GOVERNMENT QUOTES & TENDERS

Transcription

1 GOVERNMENT QUOTES & TENDERS HOW TO IMPROVE YOUR CHANCES FOR SUCCESS GOODS AND SERVICES PROCUREMENT BY WA GOVERNMENT AGENCIES

2 GOODS AND SERVICES WHO, WHAT AND WHERE IN WESTERN AUSTRALIA GOVERNMENT? THE BUYING JOURNEY

3 New to Quotes and Tenders Workshop Workshop presented by the Dept. of Finance, Perth on 17/11/15 Focus on Goods and Services Procurement Focus on Western Australia Purpose of the workshop was to: Explain the role of the Dept. of Finance and the State Supply Commission Provide detail on State Supply Policies and how it applies Step through the quote and tender process Explain where to find further informavon and assistance Provide handy Vps on submiwng tenders

4 At First Glance It is certainly worthwhile axending one of these sessions. The sessions are well presented and the intent is to provide the maximum opportunity for business to get to tender and to win tenders. As an added bonus, the presenters also shared some handy Vps as part of the process. It certainly is worthwhile axending one of these sessions if you are tendering on providing government goods and services, do not have success in your tenders or have not done so already. Please note: My presentavon is certainly not here to replace the workshop, duplicate the informavon or represent the WA Government but is a summary of the points and pointers I took from the session.

5 Handy Websites Department of Finance Very useful informavon on policies, process and WA Government spending reports List State Supply Commission Purchasing Officers Tenders WA The place to go for WA Government tenders All contracts above $50k are published on Tenders WA Contracts WA Details about Common Use Agreements Note $values used are inclusive of GST

6 The WA Government Buying Journey Is there a CuA in place? Yes - then the Common Use Agreement (CUA) should be used where possible and where prescribed No - then proceed to quote or tender All CUAs published on Contracts WA Is the value more than $50k? No - buying done through quotes (either verbal or wrixen Yes - proceed to wrixen quotes or tender Is the value between $50k and $250k? Yes - wrixen quotes required No, more than $250k - proceed to tender All contracts above $50k published on Tenders WA Value more than $250k Open Tender Tender panel evaluavon & approval Non- successful tenderers to be advised Successful tender and contract published on Tenders WA Contract value exceeding $5 million Requires addivonal steps in the tender process Procurement Plan EvaluaVon Report Contract management plan

7 State Supply Commission Policies Govern the criteria to be applied WA government procurement and in simple terms require any procurement to ensure: Value for money not only price but also non- price value; A transparent and fair procurement process for all; Open and effecvve compevvon, unless the specific exempvons apply; Common Use Agreements are used where in place; Appropriate level of planning, evaluavon and management of tenders and contracts; procurement is sustainable and takes into consideravon environmental, socio and economic factors; The proper disposal process is followed for disposal of Goods.

8 What is Open and Effective Competition? Means: There is no bias in tender requests The tender states contract periods Winners and unsuccessful candidates know of the outcomes Allows for debrief afer tenders Contract award informavon is published. ExempVons apply but are regulated, e.g. Emergency Buying from registered indigenous business Buying from disability community sector Similar sourcing in past 12 months

9 How to get Invited to Quote? Tenders are published but quotes are not, you need to get invited Know your market and which agency to target Who buys what and how report very useful Tenders WA Market yourself to the State Supply Commission purchasing officers List on Dept. of Finance website Maintain contact but don t hassle them Be compevvve Seek feedback No preferred suppliers other than Common Use Agreement Suppliers

10 Notes on How to Streamline the Process for Tendering for Goods and Services WA GOVERNMENT TENDER PROCESS

11 Background Information Where to find Tenders? Used by Agencies Department of Finance for Common Use Agreement & on behalf of Agencies Tender templates are generally used but are adjusted for the specific tender request, thus read carefully Generally Part A tender details, contact, briefings, terms and condivons, for informavon not return Part B tender criteria, details and pricing to be completed and returned Tender / Request used interchangeable Offer term used for tender submission Take the Vme to read part A carefully

12 Part B of Tender Request Requires you to complete and submit requirements and schedules regarding: Pre- qualificavon requirements Compliance requirements Disclosure requirements SelecVon Criteria Insurance requirements Price The Workshop runs through the set up of each of the areas in enough detail to understand what is required

