Keep up-to-date. Invest in your future.

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1 Keep up-to-date. Invest in your future. Services for professional procurement. Be better informed, make better decisions. Procurement Training for Regulated Procurement Professionals in Ireland Training Programme Spring Summer

2 Public procurement is at the core of many services delivered by the public sector in Ireland. Now more than ever it is essential that organisations are resourcing and managing their procurement functions given the complexity of mechanisms available for delivering public contracts. The procurement environment is constantly evolving due to new European directives, emerging case-law, national guidelines and internal organisational focus and accountability. All staff tasked with the responsibility for procurement need to ensure they are armed with the tools to manage the three key procurement challenges of compliance, value for money and risk management. Achilles Procurement Services offers a range of specialist training courses via open and in-house training programmes. The courses delivered on an open basis can be customised for an in-house solution tailored to suit each organisation s specific needs, and range from halfday to 8-10 day programmes. New to the market this year is our five-module elearning package which has been released to support the needs of the wider public procurement community. The programme is aimed at both those new to the public procurement field and experienced practitioners who wish to refresh their existing knowledge. The elearning modules offer an engaging, readily accessible and cost effective means of acquiring fully accredited CPD points while ensuring individuals tasked with spending public money understand the fundamentals of public procurement. The Achilles Training Team comprises a team of experts with public, private, national and international procurement experience. Jeanne Copeland specialises in the best practice implementation of the rules, having developed and delivered material on a wide range of programmes with particular focus on procurement strategies, complex documentation and operation of compliant procurements aligned to national and EU procurement procedures. Liz McCarthy has many years experience in the award and management of complex infrastructure projects. She is a leading expert in the day-to-day use of the CWMF (Capital Works Management Framework) suite of documentation employed for the award of consultants and construction projects. Her in-depth operational knowledge and personal style allows her to offer very insightful and instructive training on this complex area. Ann Healy brings her hands-on experience from a State Agency to bear. She has direct experience of designing procurement strategies and processes for a diverse range of procurements particularly focussed on professional services and IT. This experience along with her natural style as a trainer, mentor and coach underpins her expertise in training on regulated procurement. Harry Kettle employs a practical approach to procurement, particularly in the significant opportunities presented through outsourcing service contracts and developing procurement strategies, handling TUPE and developing costing models. He is particularly adept in transferring his skills on negotiation and awarding of service concessions, now more focussed than ever given the specific legislation under the Concessions Directive. Lionel McCarthy a co-founder of Achilles Procurement Services Ltd, now works as a senior associate advisor and trainer to Achilles. He is a specialist in EU and national legislation, and European and Irish case law, with over 30 years experience of operational and strategic procurement. He is an expert in the practical application of the rules to the diverse range of everyday procurement problems. Derek Gaynor brings extensive experience to bear on awarding contracts having worked in defence and education for many years. He brings a wide spectrum of expertise to bear having trained on and managed procurements for many years directly identifying the key tasks required for successful procurement. He focusses specifically on the implementation of sustainability as a key strategic initiative in the award and management of contracts. Michael Swan brings a focussed approach to the award of supplies and services, catering and food related contracts in addition to development of effective strategies which facilitates maximum supplier participation. He has many years experience as a practitioner and trainer in the procurement field on both informal and certified training programmes. Rob Thompson has extensive international experience in strategic and operational procurement. His expertise encompasses the construction, design and implementation of reform programmes for both public and private procurement organisations operating the EU, World Bank and EBRD procurement regimes. Accredited Programmes Achilles, in conjunction with the Institute of Public Administration, offers a Certificate and Diploma in Public Procurement. Contact training.ireland@achilles.com for details about the next programmes. 02

3 Summary of Courses elearning Course elearning Courses Why is there Regulated Procurement What do Non-Procurement Professionals need to know Procedures and Timescales Notices for Public Contracts Regulations Remedies ½ Day Course Effective use of etenders Managing Quotations using etenders 1 Day Courses Introducing Public Procurement Managing a Full Tender Process Including Standard & Customised Templates Service Level Agreements and Contract Management Procuring Contracts under the Capital Works Management Framework 2 Day Courses Understanding European Public Procurement Rules Beginners Level Intermediate Level This elearning package offers the participant a range of individual modules covering the full requirements of EU Public Procurement, the procedures and timelines employed, the requirements to publish specific notices to the marketplace. They also provide an understanding of how and when a challenge to a process can be commenced under the Remedies Directive. Each module requires an end of course online assessment, where on successful completion, fully accredited CPD points complete with a Certificate will be forwarded to the participant which can be used to build their personal learning and development. These courses are offered completely online, thereby offering participants total flexibility to complete the courses in their own time and pace. These modules are designed for participants who are new to the field of public procurement and wish to learn and develop their knowledge to enable them operate within the public procurement field. They are also suitable for those experienced professionals who wish to test their skills to ensure currency in an ever changing dynamic environment. On completion of these modules, participants will have gained a solid knowledge of public procurement rules and regulations, how these requirements are implemented, the timelines and procedures available and the processes that may be taken under the Remedies Directive to challenge a process. Module 1: Why is there Regulated Procurement? Module 2: What do Non-Procurement Professionals need to know? Module 3: Procedures and Timescales Module 4: Notices for Public Contracts Regulations Module 5: Remedies 03

