PUBLIC PROCUREMENT Advice and information from the experts on the public procurement, etendering and framework agreements

Business opportunities in selling to Government

Public procurement is the process by which public bodies buy from suppliers and covers a wide range of buying decisions, from large-scale infrastructure projects to small everyday items.

How can I grow my business by selling to Government?

Understanding public procurement and the guidelines associated with it is key to businesses of all sizes succeeding in a competitive market either at home or internationally through our membership of the European single market. The SME sector plays a fundamental role in contributing to economic growth and employment in Ireland. Public procurement offers significant opportunities to businesses of all sizes and the Office of Government Procurement (OGP) wants to encourage SMEs to avail of these both in Ireland and across the wider EU market. The underlying principles are always the same; to ensure competitiveness, transparency, inclusivity, and that there be a delivery of value for money. In Ireland, procurement rules apply to how public money is spent and is closely monitored. The process opens up the market and ensures that opportunities for businesses are made available openly and regularly. The State spends approximately ¤8.5 billion every year on goods and services

which represents a considerable business opportunity.

Innovation is important in all sectors of the economy and public procurement is a major instrument by which Government can encourage and stimulate innovation in the Irish economy. The OGP recently published a Request for Tender (RFT) for the provision of “tools, hardware, and consumables” to the Irish Public Sector. Under this RFT, the tools, hardware and consumables covered a wide range of goods and supplies used for the maintenance of buildings, parks, depots, gardens, etc. The RFT was published on eTenders (etenders.gov.ie). This RFT will cover most public service hardware requirements for the coming years, so if you missed out, it’s essential that you become familiar with eTenders ahead of the next competition!

What is eTenders and why you should register your business

eTenders is the Irish government’s eProcurement platform managed by the Office of Government Procurement. It is the central facility where you can register to find competitions and award notices advertised by public bodies for local projects, right through to high-value projects advertised across the whole of the EU. Registering on eTenders (etenders.gov.ie) and setting up email alerts to match your type of business, will keep you in the know when the public sector are looking for goods or services that your business provides. Central Government, Local Authorities and all other public sector bodies will publish their request for tenders (RFTs) on eTenders, giving your company the opportunity to submit a bid and gain new business. Registering for eTenders is straightforward and only takes a few minutes. The site contains Prior Information Notices (PINs), which give advanced notice that a procurement process is planned within the next twelve months and live opportunities in the form of requests for tenders (RFTs). You will find all the tender documents needed to submit a bid on the eTenders platform and using eTenders is completely free. Alerts about new competitions are sent out on the basis of codes from the Common Procurement Vocabulary (CPV). Codes are allocated to all of the goods and services commonly procured across Europe and you can select to receive alerts on the basis of categories of goods (like “tools”) or more specific products (like “saws”). These codes can be found when you register for alerts on eTenders.

OGP YouTube channel and InterTrade Ireland Go2Tender programme

While the OGP works by aggregating public sector demand to maximise value for money, there are a number of measures in place to support SME engagement in public procurement competitions. The OGP also engages with industry representative bodies such as Hardware Association Ireland and through the SME Advisory Group. These groups provide feedback on how the OGP can engage better with businesses of all sizes. A useful source of information is the series of animations created by the OGP on its YouTube channel. You can find the YouTube channel by following the link from the OGP’s website, ogp.gov.ie. The videos available online explain the procurement process as well as how to register on eTenders and to create alerts. You can also find testimonials featuring successful Irish SME bidders. Another great support available to your business is the successful Go2Tender programme delivered by our partners in InterTradeIreland. InterTradeIreland provides a range of development supports to businesses across the whole island of Ireland. The Go2Tender programme aims to give SMEs across the island of Ireland the confidence, skills and knowledge to successfully compete for public sector tenders in their own jurisdiction and on a cross-border basis. The programme consists of two days’ training by experienced bid specialists. Participating in the Go2Tender programme would benefit your business in gaining a better understanding of the public procurement process and how to be successful and grow your sales. More information about upcoming workshops can be found at InterTradeIreland.com OGP provide procurement solutions, advice, guidance, and systems to organisations across the public service.

For more information please visit ogp.gov.ie or contact them via email at support@ogp.gov.ie

Tips for Public Procurement Contracts

Patrick Downes is the founder of Lionheart where he works closely with organisations who are continuously engaging with the state sector on tender submissions. In this article he shares some tips and tricks gleaned from his experience of the process.

A few years ago, I had the experience of investing quite a bit of time and effort into competing for a state tender. I found it to be a complex and time-consuming process. To add insult to injury, despite my best efforts, I didn’t win the bid. So, let me share what I’ve learned since.

Size of the Prize

It seems to me that context can sometimes be worth 90 IQ points, so let’s put it in context. We know from the recent Budget that from a prize point of view the Public Capital Programme will be over ¤10 billion next year. In addition, we also know that the semi-state sector will require ¤8 billion and Ireland’s 3,000 contracting authorities will tender for ¤15 billion. That’s a staggering ¤33 billion.

If You’re Not in, You Can’t Win

As Wayne Gretzky famously reflected “You miss 100% of the shots you don’t take.” So too it is with tendering and you need to engage with the process in order to succeed. The primary portal for public sector tenders in Ireland is www. etenders.gov.ie. The first thing you need to do is register and set up alerts on areas of interest. Etenders are very active on Twitter so I would also suggest you follow them at @etendersie. No harm in taking a look at Intertrade Ireland’s Go-2-Tender website as another valuable resource.

Get Your House in Order

Public Procurement is a process driven exercise and you need to prepare yourself accordingly. It’s a little bit of work but definitely worth it to build up a Tender file which contains templates of questions that you will be asked and this may include Company profile/org chart, VAT and CRO numbers, accounts/financial statements, CVs of key personnel, product brochures, accreditation certificates and copies of insurance policies. An important element of this file will be your Tax Compliance Certificate. This is a vital document, as if you don’t have one you cannot be given a state contract. If for whatever reason you don’t have one, I suggest you go to www.revenue.ie and get one without delay.

Read the Tender Carefully

Then read it a second time. Consider what the buyer wants and pay particular attention to specification’s and words like “Shall”, “Will” and “Must”. Don’t be shy and seek clarification if necessary. Ask if there are points for Green Procurement initiatives and if there is, ensure you are able to get some. Pay particular attention to the evaluation weightings and focus your attention on this aspect as this is where the battle is often won and lost. Ensure sufficient information is submitted in order to allow each criteria attract maximum points that you can achieve. Complete your pricing schedule very carefully.

Submission

Follow the format and attach all requested documentation. Be specific to the competition and use the language of your particular profession. Be clear and concise. Sell the benefits of your bid that address the client’s needs. It’s always good practice to have someone double check your bid against the criterion prior to submission. Keep a close eye on the deadline and monitor Etenders for requests for information from other bidders which have to be shared as they arise. If in hardcopy check the address and send by registered post or if in soft copy request a “confirmation of receipt” on your outbound email

Every Day is a School Day

With the best will in the world you can’t win them all so if debriefings are offered engage with the process and have your questions ready in advance. If not offered request one.

Best of luck and remember what Wayne Gretzky said “You miss 100% of the shots you don’t take.”

Contact Patrick at patrick@lionheart.ie