Supporting the local economy in Surrey. 14 th June 2012

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1 Supporting the local economy in Surrey 14 th June 2012

2 Surrey Based Suppliers Opening up business opportunities in Surrey. Andrew Forzani Head of Procurement and Commissioning

3 Agenda 6.30pm Welcome by FSB Hon. National Chairman, John Walker 6.35pm Welcome by David Hodge, Leader of the Council 6.50pm Opening up business opportunities in Surrey. Andrew Forzani, Head of Procurement and Commissioning 7.05pm 7.25pm The buyer s perspective: hints and tips on preparing a bid Apprenticeships in Surrey 7.35pm Breakout sessions - meet the category specialist, share ideas, views and feed back: Property, Highways, Soft FM IT Human Resources and Other Categories 8.00pm Feedback and Q&A session main room 8.20pm Closing Comments pm Networking session & Close

4 Why are we here? Recognition that we need to engage more with our local suppliers to deliver value for residents and contribute to Surrey economy This is a change of direction for us in some spend areas Need to commence a debate on how we best do this we need your input This is only the start

5 Where our money is spent: Surrey County Council s annual spend [ m] Corporate Services incl. IT, HR, Financial Services, Estate Management, 86 Environment & Services incl. Waste Disposal, Recycling, Transport, Street Lighting, 220 Children & Young People, 119 Adult Social Care, 267

6 Our Corporate Strategy for : We will reduce our costs by more than 200m over the next five years. We will support Surrey businesses by shifting up to 60% of Council spending These targets are not independent

7 60% Our target: 60% spend with local firms 53% Current spend with local businesses: 53%

8 What have we done already We are reviewing our sourcing process to simplify this and make it easier to bid (including the technology) We will be implementing a supplier portal that helps put sub-contractors and main contractors in touch with each other (creating local supply chains) We are creating specific category strategies for local suppliers Property as a leading example where others will follow

9 Case Study: Local Supplier Strategy Delivery of Planned Maintenance Works by Surrey Based Contractors

10 Objectives Engage local contractors to deliver minor planned maintenance works Meet or exceed 60% target of spend through Surrey based SME s Help create sub-contracting opportunities with main (Framework) contractors (75% target)

11 Current arrangement One major contractor 20,000,000 annual spend:- Responsive building works 4m Planned building 6.4m M&E planned 9.6m

12 Property Procurement SEaL Tier 1 contractors for large projects (> 1.5m) Local Area Construction Framework for medium size ( 75k to 1.5m) What about smaller projects below 75k? Questions over vfm offered by larger suppliers at this level

13 Proposed SME arrangements Circa 130 SME s are offered 7.7m p.a. of planned maintenance jobs Each firm gets 6 tender opportunities Job size is from 7.5k to 75k Further 15m of opportunities for local Surrey Suppliers at a sub-contractor level how to achieve this?

14 Networking Delivery of networking events and supporting technology (portal) to: Help our main contractors looking for local construction related businesses to enhance their existing supply chains Help local businesses looking for work opportunities, and members of the public searching for an apprenticeship or job in construction Initially being implemented in construction and will be rolled-out into other areas

15 Small Group Workshop Hilary Funnell Project Team Leader

16 Context - Public Value Review Recommendations Sourcing Team Supplier Portal Lean Process Customer Feedback Link Small group workshop 21 June

17 The buyer s perspective: hints and tips on preparing a bid Anna Kwiatkowska - Tobiasz Senior Category Specialist

18 Agenda How to bid for contracts with SCC? Opportunity Process Bravo Portal Useful Tips and Hints

19 Opportunity Where to look? OJEU Notices Surrey CC External Website Bravo e-sourcing portal Specialist press/magazines

20 Process Open Tender vs Restricted Tender Open Tender Procedure All interested suppliers invited to submit a tender. Restricted Tender Procedure Initial pre-qualification. Only the most suitable suppliers invited to tender.

21 Typical Tendering Process EU Thresholds Supplies- 173,934 Services- 173,934 Works - 4,348,350 Notice Expressions of Interest PQQ Invitation to Tender ITT Evaluation Award View through: -OJEU -SCC websites -Relevant press A prequalification questionnaire used and may result in shortlist of suppliers to reach final tender stage Timescales will be laid out and defined by the EU regulations Evaluation criteria should be laid out before tenders are sent out and ensure a fair comparison of offers Award notification will be advised with a following stand still period to allow for challenge before formal publication of award Smaller Value Purchases 3 Quotes Route could be used.

22 BRAVO Surrey s Electronic Portal You can: View our current opportunities View pan-government opportunities Register on the portal

23 Unanswered questions Common Pitfalls Attachments instead of answering the question Not reviewing the bid before submission Unrealistic commitments Relying on Surrey CC s knowledge of the organisation to fill the gaps Poor planning time and resource Lack of Surrey focus

24 Hints and Tips Preparing for Competition: Financial Stability Safeguarding policies Insurances Data security approach Business continuity Equality and Diversity

25 Hints and Tips Preparing for Competition: Localism Prevention Sustainability Outcomes driven Innovation Benchmarking Think about: partnerships? consortia?

