Presented by: Anneke Clarke Procurement Manager Wednesday 18 November 2015

1. Presented by:Anneke ClarkeProcurement ManagerWednesday 18 November 2015 PUBLIC SECTOR PROCUREMENT

2. Agenda • Solihull Community Housing • Public Sector Procurement • Electronic Tendering • Pre-Qualification Process • Tender Process • Contractor Feedback • Contract Opportunities

3. Solihull Community Housing – who are we? • SCH is wholly owned subsidiary of SMBC but have our own Executive Management Team and Board • SCH work closely with SMBC but also act independently of the Council to deliver the services required • Responsible for the maintenance and management of Solihull Council’s Housing Stock

4. Solihull Community Housing – who are we? • Stock Portfolio currently approximately 10,000 properties including 32 High Rise Blocks • Work Areas within SCH • Maintenance Services Team • Capital Works • Mechanical & Electrical • Estate Management • Investments & Climate Change • Solihull Independent Living • Safe & Sound • Homelessness

5. Procurement in Context • SCH has its own Procurement Team who procure all SCH contracts • SCH currently have over 120 live contracts on our contracts register • Current annual spend of approx. £20 Million

6. Public Sector Procurement • Governed by EU and UK Law • EU – Procurement Directives 2014 • UK – Public Contracts Regulations 2015 • Current EU Thresholds • Works £4,322,012 • Services & Goods £172,514

7. Legal Update – Public Sector Procurement • All contracts must be advertised • All contracts over £10,000 in value must be advertised on “Contracts Finder” • Use of electronic tendering systems for all Public Sector processes

8. Electronic Tendering • All contract opportunities have to be advertised, we use a new electronic system ‘Intend’ • We have worked together with SMBC and other local authorities to launch this system • Registration on the system is free for organisations • Provides one site for organisations to access all the different authorities contract opportunities • Select Work Category Codes • www.csw-jets.co.uk

9. Electronic Tendering • Automatic Alerts to Tendering Opportunities • SCH able to access your details whenever we have a requirement • Pre Qualification and Tender Documents available on the system • Pre Qualification and Tender Documents submitted directly onto the system

10. Procurement: What we look for Organisations that are financially stable Experience of completing similar works/services Understand the requirements of working in residential properties Capacity/resources/size to complete the works/services Training opportunities (relative to contract size & value)

11. How we tender • Full EU process for contracts valued above threshold limits • Competitive procurement process for contracts value between £25,001 up to EU thresholds • Three written quotes for contracts valued between £2,501 and £25,000 • Below £2,500 – demonstrate value for money e.g. three verbal quotes

12. Procurement Processes

13. Pre Qualification Stage • First stage of the Procurement Process and is used to select the short list of organisations who will be invited to tender • EU Directives definition of this selection stage is to assess: • Suitability to pursue the professional activity • Economic and Financial Standing • Technical & Professional Ability • This is done using a Pre Qualification Questionnaire (PQQ)

14. Pre Qualification Stage • Technical & Professional Ability • Contract Specific Questions • In Public Sector Procurement a PQQ should be backwards looking: • Remember this is about assessing your ability and capability to deliver the contract works to a quality standard • A PQQ should assess your past experience of delivering similar works this can be done using references and contract specific questions

15. Example Question for Assessing Experience Provide a specific case study detailing one example of a Structural Repairs contract your organisation has delivered for Solihull Community Housing or a similar organisation. You should ensure the case study refers to works that closely resemble the contract you are tendering for in terms of scope and delivery. Please outline in your case study the standards achieved with particular reference to adherence to programme and budget, customer satisfaction, and communication with the client.

