PROCUREMENT POLICY

THE PROCUREMENT PROCESS

PRESENTATION

ANGELA ROSS
DEPUTY HEAD OF PROCUREMENT
 Define
Business need

Understand Prepare Decide extent

market Business Case of supply to be
capability procured

Decide
Procurement
Strategy

Invite tenders

Evaluate &
refine tenders

Award contract
& debrief

Review contract Operate & Monitor performance

performance & manage & costs
provide feedback contract

Check invoice
& pay supplier
 LEVELS OF PROCUREMENT

• Not exceeding £5k

• Exceeding £5k but less than £60k
• Greater than £60k
• Exceeding the current EC Regulations
threshold
 SUPPLIER SELECTION

• High value/risk contracts

• Large market response expected
• Advertise for expressions of interest
• Evaluation of the supplier
INVITATION TO QUOTE/TENDER
DOCUMENTATION

• Covering letter or Tender

Invitation
• Specification
• Schedules to Tender
• Conditions of Contract
 AWARD CRITERIA AND
WEIGHTINGS

• Set prior to issue of quote/tender

• Agreed by Evaluation Team
• Complexity relative to the requirement
• Criteria set out in the Tender Invite
• For EC projects – also set out in the OJEU
advert
COMPLETION OF QUOTE/TENDER
DOCUMENTATION
• Ensure full understanding of the
specification
• For tenders – opportunity to ask questions
• Please provide all information requested in
format set out
• Put yourself in our shoes
• Demonstrate why you are the best choice
 EVALUATION OF
QUOTES/TENDERS
• Objective – to identify the bid that most
closely meets the requirement as set out
in the specification
• We can only evaluate against information
provided in Schedules
• All information requested must be
provided
• Price evaluation carried out by the
purchaser
SHORT-LISTING TENDERERS

• Each evaluation team member evaluates

• Meeting to review scores & resolve
discrepancies
• Average score established
• Reduced to predetermined number if
applicable
 OTHER ASPECTS OF
EVALUATION

• Clarification
• Site visits
• Presentations
• References
 FINAL DISCUSSIONS
• Taking account of above, evaluation team
meet to agree most suitable tenderer(s) to
enter final discussions
• Meetings will look at all remaining
outstanding issues in relation to the bid
and best value for money
• Contract Award Recommendation
• Award
 DE-BRIEF
• Helps suppliers improve their performance
• Offers Tenderers some benefit for the time
and cost of preparing their tender
• Establishes a reputation as a fair, honest
and ethical customer
• Enables feedback from Tenderers,
allowing the improvement of tendering
procedures
 REVIEW OF THE
PROCUREMENT PROCESS

• Evaluate the procurement

process
• Identify lessons learnt
• Measure level of success
• Production of
recommendations to aid
continuous improvement
THANK YOU

Any Questions?