4 ½ Day Course Effective use of etenders This programme will provide participants with the skills to use the etenders website for the publication of national and EU notices to ensure fully compliant tender processes including changes brought about by the new Directive. It will explain in detail the various procedures and features of creating a Workspace and RFT. In addition, it will show the best practice administrative features to be adopted to ensure the site best fits an organisation s needs. This course is ideal for those with a basic knowledge of procedures and the procurement concepts tasked with responsibility for completing and publishing notices for their organisation. On completion of this course participants will be equipped with the knowledge to log on to the site; set up and publish national and EU notices; upload and receive responses electronically and undertake all communication with suppliers via the system. Overview of the system The requirements for Electronic Procurement Creating and Operating Workspaces Creating RFTs - The key procedures available including Open, Restricted, Quick Quotes, Mini-Competitions, etc. - The content of notices, particularly at EU level - Publishing RFTs at national and EU level Communicating using the electronic tools - Issuing documents - Handling Clarifications - Issuing and Receiving formal submissions - Opening responses online Managing the system as an Administrator - Company Profile - User Profile - Editing templates, checklists, etc. Questions and Answers Managing Quotations using etenders This programme and provides participants with the skills to effectively operate a compliant quotation process, which accounts for the largest volume of transactions in the public procurement arena. It also demonstrates how the Quick Quotes facility on the etenders website can be used for the management of below threshold (< 25,000 for supplies / services and 50,000 for works and engineering services) quotations. It will ensure participants fully understand the key steps in the quotation process. It will also outline the capabilities of the electronic platform that permit the centralising of all procurement requirements within a single resource and highlights the various additional functional tools available such as the audit and reporting features. This course is ideal for those with a basic knowledge of procedures and the procurement concepts tasked with responsibility for undertaking below threshold contracts for their organisation. On completion of this course participants will be equipped with the knowledge to draft and management quotations, log on to the site; set up and publish Quick Quotes; upload and receive responses electronically and undertake all communication/evaluation with suppliers via the system, in addition to the audit requirements on documentation. When to use quotations The content and structure of a good Request for Quotation Specifications and Award Criteria Managing the process Overview of the Quick Quotes tool Ensuring suppliers are registered Approving suppliers for easy access Creating The Quick Quote - Issuing documents - Handling Clarifications - Issuing and Receiving Quotations Evaluation of quotations Notification to suppliers Audit file and documentation Questions and Answers 04

5 1 Day Courses Introducing Public Procurement This course is designed for participants who have little, or no, previous experience in public procurement. It aims to provide a foundation of the key terms, processes and activities necessary to undertake a successful procurement. It will provide a sound background of knowledge and practice to allow the participant to interact and effectively assist public procurement projects particularly at quotation and national tender levels. This course is designed for participants who are new to the field of public procurement and wish to learn and develop their knowledge and skills to enable them operate within the public procurement field. On completion on this training, the participant will have acquired knowledge of the key terms and processes in addition to understanding public procurement and its application. They will also develop greater confidence and the essential skills to become a valued member of the procurement team within their contracting authority. What is Public Procurement? When does it apply? Defining the type of procurement Understanding the key components - The Specification - Criteria for selection - Award criteria Examining the Procedures, Timescales and Financial Thresholds Open versus Restricted Procedures Quotations versus Tenders Evaluating Quotes and Tenders The award phase - Notifications - Award notices Records to keep Question and Answers Managing a Full Tender Process Including Standard and Customised Templates This programme will explain the basic documents to be included in a full tender process to ensure that each step of the procurement is properly managed. A comprehensive pack of templates will be provided covering the tender documentation as well as the administrative paperwork of registers and evaluation sheets. The course will also review OGP templates for Goods and Services. The course will be interactive throughout the day with participants being introduced in an exercise environment to the key procurement documents. This course is ideal for those within a procurement section tasked with running a full procurement at national and EU levels. It is structured to provide an overview of the rules in the morning with a comprehensive evaluation exercise in the afternoon utilising the suite of templates provided. On completion of this course participants will be equipped with the knowledge to confidently assemble a comprehensive set of procurement documents for the operation of an effective procurement, which are suitable for compliant operation of an award process which also meets full audit requirements. Overview of the Procurement Rules Notices The Qualification Phase Tools available including etenders and Questionnaires Drafting good specifications The key components of a tender document The key elements of the OGP templates for Goods and Services Evaluation Sheets and Records - Expressions of Interest - Tenders Letters of Regret and Award Tender Report Forms Recommended File Structure Retention of Documentation Evaluation Exercise Questions and Answers 05