16. The answer required • In the PQQ we state: Solihull Community Housing requires detailed evidence that the organisation has successfully delivered a similar contract to a very high standard. Answer the question asked and ensure you include all the elements requested. Don’t assume we know about your organisation and your processes & procedures – if its not written down we can’t score it and you lose marks

17. PQQ Key Things to Remember • Should be backward looking – for you to demonstrate how have you delivered works / services in the past • If a question asks for experience of similar works – list similar works you will score more marks for experience that closely resembles the works you are applying for • Stick to page limits – if the PQQ states answers should be limited to one side of A4, the evaluation panel will stop reading at the bottom of one side of A4

18. PQQ Key Things to Remember • Read the question and answer the question asked - submitting policies, brochures etc if they have not been asked for won’t help and won’t be scored. • The PQQ will state how many marks are available for each question or if a question is pass / fail– use this as a guide when completing the Questionnaire • References – most Buying Organisations now put the onus on the contractors to get references submitted – use reliable referees for whom you have completed similar works, to ensure your references arrive before the deadline

19. PQQ Key Things to Remember • If the Buying Organisation is holding Contract Briefing Sessions or Site Visits – attend them – its your opportunity to ask questions and collect as much information as you can about the contract • Submit your PQQ on time – allow time for IT glitches!

20. Pre-qualification Process • PQQ’s are assessed and scored by Project Team • Organisations are listed anonymously in score order highest to lowest • From the list the shortlist of organisations who will be invited to tender, usually between 6-10 are selected

21. PROCUREMENT – TENDER PROCESS

22. Tender Process • Second Stage of the Procurement Process • Scores from PQQ stage are not carried forward • The tender process is completed under the MEAT process • Most • Economically • Advantageous • Tender • MEAT is a balance (or ratio) of Price and Quality e.g. 80% price / 20% quality

23. Tender Process • The assessment of the ‘Quality’ element is usually assessed by: • Quality questions – which require written responses as part of your tender submission • Presentation and interview • Site visits

24. Tender Process • The Quality element is all about the delivery of the specific contract you are tendering for • Procurement Law means that we can not re-assess anything that was asked at PQQ Stage – the questions must be different • The Quality element is forward looking – how will you deliver this specific contract for SCH • Question responses should be specifically aimed at the contract and meeting the requirements of the contract as set out within the tender documents

25. SCH Tender Documents • The tender documents should tell potential organisations everything relating to the contract. This includes: • Specification – sets out the ‘technical’ elements e.g. type of window or flooring • Operational requirements – sets out how we expect them to deliver the contract e.g. how they communicate with customers, making appointments etc • Quality questions – asks organisations to submit written answers to the questions

26. Tender Evaluation – Answering the Questions • Read the specification and operational requirements document it will tell you what is required and how it is to be delivered • In question responses it is important to demonstrate that you have understood our requirements and outcomes • In question responses demonstrate you have understood this contract – tell us back what we told you with how you will achieve it • If you cut and paste from other tenders make sure it doesn’t refer to other buying organisations!

27. The SCH bubble

28. Tender Key Things to Remember • Stick to those page limits • Answer the questions asked and if you don’t understand something submit a query • There will be a deadline for asking queries – make sure you know it and submit your queries ahead of the date • Attend site visits • Read the specification document - they should tell you what the contract is and broadly outline our requirements for delivery

29. Tender Key Things to Remember • The questions are there for you to demonstrate that you have understood this particular contract and is your opportunity to demonstrate that you can deliver the contract to the quality and in line with processes we require • Highlight the key items in the specification documents and where appropriate include them in your responses • Submit your tender on time – tenders submitted after the closing date and time will not be considered • Whether you are successful or not you are entitled to feedback – ask for it

30. Feedback • Under Procurement Law you are entitled to feedback • Feedback can include: • Your position / overall scores in comparison to the winning tender • Your individual score for each question, the positive elements and the bits you missed in your answers • For an EU tender feedback should include the merits of the winning bid against yours • Feedback can be in writing or verbal over the phone or in a face to face meeting IT IS IMPORTANT - ALWAYS ASK FOR FEEDBACK AT BOTH PQQ & TENDER STAGE

31. Summary – Top Tips • Answer the question • Stick to the page limits • Don’t assume we know anything about your Organisation, if you don’t write it down we can’t score it • Show you have understood the contract, our requirements and then tell us how can you can deliver it • Remember PQQ is backward looking • Tender stage is all about our specific contract • Be specific, don’t just cut and paste • Submit your tender on time

32. SCH UPCOMING CONTRACT OPPORTUNITIES

33. SCH - UPCOMING CONTRACTOPPORTUNITIES