Selling to the Council

1. Selling to the Council

2. Wakefield Council • Procurement is governed by EU Public Contract Regulations, the Council’s, Corporate Procurement Strategy and Contract Procedure Rules • Our Procurement Priorities are; • Delivering efficiencies, but not at the expense of quality • Embracing sustainable procurement to deliver; • Stronger local economy • Improved job opportunities • Skilled workforce • Social Value • Improve the social, economic and environmental well-being of the district

3. What Do We Buy? • Food • Vehicles • Energy • Stationery • Insurance • Building Supplies • Plant • ICT equipment and systems • Maintenance • Construction • Training Services • Highways • Landscaping • Furniture • Social Care Services • Paper • Consultancy and Advice • And much more….

4. How We Buy • Where the Council operates an In-house service that can meet the identified need, the in house service will be used. • There are a number of buying options available to the Council such as; • Consortia Arrangements • Collaborative Arrangements • Quotations & Tenders • In order to identify the best option on each occasion, buyers will assess the need, including budget, timescales and end product required (goods/works/services). • If a suitable contract exists through Consortia or Collaborative arrangements, this will usually be used as it is often the most cost effective process.

5. Consortia Arrangements • Consortia organisations such as YPO, ESPO, Pro5, & GPS undertake tenders (in accordance with EU regulations) to establish frameworks and contracts which Councils can then buy from. • These arrangements can offer good value for money as bidders often submit very competitive rates due to the opportunity of the contract to be used by a large number of Councils. • Buying through these arrangements is faster and less resource intensive, therefore costs the Council less as a buying process.

6. Consortia Arrangements • YPO contracts also cover a large range of high volume, low value goods which the Council requires. • To supply through consortia arrangements, contact each consortia directly to discuss how to bid or become involved. • Details of the consortia used by Wakefield Council can be found in related links.

7. Collaborative Arrangements • When Public Sector Organisations undertake tenders in accordance with EU procurement regulations, they can conduct a joint tender or specify within their documents other Public Sector Organisations that can also use the contract if they wish. • If a suitable contract is identified where Wakefield Council has been specified then this contract may be used. This means that Wakefield Council may buy directly from the supplier awarded the contract. • You can identify whether a tender is for a collaborative opportunity by checking the tender documents for a listing of other potential users or by checking with the tendering officer if you are unsure. • Make sure you are clear whether a tender is to supply a number of specified Councils from the outset or whether the option is simply there for other Councils if they wish to use it.

8. YORtender • YORtender (www.yortender.co.uk) is the website where suppliers can find out about and participate in tenders and (when invited) quotes. • Registration is free of charge. • Users (suppliers) can set up alerts to be notified when a potentially suitable opportunity is advertised. • All advertised opportunities are accessible under the ‘Current Opportunities’ heading. • The same system is used by the other Council’s in the Yorkshire and Humber region

9. YORtender • The ‘Contract Store’ page on YORtender can be used to search existing Contracts. A range of information is provided here about each existing contract including; • Start date, end date, details of any extensions available • Supplier details • Council contact details • Specification (Where the procurement has not been undertaken as a further competition under a framework agreement) • Information on the contract store can help suppliers understand when contracts are due for renewal and also identify suppliers and seek supply chain opportunities.

10. Quotations & Tenders • Where there is no suitable collaborative or consortia arrangement in place, the Council will lead its own procurement process. • The process followed is determined by the estimated contract value. • Estimated contract value includes the cost of the contract over its life including ‘whole life costs’ such as implementation, training, disposal costs etc. • Where the estimated contract value is less than £15k buyers need to ensure they obtain value for money through the most appropriate method.

11. Quotations • Where the estimated contract value is between £15,000 and £75,000 buyers need to undertake a Quotation process. • A minimum of 3 bidders will be invited to bid through YORtender. • Invitations to Quote will be project specific and will usually ask for some method statements in order to assess quality along with a pricing submission in order to assess costs.

12. Tenders • Where the estimated Contract Value is more than £75,000 buyers need to undertake a Tender process. • All Tenders are advertised on YORtender and will be available for any interested supplier to bid. • Some Tenders are ‘open’ and require a full quality and price submission from any interested bidder (Invitation to Tender or ‘ITT’). • Some Tenders are ‘restricted’ and require only information relating to the capability and capacity of interested bidders initially (Pre-qualification Questionnaire or ‘PQQ’). • PQQ submissions will be assessed and some bidders will then be shortlisted and requested to submit full quality and pricing proposals (‘Invitation to Tender or ‘ITT).

13. EU Tenders • Where the estimated contract value exceeds the levels below, the tender must be advertised in Europe (OJEU). The process will have to follow EU specified timescales and there will be a 10 day standstill period after notification of the tender result. • Goods (£172,514) • Services (£172,514) • Works (£4,322,012) • EU Tenders will still be advertised on YORtender and the documentation used will be broadly the same as a lower value tender.

14. What Documentation do we use? • Pre-Qualification Questionnaire (PQQ) – used to shortlist suppliers to be invited to tender • Invitation to Tender (ITT) – formal tender documentation • Invitation to Quote (ITQ) – used for obtaining competitive quotations • Conditions of Contract (Terms and Conditions) – conditions issued with the ITQ or ITT document

15. How do we evaluate bids? • All bids (tenders and quotations) received are scored against the evaluation model provided in the tender / quotation documentation. • The evaluation model reflects the information that is sought and the importance (weighting) of the information to the evaluation and delivery of the contract.

16. Top Tips for Bidders • Read the tender or quotation documents carefully • Understand what is being asked • Don’t assume anything – ask if you are unsure • Provide the information requested • Answer the questions asked • Be clear and concise • Cross reference responses so it is easy to read and evaluate • Don’t send publicity materials with the tender/quotation unless asked • Be specific to the contract and questions asked • Don’t reference or include standard brochures

17. Top Tips for Bidders • Be clear on your pricing model and state any assumptions you have made when pricing (for example, resources required by you and/or the Council, timetables, etc.).Return bids on time • Allow plenty of time to submit your documents • If you’re late you will be disqualified • Understand the Customer • Understand what the Council is looking for, read the specification carefully and any other information supplied with the tender/quote in order that you understand the requirements and the context.

18. Top Tips for Bidders • Understand the supply chain • Look at contracts awarded by the Council • Can sub-contracting opportunities be identified? • Ask for a de-brief • If unsuccessful or successful, ask for a de-brief • Improve for next time