Summary of Key Points to Remember
Zone A - Preparation
- Register on Public Contracts Scotland and sign up for email alerts.
- Ensure that your Supplier profile is up to date and that you have signed up for email alerts.
- Analyse your business in a public sector context - understand what parts of the public sector seek your business, and how much is usually spent per year.
- Attend 'Meet the Buyer events' and use other means of making your business known to your target market.
- Understand whether your business has the resources to commit to high value and complex procurement procedures ( formal tendering process) or whether the lower value quotations route is more suitable for your business - or a mixture of the two.
- If you are unsuccessful, get feedback through a debriefing session with the buyer.
- If you have a concern about a specific procurement process contact The Single Point of Enquiry (SPoE).
Zone B – Bidding
- Key points to consider before tendering or preparing a quotation.
- Analyse the Contract notice and/or procurement documents - can you match the technical, skill and experience requirements?
- How much will it cost to prepare your bid? Does the potential profit from the contract justify your interest?
- Would the work fit in with your strategy and positioning of your business? If the contract is very high value the procurement could take the best part of a year to be concluded - does this timescale fit with your existing business commitments?
- Assess how the contract would affect your other work, staffing and ability to take on other new business.
- How important the customer is to your business?
- A quotation should cover the following:
- A breakdown of the requirements as understood by the supplier - this is to ensure that any misunderstanding in the requirements are identified and clarified early on.
- A description of how the supplier has the skills and experience to deliver the requirements.
- Practical details of how the requirements will be fulfilled.
- Any guarantees, After Sales Service, or warranty period.
Tendering for Contracts
- Note interest in the contract.
- Access the procurement documents.
- Ensure you fully understand the requirement - ask the buyer for clarification on any point if required.
- Ensure you have sufficient capacity to resource 1) the bidding process 2) delivery of the requirement if the bid is successful.
Zone C - Delivery
When delivering the contract suppliers should:
- Ensure timescales are met
- Respond quickly to queries or problems
- Submit invoices on a regular basis, in accordance with the conditions of contract.
- Don't be afraid to suggest new products/solutions. Innovation is frequently welcomed.
- Understand the performance criteria you are expected to meet when delivering the contract.
- Speak to your customer regularly to ensure that you are both getting the maximum benefit from the contract.
Page updated: Wednesday, January 11, 2017