sensitie in)ormation

Mutual learning and innoatieapproac.es

Logistics 9Co'ordinating bid:

+eliered additional added alue 9t.e6.ole is greater t.an t.e sum o) t.e parts:

Logistics 9Contract deliery:

$mproe c.ance o) success


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P00s & $22s


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Procurement Process (erie6

ProcureContract

NoticeE!I

+en%er

EaluateManageeie6

Commission

P11

-6ard


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Pre'0uali)ication 0uestionnaires

+he )irst Hur%le

Ealuation o) your organisation

2.e aim o) t.e P00 is to c.eck t.at your company is

9)or t.e contract term: 2ec.nically competent

inancially sound

Legally compliant

;ies t.e buyer a means o) s.ort'listinginterested organisations on t.e basis o) )air and

obIectie criteria


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P00 EHample Scoring rame6ork

Section Score 'eighting

" (rganisation +etails N7-

% inancial $n)ormation N7- or isk Based -ssessmentPass7ail

* $nsurance Pass7ail

/ Business -ctiities "1@

1 Business Practices *>@ 92otal:

Gealt. & Sa)ety 1'">@

0uality -ssurance 1'">@

Enironmental Management 1'">@

Euality 1'">@

3 euirement ' speci)ic />@

5 EHperience & e)erences "1@

F Pro)essional & Business Standing Pass7ail


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EHample KScoring4 CriteriaScore "esponse +&pe "eason in%icate% 0or Score

> Non'compliant response No releant in)ormation 7 solution proided in responseto contract reuirements#

" 8nacceptable response Partially compliant response but 6it. seriousde)iciencies in solution o))ered, indicating seriousdi))iculties 7 inability to delier contract reuirements#

% 8nsatis)actory response Partially compliant response 6it. s.ort)alls in solutiono))ered, indicating not all contract reuirements couldbe met and t.us di))iculty in deliery o) t.e contract#

* -cceptable response Compliant response, indicating basic contractreuirements are met but not eHceeded# Contract couldbe deliered#

/ ;ood response Compliant response, clearly indicating entire delierycan be met and solution o))ers some limited bene)itsbeyond stated reuirements#

1 EHcellent response Compliant response, bidder illustrated compre.ensieunderstanding o) contract res# Proposed solutionproides signi)icant additional bene)its beyond stated

res#


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P00 $n)ormation-eneral Business In0or$ation

Business +etails

Status 9Sole contractor 7 consortium:

(6ners.ip

Business Probity

Pro)essional Conduct

+ocumentation reuired may include

Company Gistory

G $n)ormation

-dministratie $n)ormation 9Company egistration7V-2 Number:

0uality Standards -ccreditation 7 Certi)icates


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P00 $n)ormation)inancial . Insurance In0or$ation:

2urnoer

-ccounts

$nsurance

+ocumentation euired may include -udited accounts, Management accounts, Parent company accounts

Bankers statements & accountants4 re)erences

inancial proIections, including cas.)lo6 )orecasts

+etails o) preious contracts and alues

Capital aailability

Certi)ication o) $ncorporation, Certi)icate o) Name C.ange

$nsurance Certi)icates

NB )inancial etting is based on sound business Iudgement and not Iust t.e

application o) )inancial )ormulae


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P00 $n)ormation

;eneral Business -ctiities (erie6 o) EHisting Business -ctiities

(erie6 o) Main -reas o) EHpertise & -ccreditation

!.at percentage o) your business is concerned 6it. proiding serices

similar to t.e contract reuirement

G $n)ormation 9Number o) Sta)), Sta)) Pro)iles:

Contract Speci)ication

EHplain and demonstrate your Capability and Capacity to )ul)il t.e contract

reuirement

Case Studies 9releant to contract speci)ication and demonstrating yourability to )ul)il t.e sie, scope and compleHity o) t.is contract:

Subcontractors

eleant e)erences 9norm Q * recent re)erees: & contact details


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Gealt. & Sa)ety, Euality &

+iersity & Enironment Policies

Can you articulate t.e business bene)its o) t.ese policies

as t.ey may relate to t.e conduct o) t.e contractD


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!.at 0uality -ssurance arrangements does your company operateD$) no accreditation is .eld please eHplain 6.y not and 6.at alternatie

steps you take to ensure uality at 6orkD

'eak Ans*er:

R!e operate our o6n uality system# !e .ae determined t.at

)ormal accreditation is inappropriate to our company4s needs#Complaints are t.e responsibility o) t.e Managing +irector#

-oo% Ans*er:

R!e regard uality as a itally important part o) our business actiity

and 6e operate a compre.ensie and strict internal uality assuranceprocess coering all aspects o) our business actiity 9details can be

)ound in -ppendiH %:# !e are committed to a process o) continuous

improement and 6e are in t.e process o) applying )or $S( A>>" 96e

eHpect to be assessed in May o) t.is year:

