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Brian Farrington Limited Rainford Hall, Crank Road, St.Helens, WA11 7RP

Stephen Ashcroft Brian Farrington Ltd. PQQ Briefing: Independent Tendering Advice. Brian Farrington Limited Rainford Hall, Crank Road, St.Helens, WA11 7RP T: 01744 20698 F: 01744 27897 URL: www.brianfarrington.com.

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Brian Farrington Limited Rainford Hall, Crank Road, St.Helens, WA11 7RP

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  1. Stephen Ashcroft Brian Farrington Ltd PQQ Briefing: Independent Tendering Advice Brian Farrington Limited Rainford Hall, Crank Road, St.Helens, WA11 7RP T: 01744 20698 F: 01744 27897 URL: www.brianfarrington.com

  2. d) Visiting lecturer at Manchester University Engineering Doctorate Programme e) Associate of the National School of Government f) Independent of AiB or any other Body Your Speaker Stephen Ashcroft BEng MSc • Brian Farrington Ltd Consultant, since 1996 • Advised SMEs to win public sector contracts totalling £20m+ • Co-author of ‘Contracting for the Public Sector’ Slide 2

  3. Objective The seminar is designed to materially assist you to understand the AiB pre-qualification detail, so that you produce a clearer, focused and higher quality response Slide 3

  4. Preamble Question : What are the business benefits of winning public sector business? Slide 4

  5. Winning Public Sector Business The business rationale for winning public sector business 1. Positive impact on the management of a business 2. Attention focused on systems and procedures 3. Cash flow benefits through prompt payment 4. A basis for planned business growth 5. Realism regarding effort required to ‘enter’ market 6. Networking with other tenderers 7. Access to business support 8. Attention to costs 9. Enhanced marketing expertise 10. Publicity value Slide 5

  6. What is Procurement? Slide 6

  7. Understanding the Purchasers Requirements Slide 7

  8. Understanding the Purchasers Requirements • Poorly written specifications – repeating outdated information? • A failure of the purchaser to respond to clarification questions • Poorly drafted replies to clarification questions • The purchaser not knowing what they actually want • Omissions in the Tender documents • Conflicting instructions in the Tender documents • Uncertainty on evaluation – pre and post contract • Timescales unclear • Uncertainty in contract start date Slide 8

  9. What is a Pre Qualification Questionnaire (PQQ) The purpose of using a PQQ process is to enable the purchaser to create a short list of potential providers by obtaining sufficient information to evaluate the suitability of potential suppliers • All responses are evaluated by the buyer (typically!) using a scoring weighting agreed in advance • Note Public Sector: OJEU notice (typically!) will indicate the estimated numbers of suppliers to be invited to tender Slide 9

  10. What is an Invitation to Tender? The next stage after the PQQ A formal communication to selected suppliers inviting them to submit priced bids for a contract with a specified requirement and terms and conditions of purchase Note: ITT is called either a Request for Proposal/Quotation RFP/RFQ in the Private Sector Slide 10

  11. PQQ AiB Contracted out Insolvency Services AiB requires the services of providers of sequestration cases Slide 11

  12. Clarification – Key Issues – Sin No. 1 Slide 12

  13. Clarification – Key Issues – Sin No. 1 Not Knowing "WHY" Slide 13

  14. Clarification – Key Issues – Sin No. 1 Not Knowing "WHY" • Why do they want to start using this type of service this way now? • Who did they use in the past and why? • Why do they want to change? • Why is this of particular importance to them? Slide 14

  15. Clarification – Key Issues – Sin No. 2 Not Addressing the "REAL", Core Needs Slide 15

  16. Clarification – Key Issues – Sin No. 2 Not Addressing the "REAL", Core Needs • Public sector tender documentation (especially) is so long that it is easy to forget an important element • The document will often include • mandatory and desirable requirements • a Schedule of particulars • Evaluation criteria • CLIENT purchasing policy and regulations and • a background and scope to the project • By showing how your service addresses this information, you'll have far greater impact Slide 16

  17. Clarification – Summary Get smart! Understand WHY Understand the REAL core needs Clarify to comply Clarify to differentiate Slide 17

