Procurement for the Voluntary

1
Procurement for the Voluntary Community Sector
What is procurement and how can we get involved
in the process?
2
Government Stance on procurement

• A mixed economy of public service provision, in
• which the voluntary and community sector works
• alongside the private and public sectors in
  delivering
• services to the public, is fundamental to this
• Governments vision of services that are more
• responsive, efficient, effective and personalised
  to
• the needs of the users.
• Strengthening Partnerships
• Next steps for Compact (Home Office, 2005)

3
An overview of Procurement Process
Process is designed to comply with EU and UK
Legislation Key objective is to identify the
provider likely to offer best value in terms of
quality and cost.

• Providers must demonstrate that they are
• technically and commercially capable,
• financially sound
• can offer value for money
• can execute the contract efficiently.

4
How do you find out about Tenders

• Letter/adverts circulated in press and websites
  and sent to providers this is sometimes
  restricted to select list/framework agreement
• Deadline (usually 28 days) for requesting
  Expression of Interest Pack (EOI)
• Request in writing or by e-mail
• Register with procurement sites
• Deadlines have to be met

5
Tendering is a two stage process

• Expression of Interest Questionnaire
  /Pre-Qualification. This allows for an assessment
  of basic capability/suitability to provide a
  service and enables the Authority to form a
  shortlist of organisations displaying suitability
  to submit a detailed tender proposal
• Invitation to Tender
• In some cases the two stages can be combined or
  streamlined

6
Invitation to Tender

• Short listed tenderers issued with identical
  Invitation to Tender (ITT)
• Issued to all tenderers on the same date
• Return date usually 28 days (minimum of 10 days)
  and remain sealed until opened in accordance with
  Standing Orders
• Uniform submission as this allows the panel to
  consider and compare each tender in a fair and
  objective manner
• Clear concise information with appendices
  relating directly to the contract
• Weighting is highlighted

7
Contents of an Invitation to Tender Pack

• Covering Letter and list of contents
• Appendix A (ITT acknowledgement)
• Document 1 (Instructions/Information)
• Document 2 (Background Information)
• Document 3 (Proposed Contract Doc)
• Document 4 (Declaration / Information to be
  provided by tenderer)
• Address Label

8
Golden Rules to Procurement

• Rule 1 You dont win tenders at the bid stage
• A fit organisation
• On going intelligence
• The bid
• Delivery
• Rule 2 Gather good intelligence and think
  strategically,
• Intelligence about
• Your organisation
• The market place competitors
• The client their needs
• Best practice
• This procurement

9
Golden Rules to Procurement

• Rule 3 Be prepared, then plan pragmatically
• plan a bid strategy
• detailed methods statement
• accurate financial costing model
• understand the tender process
• documents presentations
• negotiation position
• Rule 4 Never under-bid below the real cost of
  delivery

10
Golden Rules to Procurement

• Rule 5 Follow the rules and fill in the forms
  
• But negotiate
• Rule 6 Collect evidence that you can achieve
  community benefits
• monitor the achievement of social aims
• formal accreditation or social audit
• encourage the inclusion of community benefits in
  specifications

The Voluntary Community sector does not want or
expect unfair advantage in a specific
procurement..we just want and expect a level
playing field
11
Benefits for the Voluntary Community Sector

• Usually long standing, stable customers
• Huge Public Sector spend
• Good payers proper arrangements
• Keen to work with a broad range of suppliers
• Chance to get involved in exciting projects that
  you will not find elsewhere
• Subject to public procurement legislation
• You may also find that trading successfully with
  the public sector can give added credibility with
  private-sector customers

12
Pitfalls for the Voluntary Community Sector

• Can be a lengthy and expensive process to winning
  work
• Different formats and forms to private sector
  tenders
• Decision-making processes can take longer than in
  commercial organisations
• Pre qualifying criteria can be strict

13
How OVN and CVSs can help

• Help with looking for tender opportunities
• Step by step support with bids
• Advice on public sector procurement
• Help with contract presentations
• Advice on how to market yourself to the public
  sector
• Step by step support with post contract client
  liaison
• Advice on terms and conditions
• Advice on funding

14
Contact Details

• Durham City District CVS Volunteer Bureau
• 3 Red Hill Villas
• Durham
• County Durham, DH1 4BA
• Tel [phone]
• Website www.durhamcitydistrictcvs.co.uk
• East Durham Community Development Trust
• 1-3 The Upper Chare
• Peterlee
• County Durham, SR8 1BW
• Tel [phone]
• Website www.eastdurhamtrust.org.uk
• Teesdale Wear Valley, 2D
• Unit 9 - Crook Business Centre

• Chester Le Street District CVS Volunteer
  Bureau
• The Volunteer Centre
• Clarence Terrace, Chester le Street
• County Durham, DH3 3DQ
• Tel [phone]
• Website www.chesterlestreetcvs.org.uk
• Community Voluntary Organisations Sedgefield
  Volunteer Bureau
• 20 High Street
• Spennymoor
• County Durham, DL16 6DB
• Tel [phone]
• Website www.cavos.org.uk
• Derwentside CVS Volunteer Bureau
• Tommy Armstrong Centre
• Clifford Road, Stanley
• County Durham, DH9 0XG
• Tel [phone]

One Voice Network The KnollGranville
TerraceWheatley Hill DH6 3JQ Tel [phone]
067 Website www.onevoice.co.uk