Procurement Overview for Derbyshire County Council

1. Procurement OverviewDerbyshire County Council14 March 2019 Jayne Smith Procurement Officer Carolyne Knott Senior Procurement Officer

2. National - £110 Billion East Midlands - £3.2 billion Derbyshire County Council - £418 million Local Government Spend Tendering for Work

3. £200 million reduction over the past 7 years Further reduction of £75 million by 2021, including £12 million in the year to April 2019 Increasing demands on Adult Care and Services for Vulnerable Children Rising cost of Waste Disposal Impact of National Living Wage The Derbyshire Challenge Tendering for Work

4. Corporate Resources Agency Staff Building Maintenance Construction (buildings) Consultancy Occupational Health Design Finance Goods and Services Information Technology Print Property (including DFG adaptations) Public Relations External Venues Spend AreasGoods / Works / Services Adult Care • Care • Public Health Children Services • Catering • Educational Psychology Economy, Transport & Environment (ETC) • Construction (roads and bridges) • Laboratory Services • Landscape • Libraries • Maintenance (roads and bridges) • Passenger Transport • Vehicles • Waste Tendering for Work

5. Increase transparency Opportunities for SMEs Risk not cost Increased stakeholder input Social Value within Derbyshire Direction of Travel Tendering for Work

6. Derbyshire County Council Financial Regulations Public Contract Regulations 2015 EU Procurement Directives *Possible changes due to Brexit but little change anticipated initially Procurement Rules Tendering for Work

7. Value Risk Ability to define requirements Quote Open Tender Restricted Tender Competitive Procedure with Negotiation Competitive Dialogue Innovation Partnership Tender Procedure Tendering for Work

8. TENDERING OPPORTUNITIES Tendering for Work

9. Source Derbyshirewww.sourcederbyshire.co.uk Source Derbyshire

10. Source Derbyshire(Affiliate Pages) Source Derbysire

11. Source Derbyshire Source Derbyshire

12. www.eastmidstenders.org eTendering eTendering

13. EastMidsTenders eTendering Register

14. Soft Market Testing/ Early Market Engagement Testing the market to find out about latest developments in a particular market. Two-way dialogue that can take different formats. Contracts Purchase of defined goods/works/services from a supplier (or group of suppliers e.g. consortiums) Frameworks Defined Requirement – Framework Agreement e.g. lots based on location or sub-category Further Competition e.g. mini competition with all suppliers on a framework (or a specific lot within a framework) Purchasing Arrangements Tendering for Work

15. CTP763 External Venues Estimated Value £800,000 Contract Duration – 4 years Collaborative framework for use by 8 authorities Divided into 7 Lots 6 of the Lots are each further broken down into 3 sub lots Derbyshire County Council is seeking to establish a contract for the provision of External Venue Hire. The duration of this contract will be 4 years in which prices will be reviewed annually. The framework will be open to the following Authorities to call off from: Bolsover DC, Chesterfield BC, North East Derbyshire DC, Erewash BC, Chesterfield Royal Hospital, Derbyshire Fire and Rescue Service, Derbyshire ConstabularyThe tender will be split into 7 Lots. Lot 1 – 6 will be based on location and will be separated into 3 sub Lots based on capacity; 1 – 30 capacity 30 – 50 capacity50 – 100 capacity Lot 7 will be an executive Lot for venues with a premium standard. Recent Example using Lots Tendering for Work

16. Usually where the selection is driven by client choice and service users to choose from a range of providers all of whom meet required standards: No competition in the application process. Opportunity to apply remains open for the duration of the contract. No limit to the number of provider who can on the list of qualified provided. Pricing will be pre-set at the qualification stage. Any Qualified Provider Tendering for Work

17. Pass/Fail Selection Criteria Scored Criteria (Weighted) Price Quality (Response to Scope or Specification) How we Evaluate Tendering for Work

18. Example PDF can be downloaded from Source Derbyshire Selection Questionnaire • (Economic and Financial Standing, Technical and Professional Ability) • Mandatory Questions • Supplier Information • Exclusion Grounds (above OJEU threshold tenders) • Project Specific Questions • Selection Questions • Additional Questions Tendering for Work

19. Limit sections included to simplify the procurement process and reduce the burden to tenderers. Financial Standing References Insurance Details Health and Safety Equality and Diversity Environmental Management Quality Management Safeguarding Audit and Information Security DBS Process (Disclosure Barring Service) Selection and Additional Criteria Tendering for Work

20. Requirements to consider Public Services (Social Value) Act 2012 for service contracts Social Value is one of 7 key themes in Derbyshire County Council’s Procurement Strategy Social Value Tendering for Work

21. Internal Audit External Audit Local Government Ombudsman Public Procurement Review Service UK Courts European Court of Justice (ECJ) Procurement Governance Tendering for Work

22. Do Be prepared start gathering YOUR company information in advance of tendering if the services you provide require the collection and storage or personal data, consider how you use, store and maintain personal data to ensure it is secure and can only be accessed by authorised personnel. Read all the instructions in the tender documents Ask questions during the tendering process Check your response to make sure you have answered the question asked, addressed all of the requirements and uploaded all of the documents Do Tendering for Work

23. Don’t Include variant bids, caveats or any other statements or assumptions qualifying the Tender response Underestimate how long it can take to bid for a contract Leave it too late to upload your bid onto the eTendering portal Don’t Tendering for Work

24. Procurement@derbyshire.gov.uk Thank You Tendering for Work