Dental Access Programme
Bidder Information Event Guidance (Version 1)
[Interactive Procurement Plan Step 8]
What is the purpose of a bidder information event?
PCTs/SHAs may wish to hold bidder information events:
- As a process of engagement;
- To "sound" the market and gauge interest;
- To assist interest by explaining the procurement process; and
- To provide potential bidders with an opportunity to understand the requirements.
It is recommended that PCTs/SHAs be clear on the purpose of holding such an event from an early stage and that the purpose is communicated to all parties that are to be invited.
Experience from the Equitable Access to Primary Medical Care procurements shows that regional bidder events (SHA wide) are advantageous in terms of resourcing and attracting sufficient interest.
The purpose and content of any bidder event will influence whether the event is held:
- Before formal engagement with the market (before advert issued)
- After formal engagement with the market (after advert issued)
Before formal engagement with the market
Objectives:
A bidder information day at this stage may include some of the following objectives:
- Take market soundings onwhat can and can’t be delivered
- Understand the market barriers
[DN: if you allow input into service specifications at this stage, there could be an argument that the procurement / requirements have been designed to favour those bidders, thereby distorting competition and creating an unfair basis on which to bid]
- Warm up the market before formal engagement – allowing greater likelihood of innovative solutions
- Get an understanding of who the market players are and gauge the interest in providing the required services
- Inform development of the procurement structure and strategy
As formal engagement has not commenced with the market, there is greater flexibility on how the events can be operated and the content that may be covered. However, care should still be taken not to do anything which may serve to distort competition (for example, by giving those bidders that attended the information day an advantage over any that did not).
Recommendations:
- Do not discuss anything with bidders which has the effect of tailoring the procedure according to their responses.
- Do not reach any conclusions as to the service requirements on the basis of discussions with bidders at the event (i.e.: which may have the effect of giving those bidders an unfair advantage).
- Do not structure the procurement so as to favour any of the bidders attending the event.
- Do not enter into discussions with bidders as to the content of the specifications or their solutions.
- Be sure to include all information issued / created on the day (as appropriate) within the tender documentation, once the procurement process commences.
After formal engagement with the market
Once formal engagement with the market has commenced, all bidders must be treated fairly and equally and the procurement should follow an open and non-discriminatory process. This means that all interested bidders should be given an equal opportunity to participate in such events and have access to the same information.
Objectives:
The objective of holding a bidder information event after advert publication could be to:
- Ensure all potential bidders are given an equal opportunity to fully understand the requirements of the procurement and content of the PCT Memorandum of Information
- Inform all potential bidders of the procurement principles and next steps
- Provide potential bidders who are unfamiliar with procurement processes with a greater understanding of how the procurement process will work and the rules (i.e. how to raise clarification questions, declaring conflicts of interest, timing etc)
- Increase market interest and attract a greater number of responses to the Pre-Qualification Questionnaire, with the aim of increasing the number of bidders thatsuccessfully meet pre-qualificationcriteria
- Inform development of the procurement structure and strategy
Potential content and structure:
Only information that is available in the public domain (by way of already published material e.g. advert or Memorandum of Information) should be disclosed at a bidder information event which is held after the advert has been released. In other words, no new or additional information relating to the PCT's requirements should be disclosed. The bidder information event should be treated as a forum for clarification of outstanding issues only (i.e.: in terms of, for example, the information published in the advert or Memorandum of Information).
Therefore, subject to the comments above, the event may be structured as follows:
–Introduction and welcome / housekeeping
–Objectives of the day
–Objectives of the procurement
–Scope of procurement
–Procurement principles
–PCT scheme overview
–Clinical objectives and principles,
–Procurement process
–Next steps
–Key requirements that bidders will be required to satisfy
–Questions and Answer session
PCTs may also consider publishing the presentations from the bidder information day on their website (template presentation slide available at Annex A).
Recommendations:
- Ensure that everyone who has expressed an interest is in the same position.
- During engagement with the market, PCTs/SHAs should be cognisant that incumbent bidders are not involved with the production of specifications or management of procurement.
- The bidder information events should not be used to discuss or test the attendees'proposed solutions.
- No new information or additional requirements should be disclosed at the event. For example, additional information on pricing, finance and affordability, to that already provided in published documentation.
- PCT representatives present at workshops or information events should avoid answering questions where only partial information is known or the representative is unsure of the correctness of the information. Any such questions should be recorded and answered after the event and circulated to all potential bidders short-listed.
- Where the bidder information event is held prior to the deadline for submission of the PQQ, all information pertinent to preparation of the PQQ arising out of the event should immediately be circulated to bidders that did not attend.
Practical considerations:
In addition to identifying the objectives of the event and the content to be covered, practical arrangementswill need to be made, including:
- Invitations – It is recommended that to ensure focus on the objectives of the day, the invitations to such an event should be limited to potentialbidders only
- Agenda – Set the agenda for the day and send at least an outline agenda with the invitations so that everyone is clear on what will be covered and expectations are managed
- Venue – Arrange a suitable venue that will accommodate the number of attendees. Seating plans/arrangements should be thought about,as well as potential break out rooms for interactive workshops where they are planned.
- Catering – Ensure adequate catering for all attendees
- IT – If presentations are to be given, a lap top,computer and projector may be required.
- Presentations and speakers – Who is presenting at the event? It may be useful to have legal support where it is intended to offer guidance on the procurement process
- Questions and Answers preparation – If there is to be a question and answer session, pro-active preparation for this may be useful (e.g.: to avoid the inadvertent disclosure of information, which may have the potential to distort competition, create an unfair advantage etc). Is there any indication of what questions maybe asked?
- Feedback forms – Consider handing out feedback forms for delegates to complete
- Delegate list and information packs for delegates – Consider handing out a delegate list and presentation pack on the day and making these documents available on the PCT website.
Annex A – Template presentation slide