Find Bid Win Tenders Hello - PowerPoint Presentation

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FindBidWinTenders

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Hello!I am Toni Saraiva

FR – PT – UK - LV

Law – Business

25+ EU projects

Tender development for the company and companies

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What do I do?Search tendersResearch tenders

Find tenders

Write bids

Review bids

Train bidders

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What else?Procurement

EU Projects

Internationalisation

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Where are we going? Getting into the persona Ruling Europe

Crossing borders

Live from TED

Becoming ready

To Bid or not to Bid... Question time

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1.In the head of the procurers

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Buyers buying… really?

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Item requiredComments

Chavy

Ltd

Fort Motors

Dodgy PLC

Minibus

Suitable for use on rough terrain

Y

Y

Y

Engine fuel

Diesel

Y

Y

Y

Transmission

Manual

Y

Y

Y

Drive

4 WD

Y

YYSeats8 seats suitable for a long journey

88

10Storage space

Vehicle to be fitted with a full length roof rackY

N #

YTowing

Provide a towbarY

YYRoad tax

To be included for 1 yearYY

YDeliveryState time from order date

8 weeks8 weeks10 weeks

Delivery charges

To be included in the quote

Y

Y

Y

Background info

Provide contact details for 5 customers

YY

Y

Purchase Total CostNo trade in

£24,100

£21,750

£23,800

Other

#£1,800 to

fit

rack

Grand Total

£24,100

£23,550

£23,800

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Learning points

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Main PointsSpecifications are as good as the procurerCheapest is not bestIf not clear ask questions

Comply to what is asked

Do not make the life / decision of the procurer difficult

Try adding value & reassure them

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Why should you get involved with bids Public or Private?Strive for fairnessOpportunities for all

Steady reliable business

Predictable

Public sector: low risk of default

Successful in Public helps PrivateMix the two for agility

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Private add-onsQuicker process in most companiesYou know the person - you can get the contractCan/should be proactiveMany levels of influenceRisk is not necessarily a concernEnglish widely spoken Benchmarking exercise Free consultancy

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Public SectorValue for money

Accountable

Risk averse

Auditable

Fair

Private Sector

Yes

If PLC

Not always

Yes

Sometimes

Difference between Public and Private buyers

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Differences Small companiesUnregulatedReply to needs Develop new opportunitiesDeal with the person in chargeLarge corporationsMore regulatedBut still can do as they wishPublic sectorRegulated

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The different buyersThe Price buyer

The Value buyer

The Poker buyer

The Relationship buyer

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“Tenders are fixed with winner already known at the start…”

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How do procurers procure?

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Approaching Procurers and vice versaPublic / Private TED contacts Meet the Buyers events

Exhibition / conferences

Advertisements

Google ranking

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Public sector

Contracting Authority

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250 000 Contracting Authorities in the European Union

1000

High Value Tenders Daily

500 Bn Euros every year

2 000 Bn Euros 14% EU GDP

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Why are procurers the way they are?- Reduce cost Seek best value

Minimise risks

Their purchasing guidelines

UK / EU procurement rules

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2.Rules

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Directives and more directivesEU procurement directives2004/17/EC

2004/18/EC

2014/24/EU

2014/23/EU

2014/25/EU 2009/81/EC 2007/66/EC

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Continuing…Regulation on Thresholds 2015Money laundering regulations 2007

The bribery act 2010

Public contracts regulations 2015

Defence and security public contracts regulations 2011

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And more…- EU treaties- Government Procurement Agreement- Internal purchasing guidelines

- Etc.

Etc.

Etc

.