TUT -ccentuate t.e PositieTUT


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Business Continuity

!.at is your -pproac. to isk Management in terms o) Business

ContinuityD

+o you .ae a )ormal Business Continuity Management ProgrammeD

$) OES, enclose a copy o) your plan7programme document

!it.in t.e last * years .ae t.ere been any occasions 6.en youbusiness operation .as been disruptedD $) OES 6.at 6ere t.e circumstances and 6.at 6as t.e e))ect upon your

customersD

+o you .ae a strategy )or ensuring continuity o) supply )rom your

critical suppliersD


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-oiding a Poor ScoreCommon reasons )or a poor score

"# ailure to )ollo6 t.e instructions

%# !riting by committee, no narratie )lo6 and lack o)

control7o6ners.ip

*# $ncomplete or missing ans6ers7sections

/# Supporting documentation incomplete

1# epeating ans6ers or re)erring to Ksee aboe4 9uestions are

rarely repeated:

3# (er emp.asising 6.at you sell, rat.er t.an 6.at t.ey are

looking to buy

5# ecycling old tenders KCutting & pasting4

F# Proiding response on general capability instead as opposed to

speci)ic contract reuirements


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$nitation 2o 2ender 9$22:

+he Secon% Hur%le

Ealuation o) your detailed proposal !.at are you going to do

Go6 are you going to do it !.o is going to do it

Go6 muc. 6ill it cost

!.at is your track record 7 prior eHperience

Compliance

e)erences


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$22 $n)ormation

$nitation to 2ender 9$22: pack 6ill include

$nstructions to 2enderers

$ntroduction )rom buyer 6.o 6ill set out t.e ision

2.e Speci)ication

2.e Ealuation Criteria & elatie !eig.ting

orm o) 2ender

+ra)t Contract 2erms and Conditions

+eclarations 7 Bona ide

Pricing Sc.edule


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Preparing t.e 2ender

Managing t.e preparation o) your bid

;et your team toget.er, appoint a bid manager and conduct

detailed reie6 and interpretation o) tender reuirements#

+etermine 6.et.er you reuire clari)ication o) any aspect o) t.etender and ask t.e uestion9s: allo6ing enoug. time )or a

response#

C.eck regularly to see i) any uestions7ans6ers .ae been

submitted by competitors# Be a6are t.at any uestion you ask 6ill

be noti)ied to ot.er suppliers: Prepare 6ork plan & allocation o) roles7tasks7milestones 6it.

re)erence to tender & submission deadline#

o NB Build in time to reie6, re)ine and style bid


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2ender +esign !.at is t.e Buyer looking )orD

+esign a clearly structured tender response aligned against eac.

tender reuirement and criteria 9e#g# core, gate6ay and speci)ic:#

Ensure compliance

+emonstrate a clear understanding o) t.e brie) 9i#e# t.e c.allenges

are understood and addressed:

Met.odology clearly s.o6 6.o 9CVs: does 6.at, 6.y, 6.en, .o6

and bene)its )rom buyer4s perspectie < illustrate 6it. diagram 9;antt:

$denti)y and demonstrate clearly your capability and t.e innoation o)

your o))er 98SP: ' can your o))er eHceed t.e contract reuirements

and proide additional bene)its, outcomesD

Contract management and communication 9i#e# .o6 you inter)ace

6it. t.e client to monitor proIect:


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Standing (ut )rom t.e Cro6d

Gae you articulated K!.y c.oose usD4

Gae you )ully de)ined t.e key )eatures, uality and

bene)its o) your approac.D Gae you used and made t.e most o) recent and releant

case studies to illustrate your track recordD

Gae you gone t.e eHtra mile in mani)esting your

understanding o) t.e brie) and t.e design o) your solutionD Conduct a mock assessment against t.e ealuation

criteria and relatie 6eig.ting

Presentation



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Case Studies EHample Structure

Client Name & Contract 2itle

!ork o) same7similar nature, scope and scale

!.at, !.en and Go6 you did it

Client Bene)it 9(utputs & (utcomes:

$nnoation & -dded Value

Contract Value7Price

e)erence con)irming 6ork 6as per)ormed to clientsatis)action and to sc.edule

NB Be concise and releant


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Costing Oour Proposal ollo6 $nstructions in 2ender re presentation o) costs7)ees7prices

or serices C.arging ate9s: 9+aily7Gourly: & 2ime & Personnel

iHed Cost 7 Variable Cost

EHpenses & +isbursements

Contingency

V-2

$nnoatie Cost Proposals

+iscounted Cost e#g# 1@ early payment, economies o) scale ande))iciency saings linked to contract term and7or number o) contracts

9Lots: a6arded

Buyer com)ort ())er ">@ Contract Price !it..eld until completion


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isk !.at is your -pproac.

