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Support Services Procurement Cycle

This course covers key stages in the procurement cycle, requirements assessment, tender development, cost identification, service provider selection, and transition scheduling. Also, delves into strategy, opportunities, control mechanisms, review procedures, invitation to tender, tendering process, and transition arrangements, culminating in monitoring and change management.

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Support Services Procurement Cycle

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  1. M.Sc Facilities Management D31SQ Service Procurement and Provision Lecturer: Daniel Wong MBA, MSc, BBus

  2. Support Services Procurement Cycle UNIT 3

  3. Learning Objectives • The key stages in the procurement cycle • How to assess requirements before going to the market • How to develop an Invitation to Tender • How to identify costs associated with outsourcing • How to choose the service provider • How to develop a transition schedule

  4. Stage 1 - Baseline Perspective andStage 2 - Target Perspective • Where are we at the moment?? • Where should we be at the moment? • Where do we want to be in X years time?

  5. Existing Strategy • Are the required levels of service delivery known? • Have the affected stakeholders been identified? • Do the above two relate to the organisation’s corporate strategy?

  6. Existing Opportunities • Are there closely-related services already being provided (or available)? • Is there an overlap in service provision? • Are there opportunities for integrating with another service? • Do the services provide value for money as perceived by the organisation?

  7. Existing Control Mechanisms • Is there an existing service level agreement? • Is there a service plan that reflects strategic and tactical intentions? • Is service performance currently monitored and reported to managers and other stakeholders?

  8. Existing Review Procedures • Are the current service arrangements subject to market testing? • Are the current service arrangements subject to departmental or business unit reviews? • Are the current service arrangements subject to customer service reviews? • Are the current service arrangements reviewed with the service provider?

  9. Stage 3 - Invitation to Tender • Letter of invitation • Intention to tender form • Instruction to tenderers • Tender statement • Specification • Schedule of rates • Terms and conditions • Quality requirements • Tender evaluation criteria

  10. Stage 4 - Tendering Process • European Legislation • Public Supplies Directive 1993 - 93/36/EEC • Public Services Directive1992 - 92/50/EEC • Amending Directive 1997 - 97/52/EC (amends the two directives above). • UK Interpretation • The Public Supply Contracts Regulations 1995 S.I. No. 201 • The Public Services Contracts Regulations 1993 S.I. No. 3228

  11. Three Procedures • Open • Restricted • Negotiated

  12. RESTRICTED TENDER PROCEDURE

  13. Stage 5Transition Arrangements Table 3.1 Transition Activities

  14. Stage 6 – Monitoring and Change Management • Assignment of a change controller • Periodic change review meetings • Document changes (input) • Revised contract specification • Post-mortem review • Emergency change procedure

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