13 Pre- QualiNication You have to comply with all the pre- qualificavon requirements Not point scored Any no will eliminate you Examples Licensing and registravons Mandatory site briefing If in doubt, contact the tender contact person well in advance

14 General Part B Requirements Compliance a no may not eliminate Disclosure requirements - e.g. subcontractors, criminal convicvons Insurance you will be allowed to obtain insurances upon award NegoVaVon on contract terms and condivons is allowed but is a risk, can either request changes or reflect increased cost in pricing Pricing if issues on schedules used, raise early Register interest in tender to ensure you get updates/ amendments

15 Part B Selection Criteria The SelecVon Criteria are weighted proporvon effort to weighvng Make sure you complete all of the SelecDon Criteria Criteria examples are provided at the workshop Examples include: Suitability Timeframes Experience Local content Skills and experience Important part of showing Value for Money

16 Tender Submission Plan to submit early Submit as per the tender submission requirements Late tenders will not be considered Electronic submission does not mean sending by Electronic is electronic upload on the Tenders WA website Can withdraw an offer at any stage WA different to other states If there are issues with validity period required for offer, take this up with the Tender Contact early on (e.g. the impact on pricing/exchange rates)

17 Tender Award Approval process dependent on value of contract Process can take Vme Winners and non- winners are informed of the outcome Post tender debrief is available upon request Debrief specific to your tender Cannot disclose details of others Can disclose who won and the total contract value Highly recommended to request debrief Details of successful tenderer and total contract value posted on Tenders WA

18 THE REAL REASON WHY WE ATTEND THE WORKSHOP TO GET THE HANDY TIPS AND ADVICE THE REAL TIPS

19 Pricing Complete pricing details as requested in tender If you want to change, discuss early with Tender Contact If wrong, changes can be made and issued on Tenders WA Remember that evaluadon panel needs to be able to compare apples to apples Using a different pricing schedule makes it more difficult and is a risk

20 Selection Criteria Depends on value of contract Content ma6ers Answer all the selecdon criteria Take Vme to show relevant Experience ensure spend enough Vme on it and that it is relevant to the tender request and scope Show what you have done and how it is similar Include proof of performance e.g. tesvmonials Do not cluxer response with unnecessary informavon Brochures etc. can be added but include as a reference and axach at the back of submission

21 General Avoid acronyms Spell out technical terms Submit ON TIME 2h30 is not 2h31 Late tenders will not be accepted Answer every tender as if you have never done work for the government Don t assume because you have done work before, that your company is known IF IN DOUBT, ASK AND ASK EARLY ON IN THE PROCESS Make sure you axend one of the informavon workshops, it is certainly worthwhile

22 Contact for More Information? State Supply Commission (08) Tender Systems Procurement Systems Support (08) General Tender Queries Tender Services (08) Specific Tender: Tender Contact listed in the specific tender

23 About Ichiban Commercial Solutions

24 More on Tenders We help companies with wrivng, preparing and submiwng tenders. Please visit our website for more detail: Read our blog on How to Tender for Success hxp://ichibancommercialsoluvons.com.au/how- to- tender- for- success/ Download our free tender checklist hxp://ichibancommercialsoluvons.com.au/free- resources/

25 Ichiban Commercial Solutions Ichiban Commercial SoluVons Pty Ltd provide procurement, tender and risk services to medium and large companies. It is our aim to work together with our clients to find fit- for- purpose soluvons that will unlock value and result in sustainable savings and process improvements. With over 19 years experience, Celia Jordaan has worked in different countries, locavons and cultures in the areas of procurement, supply chain, contract management, law and risk. She has also worked in the area of risk management, contractor management and safety.

26 Contact Us Celia Jordaan Principal Consultant m: +61 (0) e: w: Grab the free resources on our website and register for our monthly newslexer with procurement Vps and invitavons to future workshops.

27 If you don t see yourself as a winner, then you can never perform as a winner. Zig Ziglar I do not think there is any other quality so essendal to success of any kind as the quality of perseverance. It overcomes almost everything John D. Rockefeller May you have many successful tenders!