26 Bidding process: Hints and Tips Ask questions / seek clarification Take time to review your application Allow enough time to submit your bid Do not rely on historical relationships or reputation to sell the message Respond in requested formats to ensure ability to compare for buyer

27 Useful Information Sources Surrey County Council Web Page Surrey CC Tenders Business Link Web Page Office of Government Commerce EU Procurement Tender Advert www. Surreycc.gov.uk/localSMEs

28 Surrey County Council Apprenticeships Scheme Peta Marshall Commissioning Officer for Skills & Apprenticeships

29 What are the benefits to Surrey County Council Surrey County Council s Apprenticeship Scheme provides a work based training programme designed around the needs of the organisation, the manager and the apprentice.

30 Benefits for our teams Brings new ideas and innovation to the team and organisation Interest in development for those supporting apprentices Higher productivity Improves team dynamics Succession planning

31 Benefits for Apprentices A fixed term training contract providing real work experience and a high quality training package Gain vital skills and experience in a large organisation On going support and guidance from mentors Portable Qualifications Improved employment prospects The start of a career pathway

32 The Buzz. As a team and individuals we have reflected on our processes and practices. Apprentices bring new ideas about how tasks in the team can be undertaken which provides a fresh perspective on the work. Claire O Donnell

33 More Buzz. It has provided fantastic development opportunities for members of my team and helped to hone their coaching and mentoring skills. It has also helped develop other areas such as communication and teamwork, problem-solving and IT skills. The whole team have had such a buzz from seeing our apprentice grow! Hannah Hamon

34 And Finally.. being an apprentice has helped me to develop and prepare for a full time job. I have gained skills and knowledge and my confidence has grown. Thanks to the apprenticeship scheme I am now on the career ladder, have extra training certificates and well- recognised job experience. Sophie Callaghan

35 Breakout Sessions Meet the Category Specialist - Share ideas Feed back Please join one of the three Sessions: Main Room Alpine Room Azalea Room Property (Construction) Highways Facilities Management IT Information Technology Human Resources and Any Other Categories

36 Supporting local economy in Surrey Property Category Ross Duguid Category Manager - Corporate Environment & Communities

37 Property Procurement SEaL Tier 1 contractors for large projects (> 1.5m) Local Area Construction Framework for medium size ( 75k to 1.5m) What about smaller projects below 75k? Questions over vfm offered by larger suppliers at this level

38 Property Procurement:Construction 121m forecast to be spent on Primary Schools Basics needs programme between now and 2017/18 Strategic alliance with three to four contractors c. 70% of this goes through supply chain will be working with main contractors to make this local

39 New approach 130 local SME s will be offered 7.7m p.a. of planned maintenance jobs Each firm gets 6 tender opportunities per year Each job size is between 7,500 and 75,000 Projects of over 75k go to major contractors under the new Framework Agreement Networking opportunities with main contractors to help create sub-contracting opportunities

40 The role of an independent accreditation provider Potential contractors to be pre-qualified by an external organisation Pre-qualify once bid multiple times Rotation on bidders list to ensure all suppliers have the opportunity to bid Successful tenderer is invited to next tender Contractors pay annual fee to the provider Contractors available on national database of pre-qualified contractors

41 Bidding Timetable: BUILDING WORKS (FABRIC) starts Aug 2012 Roofing; Mechanical & Electrical starts Dec 2012/Jan 2013

42 Successful contractor invited to bid for next project Contract is awarded Contractors pre-register The bidding process: 1 st round Contractor successfully pre-qualified and available to bid First come first 60 SME s served basis SCC Quantity Surveyors evaluate bids SCC invites 3 Contractors who submit bids

43 Next steps Briefing for interested contractors on 13 th July a.m. Please express interest today or via to Invitation to the briefing to follow on 22th June Look at our webpage:

44 spend 31m 388 suppliers Soft Facilities Management Services The main categories ( Catering, Cleaning, Waste and Recycling, Security services, Office removals are managed through Surrey own framework agreements). Where subcontracting is an option we plan to discuss this with the lead supplier before contract renewals. Some categories ( Signage, Doors maintenance, Washroom services, Catering equipment maintenance, Locksmiths ) need new contracts. The opportunity will be published on Surrey website.

45 Soft Facilities Management Services Opportunities exist to review the Soft FM services which are currently procured on the basis of individual specialist services. Maintain separate contracts and engage resource through re-tender as opportunity arise.

46 Split into groups of ten: Discussion What are your issues with public sector procurement? What feasible improvements do you think could be made? Have you worked with Surrey before? If so, what was your experience?

47 Feedback from breakout sessions and Questions & Answers Please share your views with us

48 Closing Comments Andrew Forzani Head of Procurement and Commissioning

49 Networking Session Thank you for your attendance For news and updates visit: Contact us on:

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