Efficiency North Tendering for Success

August 2014

General housekeeping

Please note that the presentation slides will be posted online

Introductions

Clare Tetlow

Senior Procurement

Manager

Matt Jarratt

Senior Operations

Manager

Alan Rotherham

Procurement Project

Manager Kate Roberts

Procurement Support

Shared

Service Centre

Lee Parkinson

Director

2014

About Efficiency North

• Consortium of social housing providers based in the Yorkshire and Humberside region

• Collaborative procurement in the construction and maintenance supply chain

• Generation of sustainable savings, social value and regeneration

• Together with Procure Plus, Efficiency North form the Re:allies partnership

Our evolution

2006 2007 2008 2009 2010

Y&H HCBPF established with West Yorkshire and

Humber Landlords.

4 South Yorkshire established consisting of the Councils and ALMO’s of Barnsley, Doncaster,

Rotherham and Sheffield.

4 South Yorkshire grows with Landlords joining

from outside of the South Yorkshire area and

renames itself Efficiency 4 North

Y&H HCBPF and Efficiency 4 North

combine to become Efficiency North. Pick

up two awards for collaborative working.

Efficiency North collaborate with Procure Plus to form the Re:allies Partnership for Materials

2011 2012

EN Procure Elemental Works framework

with 38 lots in 3 sub regions goes live in

Nov 2011

EN Procure Legal Services

Framework Launched in May 2012

2013

EN Procure Heating Systems Servicing and

Maintenance Framework launched

in Nov 2012

EN Procure Asbestos Survey, Air Monitoring

and Removal Framework Launched in July 2013

The opportunity

• Framework agreement for variety of installation and repair works

• Humberside, South Yorkshire and West Yorkshire regions

• Integrated approach to the purchase of labour and materials

• Opportunity for Contractors of all sizes

The works

Works

Kitchens Windows and doors

Bathrooms Adaptations

Electrical Roofing

Heating and ventilation Brickwork and masonry

Key features

• Lots for Humberside, South Yorkshire and West Yorkshire

• Lots for scheme sizes of 1-50 properties and 51+ properties

• Bidders will not be able to tender for both scheme sizes in the same geographical area

• Allow bidders of all sizes, the opportunity to be competitive

The works continued

The works

General building Renewable heating

Roofing – multi occupancy

Paint and pre paint repairs

Estate improvements Commercial heating

External high rise Fire precaution

Solar photo voltaic Whole house

Insulation

Timeframe

Activity Target date

Market engagement August 2014

Invite tenders September 2014

Selection evaluation November 2014

Tender evaluation January – March 2015

Standstill period April 2015

Framework launch April 2015

Invitation to tender

• Document A

• Document B

• Document C

• Document D

• Document E-I

• Document J

• Document K

• Instructions

• Specification

• Price schedules

• Financial analysis

• Terms and conditions

• Certificates

• Tendering tips

Key principles

• Public Contract Regulations 2006

• Transparency, equal treatment and a fair and level playing field

• Do not make positive or negative assumptions based on any previous experience

• Read all the documentation carefully before drafting and submitting your bid

• Understand where a response is required

Selection stage

• You will be required to pass a simple set of selection criteria for your tender to be evaluated

• Due diligence exercise regarding your company

• Answer honestly and submit a query if you are unsure

• A ‘PASS’ is required in all areas

Financial standing

• How long your organisation has been trading?

• You will be required to submit accounts up to the last three full financial years

• You will be required to extract key information from your accounts and input into the relevant cell with Document D

• Newly incepted companies can provide a business plan and a reference from your bank

Financial standing summary

• Ensure you use the correct financial year

• Upload accounts relevant to your company but they must be for full financial years

• Extract the correct information and complete the applicable Document D

• If applicable to your company provide a business plan and a reference from your bank

Experience

• You will be required to provide two examples of your experience relevant to each Lot that you want to tender for

• Multi trade projects must make reference to the experience you have relevant to the Lot

• You will be required to provide the name of the client, scheme size, location of the works, a description of the works and the date the works were completed

Tender stage

• You will be scored on your response to the quality questions and to your price submission

• You will be required to provide a response to every question that is applicable to you and a price for every item

• Read all the documentation carefully before you submit your bid

• Submit a query beforehand if you are unsure

Quality

• You will be required to respond to each question in the following areas -

• Delivery of the works

• Supply chain management

• Health and safety

• Resident care

• Social value

Presentation

• You will be required to attend a presentation

• One presentation per bidder, irrespective of the number of Lots you have bid for

• Panel comprised of clients and residents

• Bidders will be scored on the content of their presentation

• Ensure that you read the brief and prepare adequately

Price

• For each Lot that you wish to tender for, you will be required to –

• Provide a schedule of preliminary costs

• Provide a schedule of rates for the works

• You will be required to provide a price for every item

• You are not quoting for a job, you are providing a schedule of rates

Completing your tender

Completing your tender

Completing your tender

Completing your tender

Completing your tender

Completing your tender

Completing your tender

Completing your tender

Completing your tender

Completing your tender

• Tender Management User Guide

• Help Desk – 0161 874 1804

• ‘Ask the Tender Manager a Question’

Completing the works

• Continual performance management

• Prices and preliminary costs

• Capability assessment to identify eligible contractors

• Direct award or

• Mini competition

Systems

• E procurement and project management

• Schemes Plus

– Training

• Contractor role

– Building and submitting target costs

– Ordering and receipting materials

– Handing over properties

Any questions?