  18. AiB PQQ • Every single Part will be covered in this presentation • 1.1 through 7 inclusive Slide 18

  19. 1.1. Timetable • Deadline 31 October 2008 - 3pm • How many working days? Slide 19

  20. Process & Administration - Tender Real Life! 1. Ireland is not a Royal Mail next day delivery territory 2. September 8th, 2008 is not a Tuesday 3. Do not trust ‘special delivery’ 4. Uploading documents is ‘user friendly’ Slide 20

  21. 1.2. Instructions for this PQQ • Via electronic tendering • Help! AIB@aib.gsi.gov.uk • Purpose: • shortlist a number of suitably qualified and experienced businesses to submit a Tender • At this stage – no prices, no terms and conditions Slide 21

  22. 1.2. Instructions for this PQQ continued • Some parts of PQQ mandatory • Answer all questions – Parts A, B, C, D and E • No marketing material • Supplementary information - read very carefully it could be an opportunity! • AIB may request clarification of answers • Response on behalf of individual, organisation or partnership • Note consequences on errors or misrepresentation Slide 22

  23. 1.3. Instructions to Consortia and Sub-Contractors • List names and addresses of consortium members • Contract, if successful will be with nominated lead organisation • Must ‘sort out’ duties and obligations amongst each other • Part A, B and C to be completed by consortium members • Part D completed by the lead organisation If possible convince AiB that the Consortium has met and has agreed how the arrangement will work Sub-contractors – ditto You and others – are you sure? Slide 23

  24. 1.4. Overview of the Requirement • 3 year contract (from when?) plus AiB option to extend by 1 year • 4 years potential work! A matter for costing at the Tender stage • Historic workload data, by region provided • No reference here about a Nation-wide service • No guarantees • Note ‘Future State and Procurement Approach’ • Note section 7 further information • Note ‘Agency’s Vision and Case for Procurement’ • Events programme • More detailed information? Only at Tender stage Slide 24

  25. Clarification Questions : Yes or No • The questions raised by any tenderer should be answered promptly by the purchaser • These answers circulated to all tenderers at the same time • Normally the names of those asking the questions will not be divulged by the purchaser • To be on the safe side, specifically request when asking questions that your company name is not divulged Slide 25

  26. Questions : Yes or No • Consider Competitive Edge • Your question may raise a point that identifies a better way of delivering a solution or reducing cost or risk Slide 26

  27. 2. Guidance Notes Slide 27

  28. Guidance 2.1 Freedom of Information • Freedom of Information Act (Scotland) Act 2002 in force since 1 January 2005 • Any person can request information – unless exempted from the Act (e.g. HRH?) • ‘Confidential’ or ‘Commercial in Confidence’ does not protect form disclosure • Your company name and contact details may be published on the Scottish Government website Slide 28

  29. Guidance 2.2 Regional Lots • See Part A Question 14 and Part D later • State which one or more Regional Lots you wish to be considered for • And your expected capacity by region in each year • Clarity on Lot regions? Sheriffdom areas. See attachment • National Lot introduced – overflow • State, if awarded a regional allocation, would you be interested in being included in the National Lot Slide 29

  30. 2.3 PQQ Evaluation • Part A – 0% • Part B – 10% Financial Status & Insurance • Part C – 10% Business Probity* • Part D – 80% Service Operation and Quality • Part E – 0% Ensure Part D is really robust *unimpeachable honesty and virtue Slide 30

  31. 2.3 PQQ Evaluation continued • Part B – 10% • Banking – minimum requirement • Accounts – 100% of part B • Insurance – minimum requirement Slide 31

  32. 2.3 PQQ Evaluation continued • Part C – 10% • Question 1 - minimum requirement • Question 2 to 9 – equal % for each question – 12.5% per question Slide 32

  33. 2.3 PQQ Evaluation continued Part D – 80% a) Technology and Policies minimum requirement b) Organisation Experience 22% c) Assurance of Capacity 20% d) Organisation Competence 22% e) Principal Business Activities 13% f) Customer Service 8% g) Account Management 5% h) Management Information 3% i) Secure Storage of Data 5% j) Electronic Information Transfer 2% Slide 33

