WS1- 4TransparentTenderEv aluation

Slide 1: 

Title of PowerPoint presentation Transparent Tender Evaluation & Service User Involvement in the Process

Presenters : 

Presenters Tony Bailey Strategic Category Manager e-mail: tony.bailey@leeds.gov.uk Stacey Gilman Procurement Projects Officer e-mail: stacey.gilman@leeds.gov.uk

Slide 3: 

Programme Procurement options Brief overview of the procurement process:- the pre-qualification questionnaire / tender documentation Evaluation methodology and scoring matrix Service user involvement in the tendering process

Procurement Procedure Options : 

Procurement Procedure Options Open procedure Restricted procedure Negotiated procedure Competitive dialogue Dynamic Purchasing System (DPS) (EU exempt ‘Part B’ services)

The Pre Qualification Questionnaire : 

The Pre Qualification Questionnaire PQQ is a document that provides the Council with details of your organisation Answers provided are assessed to confirm your ability to provide the service provision Must answer all questions – Technical and mandatory requirements

Tender Documentation : 

Tender Documentation Tender documents will be issued to those organisations who are successful (shortlisted) at PQQ stage - restricted procedure Instructions to Tenderers Items to be submitted with the tender Specification/Project Brief Tender Evaluation Criteria Terms and Conditions of Contract Form of Tender Pricing Proposal Schedule Certificates/Declaration Return Label

Tender Evaluation : 

Tender Evaluation The principle of tender evaluation: ‘VALUE FOR MONEY’

Evaluation Principles : 

Evaluation Principles Ensures the process is fair, open and transparent All tenders are evaluated on the same basis using the same mechanism Evaluation process included in PQQ Compiled prior to ITT (included in tender document) Enables feedback to unsuccessful tenderers

Evaluation Panel : 

Evaluation Panel Established at the outset and made known in ITT Understand the requirements of the specification/project brief Involves stakeholder representation i.e. commissioners, associations, service users etc.

Evaluation Methodology : 

Evaluation Methodology Establish price / quality split Price only – budget pressures Evaluation questions must be determined from the specification / project brief Develop the weighting of quality evaluation criteria Quality threshold

Evaluation Methodology cont’d : 

Evaluation Methodology cont’d Criteria cannot be changed Interviews and/or presentations maybe a requirement of the process The role and responsibility of LCC Procurement Unit

Evaluation Guidance Document : 

Evaluation Guidance Document

Score & Summary Sheet : 

Score & Summary Sheet

PQQ Panel Member Score : 

PQQ Panel Member Score

PQQ Evaluation Summary : 

PQQ Evaluation Summary

Tender Evaluation Scoring Matrix : 

Tender Evaluation Scoring Matrix

Tender Evaluation Scoring Matrix : 

Tender Evaluation Scoring Matrix

Service User Involvement : 

Service User Involvement Why incorporate a policy? Guide produced for service users Criteria for selecting suitable service users Must sign and adhere to our service user guide

Why involve service users? : 

Why involve service users? Inspection regimes Service users ‘true experts’ on how services should be delivered

Service user involvement in the procurement process : 

Service user involvement in the procurement process Specification Project board / teams Tender evaluations Post contract review

Confidentiality : 

Confidentiality Maintain integrity Service user contact details Confidentiality agreement form

Criteria for service users : 

Criteria for service users Sufficient mental capacity Affiliation to the service Represent ALL service users rather than just a minority No previous record of breaching confidentiality

Service User Scoring Band : 

Service User Scoring Band Organisations must submit method statements to enable desk top exercise Service Users are involved in scoring elements at interview stage Project Team - work with Service Users and Carers to ensure they contribute

Questions? : 

Questions?