Public Procurement for SMEs

DOCUMENTS TO HELP YOU CREATE A SUCCESSFUL TENDER FOR THE PUBLIC SECTOR
The National Procurement Service has created a number of documents to help SMEs in the tendering process to the public sector. So for all information related to supplying the National Procurement Service click here.www.procurement.ie/suppliers/template-documents-0


TOP TENDERING TIPS FOR PUBLIC SECTOR CONTRACTS from the National Procurement Service
1. Find out what opportunities are out there
Register on e-Tenders www.etenders.gov.ie and the following specialist internet website such as:
https://e-sourcingni.bravosolution.co.uk
www.ogc.gov.uk
http://ted.europa.eu

2. Search for lower value contracts and publish your ”supplier profile“.
Don’t be shy about asking public-sector organisations about the contracts available

3.Market your goods and services

4. Only tender for work you can do

5. Read the tender document carefully
Make sure you understand it. Seek clarification if necessary.

6. Understand the specification, identify the mandatory (key) requirements
Check that you can meet the mandatory requirements which may be
highlighted by words like - Shall, will, must. Can you address them?
If you can‘t, consider, it is worthwhile tendering.

7. Consider what buyers want
- evidence that the tenderer can meet the need by demonstrating
capability, capacity, relevant experience.
- The tender will meet the tender specification, i.e. will deliver what’s
being asked for and provide the requested information in the format
specified.
- The tender will agree to the contract Terms and Conditions.

8. Tender submission
Follow the requested format and Instructions to Tenderers, Attach all
requested documentation and / or samples. Remember criteria weightings
indicate the relative importance of each area. Ensure sufficient information
to allow each criterion to be evaluated. Complete the pricing schedule very
carefully.

9. Do not submit general "brochure" type proposal
Be specific to the competition. Be clear and concise and relevant in
response to all requirements. Arrange for someone to review the proposal
before you submit it.

10. Ensure your tender is received on time and at the correct address!

11. Understand the evaluation process
There are three steps in the public procurement process regardless of the
procedure used Compliance, Selection, Award.
Contract award is either based on Lowest Price or MEAT (Most Economically
Advantageous Tender) , which will consider price and other factors
such as whole life cost and proposed methodology and approach

12. Prepare for success – Manage your key information
Don’t wait until you see a suitable tender advertised before you go looking
for the required documentation. Maintain a Tender content library to
include: Company organisation chart, Financial Accounts/Statements,
Insurances, Accreditation Documents, References, Key Staff Biographies

13. Post tender review
This should be conducted by the Tender Manager and consider the
following - Inadequate planning: was sufficent effort / time put into
planning the tender and was this reflected in the quality? - Inadequate
administration: was there incorrect or missing information? - Price: was
the pricing schedule completed at the correct level? - Information: were all
essential / relevant elements included? Was an incomplete / non-compliant
tender submitted because the requirements were not fully understood?

14. Debriefing
– If debriefings are offered, attend and prepare your questions in advance.
Remain calm. If debriefing is not offered, request one.