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GDPR28th May 2018

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What you need to knowEU principles Non discrimination

Equal treatment

Transparency

Mutual recognition

Proportionality

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What you need to know too Procurement Thresholds

Cambridge City Council

In France

EU level

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Cambridge City CouncilIn GBP

Under 10 000

1 Quote

No advertisement

10 000 to 50 000

3 Quotes

Advertise on website, Cambridge News, Trade Journal

EU level

Tenders

Advertise on TED

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French Public Sector Under €25 000

Free to choose

Free to choose

25

to 99 000

Free or adapted

Free or adapted

99 000

to EU Thresholds

Tenders

Advertise on e-portal

Written specification

EU level

Tenders

Advertise on TED

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KEY CONCEPT

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EU Thresholds

Euros

Central Government

Services / Products

13

5

000

All other authorities

Services / Products

209 000

Works

5

225

000

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New Rules

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Why?Make the process: Faster, less costly, more effective, modernised, flexible, commercial approach, less bureaucratic, SME friendlier, support economic growth, bring in innovation, greener, more social…

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“Tenders are just won by big companies. The process is tailored for them to win”Many company owners

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Helping businessesE-procurementCross-border easier (E-certis)

Single portal(s

)

Prompt payments

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Helping SMEsBreak tenders into “lots”Turnover cap formalised

Self-declaration (ESPD)

Prompt payments to subcontractors

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Just in one country?UK or EU

The same or very similar throughout the EU

EU or the World

The same or very similar throughout a big part of the world

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WTO - GPAEU-28ArmeniaHonk Kong

Iceland

Israel

Japan

South KoreaLiechtensteinNorway

Singapore

Switzerland

Taipei

USA

Canada

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CETA21st September 2017

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BREXIT29th March 2019Meanwhile and after...

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UN / World BankHave their own rules Usually not miles away from GPA ones…

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3.Cross-border bidding

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Considerations to bid abroadour office

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Ontarian’s abroadLast 5 years: Over 70 Ontario based companies won

Over 100 contracts won

Smallest contract: 5 000 €

Biggest contract: 25 Million €

Total value won: over 150 Million €

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S&C Electric CanadaShark Marine TechnologiesAtomic Energy of Canada

Flightscape Inc.

Nav canada

World Reach Software

South Ottawa Ltd

Babcock & Wilcox Canada

Care airline Solutions

Ontario based

Arts & Communication

SIHI Pumps Ltd

Angstrom Engineering

ESG solutions

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Proto ManufacturingScintrex LtdCSDC Systems Inc

SR Research ltd

Fugro Roadware Inc

Enervac Corp.

AMEC NSS Ltd

Qubit Systems Inc.

Optech Incorporated

Ontario based

K-line insulators

Dragon wave Inc

Newman Hattersley

BTG Intl

Kanata Electronic services

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Cross-border procurement is difficult Can you deliver? Can you protect your money? Do you have the right skills?

Do you have the right documents?

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Countries to start withCountry to start with:Public procurement:

English speaking or your staff expertise

Private opportunities:

UK/ Ireland / Scandinavian / Netherlands usually good landing places

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4.Finding tenders

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Where are they?Sometimes nowhereSometimes sent to youSometimes in Newspapers/ trade journals

Often on Contracting Authority’s website

Often national portal

Very often

on TED

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Regional Portals

Place your screenshot here

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National Portals

Place your screenshot here

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National Portals

Place your screenshot here

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EU Portal

TED – Tenders Electronic Daily

Place your screenshot here

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www.WinningTenders.euSaves Your timeLook for more databases you could have time for → more opportunities for youExpertise in matching so we find the relevant ones for you throughout the year → no more FOMO

Available to answer your questions, clarify information, speak with procurers

→

you get the right understanding of what is needed from you

Cost:300 to 1200 CAD

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KEY CONCEPT

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Market research with TED Use TED to build procurers’ contacts Use TED to plan future tenders

Use TED to find partners

Use TED to monitor competitors

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KEY CONCEPT

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ProceduresContract Notice

Tender Document

Open Procedure

Pre Qualification (PQQ)

Restricted Procedure

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Other proceduresCompetitive dialogueCompetitive with negotiationInnovation partnership

Negotiated without prior publication

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Other things to knowCheapest / MeatTime limitsLife cycle cost

Standstill period

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5.Becoming Bid Ready

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Research Research

Research

Research Research

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The minimumKnow the procurer

Know your competition

Know yourself

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KEY CONCEPT

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Add to the minimumPoliciesEnvironmental/Sustainable

Equal opportunities

Health & Safety

Risk management

Quality Management StatementAnti-bribery

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A bit moreInsurancesPublic liability

Employer’s liability

Professional Indemnity

Certifications

ISO 9001 / 14001?And the finances…

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Optimum minimumA track record in deliveringBuild up references

Aim for 5 to 10

If no Public Sector then use similar Private sector

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Your references

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6.To bid or not to bid

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Pre-qualify the OpportunityWinnable / Desirable / Deliverable / Profitable

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Reality checkCan you deliver?Can you make a profit?