"isk i%enti0ie%

0or:

Mitigation ,i2e2

*hat *ill &ou

%o/

I$pact

,High3 Me%iu$3

Lo*/

#lassi0ication

o0 risk:

"eputation ,"/3

!peration ,!/3

)inance ,)/

Client

+eliery

Supplier


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EHercise -ns6ers

'rong Ans*er: 2.e Council s.ould gie contracts to local companies as a matter

o) course, because it retains pro)it in t.e area and improes local

employment leels#

"ight ans*ers: Close proHimity to client -llo6s customers to c.ange t.eir

reuirements at s.ort notice

Local kno6ledge Specialised kno6ledge o) local issues or local

communities ast response time, leading to better and more )leHible serice

$mproed enironmental impact o) s.orter trael distance

potential economies o) eHpenses

Similar demograp.ic pro)ile o) serice delierers to serice users


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+o not attempt to )ind an Rinside track 9canassing:

espond by t.e correct date ? time 9electronic,

electronic ? post, postD: aoid last minute submissions

Ensure t.e submission is complete -N+ signedincluding copies o) reuested documentation, e#g#

insurance certi)icates, policies, audited accounts etc

8se tender enelope7label i) proided and c.eck i) t.ere

is a tender re)erence Look care)ully at t.e ealuation criteria, scores and

R6eig.ting# 2.is s.ould in)luence time and e))ort in

preparation o) ans6ers


+o4s & +on4ts


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Buyer Pre)erences

LI4E Don5t likeConcise and precise language !ordy tenders, $nconsistencies and errors,

poor use o) grammar

Clear structure 9esp# Met.odology: Poor met.odology 9)ailure to de)ine 6.odoes 6.at, 6.ere, 6.en, 6.y and .o6:

C.allenges .ae been understood and

properly addressed

+eiation )rom de)ined reuirements, lack

o) understanding o) client reuirements and)ailure to ans6er uestions

eleant background in)ormation Lack o) detail7eHplanation or Kdata dump4

Properly de)ined & appropriate resources 8nclear 6.o 6ill be inoled in deliery

Systems & procedures EHaggerated and unsubstantiated claims

$nnoation < or t.e opposite 9tradition: Poor eidence o) reliability

isk assessment 9mitigations: No risk assessment

Case studies & re)erences $rreleant case studies


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2ender Presentations

Conerting (pportunities


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2ender Presentation

eie6 and )amiliarise yoursel) 6itt t.e $22 and t.e 2ender you

submitted

Gas anyt.ing c.anged since t.e 2ender 6as submitted 6.ic. you

beliee

$mpacts t.e 2ender Speci)ication

-))ects your capability and capacity

-llo6s you to bring additional alue

-nticipate and prepare responses to likely Kdi))icult4 uestions

2ake copies o) your tender 6it. you as t.e tender panel may 6is. touestion you on speci)ic elements

Select Presenter9s:

e.earse


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2ender Presentation

eep message clear and precise don4t try to coer too muc.

ground and be interesting

Communicate understanding o) t.e tender brie) 9don4t stray:

eep presentation simple $llustrate presentation 6.ere possible

$) using po6er'point )eatures practice & BE!-E

-nimations

Purc.asing organisations pre)er to meet 9at t.e presentation:members o) team 6.o 6ill be per)orming t.e 6ork


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Concluding emarks

Make note o) instructions, 6ord limits and submission )ormat

Be compliant 2ry to understand 6.at eac. uestion is asking and 6.y t.ey are being

asked# -ns6er t.e 0uestion

Note t.e scoring 7 6eig.ting o) criteria# Spend time 7 e))ort on your

response accordingly

-nyt.ing you are not sure o), contact t.e buyer 9but be a6are t.at any

uestion you ask 6ill be noti)ied to ot.er suppliers:

-ns6er all uestions .onestly and be keen and positie in your

responses 9emp.asise your 8SP:#

+ouble c.eck your response 7 second pair o) eyes Ensure you complete and submit all t.e documents reuired

Make care)ul note o) t.e deadline and make sure you submit 6ell in

adance o) t.e deadline 9-oid last minute submissions:

$) unsuccess)ul 9or success)ul: ask )or a debrie)


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2ender Sources

666#espo#org

666#sourceleicesters.ire#co#uk

666#sourcenotting.ams.ire#co#uk

666#sourcenort.amptons.ire#co#uk

666#sourcelincolns.ire#co#uk

666#sourcederbys.ire#co#uk

666#Competeor#com

666#supply%#go#uk

666#tenders#ac#uk

666#in'tend#co#uk

666#supply%.ealt.#n.s#uk

666#procurement#supplyc.ain#n.s#uk

666#sid/.ealt.#n.s#uk

666#construction'on'line#co#uk7

666#delta'ets#com

666#ted#europa#eu7

666#eHor#co#uk

666#bluelig.t#go#uk

666#cbconline#org#uk

666#contraHonline#com

666#publictenders#net7tenders7region7east'

midlands

666#d.#go#uk7Procurement-ndProposals7)s7en666#publicprocurement#co#uk

666#buyingsolutions#go#uk

666#skills)undingagency#braosolution#co#uk


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or one to one support contact

Email bobWnIm#co#uk or ickyWnIm#co#uk

2el >"A" %F/ /A/A

writing winning bids loughborough workshop 15 feb 2011 final

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