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South East Alarm Seminar 2005

South East Alarm Seminar 2005. OJEC Notices and Tendering Julia Reffell – JLT Public Sector Risks. Introduction. Julia Reffell - Account Executive Jardine Lloyd Thompson Public Sector Risks. Agenda/Objectives. The intention of Directive 92/5O/EEC OJEC and Insurance Type of Procedure

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South East Alarm Seminar 2005

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  1. South East Alarm Seminar 2005 OJEC Notices and Tendering Julia Reffell – JLT Public Sector Risks

  2. Introduction • Julia Reffell - Account Executive Jardine Lloyd Thompson Public Sector Risks

  3. Agenda/Objectives • The intention of Directive 92/5O/EEC • OJEC and Insurance • Type of Procedure • Timetable • Review of Cover • Options • Evaluation • Conclusion • What we have covered • Questions

  4. The intention of Directive 92/50/EEC • Community wide advertising of contracts so that firms in all member states have an opportunity of bidding for them. • The banning of technical specifications liable to discriminate against potential foreign bidders. • Application of objective criteria in tendering and award procedures.

  5. OJEC and Insurance • Insurance is subject to all the provisions of the Directive. • Procedure PIN – Prior Information Notice Contract Notice (3 types of procedure) Contract Award Notice • Common Procurement Vocabulary 66 30 00 00 – 3 Insurance and Pension Services, except compulsory social security services.

  6. OJEC and Insurance • Lots 6630 00 00 – 3 Insurance and Pension Service 6633 40 00 – 0 Insurance services relating to transport 6633 41 00 – 1 Motor Vehicle Insurance Services 6633 70 00 – 1 Liability Insurance Services 6633 71 00 – 2 Motor vehicle liability insurance services

  7. OJEC and Insurance • Value Threshold – 200,000 ECU 750,000 ECU • Method of Calculation of the Contract Valve • Splitting Contracts

  8. Type of Procedure • OJEC changing in 2006 • Contract Notice Open Procedure – 52 days for receipt of tenders. Restricted Procedure – 37 days for receipt of requests to participate 40 days for receipt of tenders. Negotiated procedure – 37 days for the receipt of requests to participate.

  9. Timetable • It takes longer than you think! • For 1st April renewals you should have started October/November 2004 • Having a timetable will help to make sure you don’t run out of time • Allow ‘slippage’ time • Work backwards • Example

  10. Timetable • Renewal 1st April 2005 • Absolute deadline for making a decision – 31st March 2005. Ideally you would prefer not to be making decisions this late in the day! • Remember Easter – 25-28 March 2005

  11. Timetable • Do you need Committee Approval? • Dates of Committee Meetings • If Committee Meeting is 18th March – how long before do you need to submit report? • Say one week – 11th March • Whether you are doing evaluation yourself or a broker is doing this, allow 2 weeks – 25th February • Usually allow a minimum of three weeks for Insurers to quote, but at this busy time of year, allow four if you can – 28th January

  12. Timetable • Contract Notice – if Negotiated Procedure used, 37 days – 23 December • PIN – should allow minimum 52 days before publication of Contract Notice – 2 November • So your timetable will look something like this:-

  13. Timetable • 2 November 2004 – Issue PIN • 23 December 2004 – Issue Contract Notice • 28 January 2005 – Issue Tender • 25 February 2005 – Tenders Returned • 11 March 2005 – Report to Cabinet • 18 March 2005 – Cabinet Meeting

  14. Timetable • These are the ‘key’ dates • In addition, you have to consider the following:- • Cover Reviews • Gathering of Information required for the Tender • Implications of a change of Program/Insurer • These need to be completed before you can issue the tender document

  15. Review of Cover • Ideal time to review insurance cover • Look at what is covered and why • Look at excess levels • Look at aggregate levels • Look at claims handling arrangements

  16. Options • Have well considered options. • The more options you have the more difficult the tender evaluation process will be • No more than 2 or 3 options for each class of business ….Remember, Insurers will receive a number of tenders and you want yours to be at the top of the pile rather than the bottom

  17. Evaluation • Allow plenty of time for this • Although you ask for specific cover, excesses etc each Insurer will quote for what they want to provide • There will inevitably be differences on the major classes • Need time for clarification and to seek alternatives where required

  18. Conclusion • Need not be stressful if well planned and if you have sufficient time • Remember you will be stuck with your decision for at least 3, possibly 5 years so it is important to get it right

  19. What we have covered • Directive 92/50/EEC • Timetable • Review of Cover/Options • Evaluation

  20. Questions

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