Our Bidding Course

‘A Taster’

Presented by
Andrea Childs – Managing Director
Klick Business Solutions
01384 279568
This presentation is an extract from the one made at the
Black Country Constructing Excellence Club in April 2010

Klick Business Solutions provide PQQ and Tender writing

services.

We also provide bespoke training and support in these

matters

In conjunction with the west midlands Centre for

Constructing Excellence we run funded workshops on
PQQs and Tenders

Contact Andrea on 01384 279568

Do You Need More HELP?

 ‘It
takes more than a good proposal to
win, but it only takes a bad one to lose’

 ‘Ifthe first time you know about a

tender is when its issued, you are most
likely too late.’

 ‘The majority of tenders are issued with

a potential winner already identified.’

Some Truisms of Bidding

Some Example Free Sites
 www.ted.europa.eu
 www.supply2gov.co.uk
 www.sandwell.gov.uk
 www.finditinsandwell.co.uk
 www.dudley.gov.uk
 www.birmingham.gov.uk
 www.sandwellhomestenders.org.uk
 www.mytenders.com
 http://hub.westmidlandsiep.gov.uk
 http://www.espo.org

Recommended Subscription Site

 www.tendersdirect.co.uk

Finding Opportunities
OJEU Contracts
 Thresholds
 Types of notice
- PIN (Prior Information Notice) - May be issued annually to notify the
market of forthcoming large procurements by the authority. Are
sometimes used in complex procurements as a request for
information.
- CONTRACT NOTICE - tender notice alert, details the opportunity
- CONTRACT AWARD - An award notice should be published within
48 days of the award of a contract

 Opportunities & notices below the threshold - proposals

and quotes

Understand OJEU/Tender Notices

1. Publish OJEU contract alert notice – 100 reply
2. PQQ’s sent to all interested parties
3. 80-90 respond by PQQ deadline
4. Shortlist/selection of up to 10 who could potentially meet
the requirements
5. Publish tender (ITT) and send to selected suppliers
6. 10 received by deadline and high level review of responses
to create shortlist of 4-5
7. Proposals broken up and given to seprate technical and
commercial evaluation teams
8. Detailed evaluation of shortlisted proposals
9. Presentation/interview from shortlisted suppliers
10. Contract award
11. Debriefs

Typical Public Sector Process

1. Publish OJEU contract alert notice – 100 reply
2. PQQ’s sent to all interested parties
3. 80-90 respond by PQQ deadline
4. Shortlist/selection of up to 10 who could potentially meet
the requirements
5. Publish tender (ITT) and send to selected suppliers
6. 10 received by deadline and high level review of responses
to create shortlist of 4-5
7. Proposals broken up and given to seprate technical and
commercial evaluation teams
8. Detailed evaluation of shortlisted proposals
9. Presentation/interview from shortlisted suppliers
10. Contract award
11. Debriefs

Typical Public Sector Process

 2-3 years professionally prepared/audited accounts
 Quality policy or ISO9001:2008 accreditation
 Case studies
 Organisation chart - contract management diagrams
 Key personnel qualifications and training – CSCS/BES/CPCS/NVQ’s etc
 Health & safety policy & info re: nominated person or external company
 CDM Regulations 2007 compliant – Section 4
 Risk assessments/method statements/safety plan
 Equal opps/diversity policy & proof (Ads/handbook) common standard
 Certification to governing/prof. bodies - self certification schemes e.g.
NICEIC/Gas Safe Register, SSIP H&S (e.g.CHAS), British Safety
Council, Considerate Constructors Scheme

Are You Fit to TENDER?

Understand
You must understand:
 The customer – politics – who, what, when etc.
 The requirement – the business need
 The timescales – are they reasonable?
 Your capability – good fit or not?

The more you know the better you understand.

The better you understand the better you can
qualify.........If you don’t know ask

Bid/No Bid Assessment Strategy

• Is the opportunity right for your company – do you
actually want it?
• Does it fit into your business plan?
• Is there an approved budget for the project?
• Is the customer committed to the project?
• Can you demonstrate previous similar experience?
• Can you win? – Do you have what it takes?

Bid/No Bid Assessment Strategy

• If you win, can you deliver? – Reputation
• Are you being honest?
• If there is an incumbent, what will make the customer
change?
• Test yourself against their criteria – use an analysis tool.
• SEEK CLARIFICATION IF REQUIRED

Bid/No Bid Assessment Strategy

Introduction to PQQ’s
 A SHORTLIST - To reduce number of
candidates submitting tenders to those
who meet minimum standards

 Looks at factors concerning the bidder

rather than the bid, at this stage, ITS ALL
ABOUT YOU

Introduction to PQQ’s
 Capability - does the candidate have the necessary
skills and experience?
 Financial strength – will the supplier be over
dependent on this contract?
 Capacity - does the contractor have sufficient resources
to service the contract?
 Risk – reputation/publicity

Procurement people do know what they are doing, honest!

REMEMBER they are paid to save money and reduce risk

Buyers Concerns
PQQ’s
PASS or FAIL – IN or OUT

Remember......
When short listing they are looking to find ways to
kick you out, not put you through!

• Finances
• Insurances
• Ineligibility criteria
• Staff qualifications & training? - e.g. CSCS/CRB
• Accreditations e.g. SSIP/ISO

Mandatory Criteria
 Confirms compliance
 Describes what is done
 Describes how its done
 Explains who does it
 Explains timelines – when
 Provides demonstrable evidence with
facts/stats/photos
 When answering Mandatory Questions the answer
must always be YES

The Right Answer?

• References and case studies do and can overlap
• Some PQQ’s ask for one or both
• References are usually taken up
• References are assessed according to type of client
and project
• Ensure your references have been approached and
asked
• Tailor references to the project

PQQ - Top Tips – References

Easy to read
• Keep sentences and paragraphs short, punchy & businesslike,
use bullet points
Indexed and clearly laid out:
• Include front cover and contents page
• Appendices as a separate document (if allowed!)
• Numbered paragraphs
• FOLLOW THE INSTRUCTIONS
Professional:
• Consistent
• Spell-checked & proof read

Format and Compilation