Private sector organisations are still affected by the public sector regulations, if payment for goods and services are coming from the public purse. In this webinar, Kath Johnson from YPO provides you with a broad overview and insight into the many options that a public sector buyer considers, when choosing their compliant route to market. She takes you through the different stages of participating in e-tendering portals, from registering your organisation, through to completion of a tendering process with some helpful tips in between. By Kath Johnson from YPO

1. Procurement Portals
Unravelling the mystery – with tips to increase participation

2. Introduction
E-tendering portals are
trying to mimic the
sealed tendering
process or yester-year
Transparent and
Accountable

3. Regulations - Who needs to comply?
OJEU Permissible Users
• https://www.ypo.co.uk/about/customers/ojeu-permissible-users
Examples of Regulations
Public Contract Regulations 2015
Utilities Contract Regulations 2016
Concession Contract Regulations 2016
https://www.gov.uk/guidance/public-
sector-procurement-policy

4. The Public Sector Buyer - Options
1. Estimated value of spend
2. OJEU Threshold
3. Three quotes
4. Open Tender
5. Establish Own Framework or DPS
6. Search for Existing Framework or DPS
– Scope 
– Incumbent suppliers 
– Local competitors 
– National providers 
Procurement Policy Note
From 1st January 2020
Supply, Services and Design £189,330
DPS = Dynamic Purchasing System
Just like a Framework Agreement except
• New providers can apply to join at any time
• Pricing for Direct Award is not an option
Risks No-one bids
Tenderers miss the deadline
Low SME engagement

5. Tendering Options in Brief
Open Procedure
Restricted Procedure – Pre-Qualification
Competitive Dialogue
Competitive Procedure with Negotiation
No pre-selection
Pre-Selection for capacity, capability and
experience – two stage process
Complex or risky projects but not for off-
the-shelf products/services.
If it’s not possible to specify requirements

6. Standard
Documents
Invitation To Tender (ITT)
• Scope i.e. approximate contract value,
duration, specification
• Process i.e. the rules
• Timetable
• Scoring Methodology
• Weightings
• Award Criteria
• Quality Questions including Social Value
Pricing Schedule
DRAFT Terms and Conditions

7. Suppliers’
Actions
AT PRESENT
• Register on Tenders Electronic Daily for EU
• Search on Contracts Finder for England
 Public Contracts Scotland for Scotland
 Sell2Wales for Wales
 eSourcing NI and eTendersNI for Northern Ireland
• Register on other e-tendering portals such as
ProContract, Bravo,
• Maintain good housekeeping
- Monitoring Notifications
- Departing Staff

8. Brexit
When Brexit is done – Find A
Tender
• Advice for Business
• From 1 January 2021, you will
be able to use Find a Tender
to view public procurement
notices published by UK
contracting authorities.
• You will still be able to use
existing portals such as
Contracts Finder, MOD
Defence Contracts Online,
Public Contracts Scotland,
Sell2Wales and eTendersNI to
view low value or location
specific notices.
• All the EU
procurement
regulations have
been adopted into
UK law and
therefore will still
apply until the
government
change the laws.

9. Vendor Profile - SSQs
• Vendor Profile – Standard Selection
Questionnaire
• Workgroups
• CPV Codes – Common Procurement
Vocabulary

10. During the
Clarification
Period
• Terms and Conditions
• Tender Particulars – Scope etc.
• Adhere to deadlines
• Never Assume

11. Responses to Quality Questions
1. Stick to the word count
2. Read the question
- Answer each point
- More is more
3. Stick to the rules
4. Don’t assume
- Clarifications via messages
- Read all the documents
5. Do not Canvass
Any Tenderer who directly or indirectly
canvasses any officer, member, employee,
or agent of XXXX or its members
concerning the establishment of the
Framework Agreement/DPS/Tender or who
directly or indirectly obtains or attempts to
obtain information from any such officer,
member, employee or agent or concerning
any other Tenderer, Tender or proposed
Tender will be disqualified.

12. Social Value
& KPIs
SOCIAL VALUES
• Research the buyers’
needs
• Donations of Food or
Clothes
• Charity Events
• Education Events
• Working with SMEs
• Caring for our
Environment
• Packaging and Plastic
Reduction
• Floods and Pollution
KEY PERFORMANCE
INDICATORS
• On time deliveries
• Speed of completion
• Number of new
enquiries
• Number of issues
• Resolving issues

13. Marketing
After award – tell the world

14. THANKS FOR LISTENING
Kath Johnson
Category Buyer - Highways
YPO - Better value, delivered.
| Mob: 07966886167
www.ypo.co.uk