Can you win?

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Some questions to ask yourselfTime to bid?Experience with similar job?Do you know the organisation?

Do you know the competition?

What if you win?

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Our bid assessment form

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“Companies need to understand, more often than not, there is just one winner. I spend more time dissuading companies to bid than writing tenders…”

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“But my boss told me to go after every single opportunity…”

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Bidding costs: MoneyEstimate the cost of the bid: Number of staff * number of hours * cost per hour + bid production + delivery

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Bidding costs: Opportunity CostCould you be doing something more profitable?

Winning new private clients

Winning other public sector work

Getting value out of existing clients

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Are you going to tender??

NO

E mail the tendering

authority and express

regret at not tendering

YES

E mail the tendering

authority and confirm

your intention to bid

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“We need special skills to bid…”

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7.Let’s try bidding…

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“I don’t need to do much, a brochure will get me the contract…”

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Main pointsRemember, competition is toughAsk questions but beware…Get and understand the scoring matrix

Add value

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Answer together

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Typical questionPlease enclose a summary of your experience in client liaison and examples of how you have been successful in this.  Please restrict your summary to no more than 250 words.

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The company’s answerOur aim is 95% plus customer satisfaction and we do this by asking all our contracts team to have a chat with the residents before we go on site and ask them what is important for them while we are working on their site they usually say stuff like noise cleaning and nor arriving on time and we have found over the last 15 years that we have been pretty good at this and they also like a single POC and we always find someone who can do this for us.

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A bit betterKey Performance Indicators

Poor

Average

Satisfied

Very Happy

Noise Level

0

0

83%

17%

Timing

0

0

79%

21%

Clean

0

0

95%

5%

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Typical questionPlease enclose details of your quality assurance accreditation e.g. BS EN ISO 9001 or equivalent. Enclose copies. If no accreditation exists please outline your quality assurance policy

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Possible answers. XYZ Ltd operate a very comprehensive, and strict, quality control programme that is utilised in every aspect of our business. The procedures that we adopt are detailed in a matrix in appendix 1.

. We are members of ABC Contractor’s association and we adhere to their code of practice and quality manual. We have never contravened any of their standards or procedures.

. We are at an advanced stage of achieving ISO 9001 and expect to

finalis

e this within 8 months. Our current procedure is following these steps: -

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Thoughts for better answersValue proposition – stand outDifferentiators – rank / use wisely

Prove – different levels

So what?

Say it clearly

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Writing and pitfallsThink at speed 500-600 WpMSpeak at 150 WpM Type from 30-80 WpM

Blank page / procrastination

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ReadabilityLimit Passive voice to 20%Flesch Score: 40 – 50 or higher

Flesch Kincaid: 9 - 12

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The importance of case studiesWhat the problem wasWhat you did about it

What the situation is now

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In the endYou win or you lose

→ Get feedback

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Ten Top TipsUnderstand the buyerUnderstand the competitionUnderstand the questions

Understand the scoring matrix

Answer the questions

Answer the questions intelligently!

Know why it should be youTell it to the procurer!Ask questions to the procurerSubmit on time!

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Main errors to avoidMaking AssumptionsLyingMissing Deadlines

Not complying

Trying to change the system

Being arrogant

Going for the wrong opportunityNot replying to the questions

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Working with partners

Thoughts on bidding in Europe

Enterprise Europe Network

Brokering events

CompeteFor

TED

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Your action planSign up to a tender alert serviceKnow your target procurer

K

now the

target

purchasing guidelinesDecide on where you fit in the marketDecide on your offer

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Any other questions?

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Thank you!Toni Saraiva

You can find me at:

toni@vaxandi.eu

+44 33 000 10 375