  34. 2.3 PQQ Selection PQQ selection to proceed to the tendering stage, per region • Minimum of 5 and • Available capacity of at least 3 times existing annual demand Impact? • Provide your very best response and don’t worry about the competition • Size of organisation doesn’t guarantee proceeding • Think carefully about consortia and sub-contractors relationships Slide 34

  35. 2.4 Intent This is not a requirement. State that you are intending to respond to the AiB PQQ Impact? • Appear professional • Appear keen • Not a contractual obligation Action! Slide 35

  36. 3. A. Background Information • This is Part A • Not evaluated but an administrative requirement • This accounts for 0% of the total score • Ensure font size is consistent, capitals as appropriate, spell check Slide 36

  37. A1 - 13 Background Information • Name of Organisation • Address for all correspondence 3. Principal Contact Name 4. Principal Contact Position 5. Telephone Number 6. Fax Number 7. E-mail address 8. Website address (if applicable) 9. Address of Registered Office (if applicable) 10. Nature of Organisation (eg Plc, Partnership etc) 11. Company Registration Number (or alternative EU registration number) 12. VAT Number (or alternative EU Registration Number) 13. Group if the organisation is a member of a Group of Companies, please give the name and address of the ultimate parent company. Slide 37

  38. A14 Regional Lots A14 State which one or more regional lots you wish to be considered for And your expected capacity of cases by region in each year Clarity on Lot regions? Sheriffdom areas. See attachment Reference made to Part D response - professional ability - see later Slide 38

  39. National Lot introduced – overflow State, IF awarded a regional allocation, would you be interested in being included in the National Lot Think carefully about your consortia and sub-contractors relationships A15 National Lot Slide 39

  40. A16 Consortium details (if applicable) • Complete details • Identify which part of the service the consortium member(s) will deliver • Percentage shareholding? • If more than two (i.e 3 or above) complete same details for each Slide 40

  41. A17 Sub-contractor Details (if applicable) • Complete details • Identify which part of the service the sub-contractor(s) will deliver • Percentage of service? • If more than two (i.e. 3 or above) complete same details for each Slide 41

  42. Agreement with Policy - Yes or No A18 Environmental Policy Slide 42

  43. 4 B Financial Information This is Part B Evaluated. Accounts for 10% of the total score Slide 43

  44. 4.1 Banker’s Details - MANDATORY 4.1.1 Bank’s Name – reference? 4.1.2 Address 4.1.3 Telephone Number of Bank 4.1.4 Contact Name and Position 4.1.5 Contact telephone number if different from above Action! Slide 44

  45. 4. 2 Accounting Information - MANDATORY Financial Status • Minimum requirement: last 3 years audited accounts • Not got 3 years accounts? • 2 references required • Bank • Previous Client Note: no financial information provided – excluded from process! • Action! Yes or No Slide 45

  46. 4. 3 Insurance - MANDATORY Note: have or prepared to have prior to commencement date of any work: • Employees Liability: £5m • Public Liability: £2m • Professional Indemnity: £1m per incident Can you comply? Action! Slide 46

  47. 5 C Business Probity This is Part C Evaluated Accounts for 10% of the total score This Part is addressing factual matters Slide 47

  48. 5 C - 1 to 8 inclusive 1. Bankrupt – No - MANDATORY 2. Subject of proceedings – No 3. Convicted of an offence – No 4. Misconduct – No 5. Social Security contributions – No 6. Taxes obligations – No 7. Insolvency – No 8. Disqualified - No Question: What if your response is ‘Yes’? Slide 48

  49. 6. D. Service Operation and Quality This is Part D Evaluated Accounts for 80% of total score Action! • Other parts are important this is vital • Requires intellect • Ability to write concisely and carefully Slide 49

  50. 6.1. Minimum Technology - MANDATORY 6.1.1 Minimum Technology PC and Internet? Yes/No 6.1.2 Policy and Procedures Nine Acts and Statutory Instruments Compliant? Yes or No 6.1.3 Minimum Response Time Respond within 5 working days? Yes/No Slide 50

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