Corporate Procurement

1

• Corporate Procurement
• Lyn Hitchinson
• Procurement Manager

2
Council Re-structure

• The Council is in the middle of large
  transformation programme.
• The Directorates have been re-organised into the
  following responsibilities
• Chief Executive Mary Harpley
• Childrens and Adults Sherry Malik
• Regeneration, Economic Development and
  Environment Brendon Walsh
• Corporate Resources Anthony Kemp

3
Supply Chain Management (1)

• The re-structure, involving the centralisation
  of the Corporate Resources directorate introduces
  Supply Chain Management. This combines the
  functions of Procurement and Contract Management
  into the one team.
• You may be dealing with different individuals
  within the Council in the future as these changes
  take place.
• Procurement is not just about buying something,
  it is the research of the requirement,
  understanding the market place, running a
  procurement exercise, putting a contract in place
  and the management of that contract thereafter.
  

4
Supply Chain Management (2)

• We are likely to be moving individuals from
  their contract management and/or procurement
  functions within the departments and moving them
  into the centralised Supply Chain Management
  team.
• This will enable us to focus on getting the best
  out of our contracts. This will be very much a
  two way exchange.
• Good contract management is not about beating
  up the supplier!

5
What we do in Procurement

• The Corporate Procurement team provides support
  and guidance to the departments commissioners to
  ensure
• Necessary internal approvals are obtained before
  commencement of a tender exercise
• Procurement Best Practice is followed
• Compliance of EU Regulations and Internal
  Regulations
• Value for Money is achieved through compliant
  procurement exercises.

6
Adherence to Regulations

• Primary Regulations that we must understand and
  adhere to
• EU Regulations (External link, or via the
  Councils web page)
• The Councils Tender and Contracts Regulations
  2012 (Contained within the Councils
  Constitution, via the Councils web page)
• The Councils Finance Regulations (Contained
  within the Councils Constitution, via the
  Councils web page)
• Other relevant Acts

7
Annual Procurement Plan (APP) - 1

• Published on the Councils web page advance
  warning of the Councils requirements.
• All procurements greater than 30,000 must be on
  the APP.
• It is a rolling 12 month view of the
  Procurements that the Council may do in the next
  12 months, and defines the level at which this
  procurement will be approved.
• Appendix A Director only
• Appendix B Director and Lead Member
• Appendix C Full Cabinet

8
Annual Procurement Plan (APP) - 2

• Approved by Cabinet, and updated and amended on
  a quarterly basis. At this point we are not
  saying we will do the procurement.
• Departments still need to obtain the necessary
  approval to commence a procurement.

9
What we must do for total spend less than 5,000

• Does not need to be on the Annual Procurement
  Plan (APP)
• Must obtain Authority to Commence, (Director or
  someone with delegated authority)
• No Competition required, but Responsible Officer
  is required to ensure best value
• Must obtain Authority to Award, (Director or
  someone with delegated authority)
• A contract must be in place between the parties.

10
What we must do for total spend 5,000 to 30,000

• MUST be on the Annual Procurement Plan (APP)
• Must obtain Authority to Commence, (Director or
  someone with delegated authority)
• Competition is required, must obtain at least
  three written quotes
• Must obtain Authority to Award, (Director or
  someone with delegated authority)
• A contract must be in place between the parties.

11
What we must do for total spend 30,000 to
173,934

• MUST be on the Annual Procurement Plan (APP)
• Must obtain Authority to Commence, (at the level
  set by the APP, A, B or C)
• Competition is required
• MUST advertise on the Councils website and
  Supply4London
• Must obtain Authority to Award, (at the level set
  by the APP, A, B or C)
• A contract must be in place between the parties.

12
What we must do for total spend over 173,934

• MUST be on the Annual Procurement Plan (APP)
• Must obtain Authority to Commence, (at the level
  set by the APP, A, B or C)
• Competition is required
• Tender conducted in accordance with EU
  Regulations
• MUST advertise on the Councils website and OJEU
  (Official Journal European Union)
• Must obtain Authority to Award, (at the level set
  by the APP, A, B or C)
• A contract must be in place between the parties.

13
Responding to ITTs

• Responding to PQQs/ITTs
• Please read the instructions carefully,
  particularly with regards to dates, and content
  format.
• Late is late Late PQQs and ITTs will not
  accepted, return your bid early.
• Use the clarification period to understand the
  Councils requirements.
• Answer ALL questions honestly, dont assume the
  answer we are expecting, or the weighting placed
  upon it.

14
Evaluating PQQs and ITTs (1)

• The scores and weightings for all questions will
  be published.
• There are no sub-criteria.
• This will enable you to focus your attention on
  the key requirements of the bid.
• Scoring used
• 0 Absent
• 1 Very weak almost completely unacceptable
• 2 Weak well below expectations
• 3 Poor below expectations
• 4 Slightly Below expectations
• 5 Meet expectations
• 6 Slightly exceeds expectations
• 7 Good above expectations
• 8 Very good well above expectations
• 9 Outstanding
• 10 Exceptional

15
Evaluating PQQs and ITTs (2)

• Successful and unsuccessful letters will be sent
  to all evaluated bids.
• These will contain your scores for quality and
  price.
• The strengths and weaknesses of your bid against
  the winning bidder.
• Hounslow is happy to provide additional feedback
  to help you understand how you can win future
  business.

16
Contacting Procurement

• Procurement Mail Box
• procurement_at_hounslow.gov.uk
• Childrens and Adults
• Lyn Hitchinson 020 8583 5942
• lyn.hitchinson_at_hounslow.gov.uk
• Regeneration, Economic Development and
  Environment
• Rani Jassar 020 8583 6468
• rani.jassar_at_hounslow.gov.uk
• Corporate Resources
• Andy Gray 020 8583 5770
• andy.gray_at_hounslow.gov.uk

17
Contacting Procurement

• The Councils Constitution which includes the
  Councils Tender and Contracts Regulations and
  Finance Regulations.
• http//intranet.hounslow.gov.uk/index/c/constituti
  on.htm