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Not for Profit Business Association.

Not for Profit Business Association. The Tendering Process. Presented by Carmel Cullen. Introduction:. Practical Approach to tendering. Strategic View for an organisation. Q&A. Types of Tendering within Public Sector:. EU Public Procurement Directives E-Tenders – National Media

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Not for Profit Business Association.

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  1. Not for Profit Business Association. The Tendering Process. Presented by Carmel Cullen.

  2. Introduction: • Practical Approach to tendering. • Strategic View for an organisation. • Q&A

  3. Types of Tendering within Public Sector: • EU Public Procurement Directives • E-Tenders – National Media • Quotations

  4. EU Procurement Directives: • Driven by the threshold spend of the tender: • Supplies Contracts: • 154,014 Euro for Central Government Bodies (CGB) (Government Departments). • 236,945 Euro for other Public Sector Contracting Authorities (PSCA). • Services Contracts: • CGB 154,014 Euro • PSCA 236,945 Euro (except for Annex B services, R&D and some subsidised services threshold 200,000 euro.

  5. EU Procurement Directives: • Works Contracts: • 5,923,624 euro for all bodies. (thresholds as at 1st January, 2004 – valid for two years).

  6. EU Procurement Directives: • OJEC, e-tenders and/or national media advertisement. • Tender documentation circulated (included weighted criteria) • Time limits • Objective evaluation. • MEAT/lowest priced tender selected. • Contract Award. • Debriefing.

  7. E-Tenders: • Supplies & Services contracts that are not within the EU threshold but greater than 5,000 euro.

  8. E-Tenders: • Contracting Authority may advertise on e-tenders and/or national media. • At least three written quotes sought. • Objective evaluation. • Most suitable tender selected. • Debriefing.

  9. Quotations: • Generally for purchases for less than 5,000 euro. • Verbal quotations from vendors. • Three quotations from vendors chosen randomly. • Lowest priced/most suitable bid selected.

  10. Ways of Tendering: • Open Tender: • Specification identified. • Time frame for response to call for tender. • Award Criteria. • Contract.

  11. Ways of Tendering: • Restricted Tender: • 2 Stage process: - First Stage: • Call for tender • Expressions of interest received by specific time. Second Stage: • Those restricted from the first stage invited to make a proposal for detailed RFT.

  12. Responding to tenders: • The key to a successful tender is in the preparation. • Do’s and Don’ts • Complete the documentation. • Time extensions. • Seeking information from unauthorised persons.

  13. Responding to tenders: • Does our service offering match what is required in the request for tender (RFT)? • Is the match complete? • Are there gaps? • If there are gaps how are we going to bridge the gaps?

  14. Responding to tenders: • Ways to bridge the gap: • Consortia • Note: there must be a leader who will manage the consortia for the purpose ofthe tender.

  15. Responding to tenders: • Format for responding should be a logical one. Information requested should be included. • Demonstrate the organisations ability to provide the service being tendered for. • Offer strong references to support the organisations ability.

  16. Responding to tenders: • Ensure you have enough time to physically put the proposal together. • Make it easy for the evaluation team to evaluate your proposal. • Present the proposal in a business fashion (first impressions do matter!!)

  17. Responding to tenders: • Follow the instructions carefully. • If you require clarification in relation to the aspects of the tender request – don’t be afraid to seek clarification from the persons calling for the tender (better to be safe, than sorry!).

  18. Clarifications: • As part of the evaluation process you may be asked questions of clarification from the contracting authority. • Presentations may be sought from the tenderers– in order to obtain a greater understanding of the proposal being offered.

  19. Award: • The successful tenderer will be offered an award and the legal documentation will be agreed between the parties for the product/services required.

  20. What can organisation do if not offered an award? • Debriefing: • This is a process by which the awarding authority offers an explanation as to why the organisation was not successful. • This can be done over the phone or face to face with members of the evaluation team.

  21. What can organisation do if not offered an award? • If you are not happy with information you received in the debrief, you can request the information under the Freedom of Information Act. • Request should be in writing requesting the information you wish to receive and quoting the FOI act in the correspondence.

  22. Strategic Considerations: • How can your organisation be strategic in its thinking and competitive in its service offerings. • Where are we now? • Where do we want to be? • How do we get there?

  23. Strategic Considerations: • The following framework may be useful: • People (Resources, Skills, Training and Development, Learning Organisation) • Customers (references, categories of customers, quality assured services) • Product (service offering, value added aspects of proposal) • Finance (information and financial means)

  24. Conclusions: • Practical Approach to tendering. • Strategic View for an organisation. • Q&A Thank You for your time.

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