6 1 Day Courses Service Level Agreements and Contract Management This programme aims to equip participants with the tools to manage contracts effectively. It will highlight the key risk areas to be managed in ensuring contracts run effectively. It will provide a comprehensive understanding of the Service Level Agreement (SLA) concept; A Case Study will be used to embed the learnings. This course is ideal for those experienced in procurement tasked with effective management and delivery of supplies and services contracts and ensuring suppliers / service providers deliver on their commitments. On completion of this course participants will be equipped with the skills to draft customised SLAs, clearly understanding the benefits which accrue from use of SLAs as a tool in maximising the return from proactive contract management. Introduction The Contract Management Process 06 - Service delivery management - Contract management roles and responsibilities - Contract administration - Continuous improvement - Variations and change control - Contract completion Contract Management Documentation - Developing a contract management plan - Developing a communication plan - Drafting a service provider assessment report Performance and Operational Management - Key Performance Indicators - Project Reporting - Procurement Best Practice Indicators Using Service Level Agreements Uses and suggested content of SLAs Advantages of SLAs Mechanisms for dealing with poor performance/managing disputes Case Study Question and Answer Session Procuring Contracts under the Capital Works Management Framework This one-day programme will review the various model forms and the different types of documents required depending on the type of contract being awarded and the procedure being used. It will explain the construction website in addition to highlighting the key areas to be completed by contracting authorities. This course is designed to aid those involved in the award and management of contracts under the Capital Works Management Framework for construction works and engineering related services. On completion of this course, participants will be equipped with the knowledge to plan, implement and manage a construction works procurement contract under the CWMF. They will become familiar with the CWMF suite of templates and the processes required to initiate and conduct a full tender process while meeting the demands of the public procurement regulations. Contracts which are subject to CWMF Using Conditions of Engagement for consultancy services - The Suitability Assessment Questionnaire Open v Restricted Procedure - The Instructions To Tenderers (ITT) Documents - The contract documents Works Contracts - The Suitability Assessment Questionnaire Open v Restricted Procedure - Instruction to Tenders - The types of contract - Public Works - Short form of Contract - Minor Works - Term maintenance and refurbishment - Framework Agreement - The documents forming part of contract Evaluations under CWMF The key areas for completion by contracting authorities The areas which cause problems Summarising the key components Question and Answer Session

7 2 Day Course Understanding European Public Procurement Rules This programme will provide a detailed analysis of the requirements of the Public Sector Directives and the corresponding Irish regulations. It has been fully updated to take account of Directive 2014/24/EU for the Public Sector, Directive 2014/25/EU for Utilities and summarising key requirements of Directive 2014/23/EU covering Concessions. Particular emphasis will be placed on the key features and risk areas linked to the procurement cycle from specifications, advertising, setting selection and award criteria, evaluations and notifications. The flagship course of Achilles, this course is designed as an essential building block for those involved on a regular basis in procurement who need to understand the detailed requirements for effectively running a fully compliant procurement process. It is an ideal follow on to our new Introduction to Public Procurement course. On completion of this course, participants will be equipped with a clear understanding of the key requirements for compliance with national and EU procurement regimes and the skills necessary to carry out contract award procedures successfully. Rules and Principles Key Government Circulars Defining Supplies, Works and Services including Title III services Thresholds and Calculating Contract Values Rules on Specifications The full range of Procedures and Timescales - Open - Restricted - Competitive Dialogue - Competitive Procedure with Negotiation - Innovation Partnership Frameworks, Panels and Dynamic Purchasing Systems National and OJEU Notices Choosing the best selection criteria - Setting weightings and minimum levels - Evaluating criteria under various procedures Setting award criteria and weightings - Tender evaluation including scoring cost - Scoring and records to be kept Remedies and Standstill and Notification Letters Case Studies Questions and Answers How to book our training courses To book a place on a course or for further information on the latest course dates, please contact: Jackie Magrath, Training Manager Tel: (0) training.ireland@achilles.com Web: 07

8 Achilles Procurement Services Limited 1 Harmsworth, Greenmount Office Park, Harolds Cross, Dublin D6W TF84 T: +353 (0) F: +353 (0) E: info@achilles.ie /2017