Consultancy Services for Buyers
I am a freelance procurement professional, with expertise in the delivery of compliant routes to market, stakeholder engagement and market analysis, full OJEU tendering project management (from developing requirements to contract award), specification writing and procurement strategy.
I have a breadth of experience in contract negotiation and formation and am able to identify value for money solutions to meet buyers’ needs. Having been responsible for Brighton and Hove City Council’s procurement savings reporting, and having lead on both social value and sustainability, I try to take a “big picture” approach to purchasing, taking into account the spectrum of bespoke priorities and requirements each buyer may have.
In my most recent employed role I managed all procurement activity relating to Brighton and Hove City Council’s Information Technology and Digital, Corporate and Professional Service contracts. Line managing a team of four staff, I was responsible for my category’s annual spend of approximately £40m, developing and implementing the team’s procurement strategy and managing change and modernisation within procurement on behalf of the council. My position within the team also meant that I was responsible for maintaining a portfolio of upwards of 650 contracts.
Working within in the public sector, on behalf of the buyer, for a number of years has provided me with a framework of best practice and an awareness of governance protocols and processes that must be followed within the public sector as well as the importance of early stakeholder engagement and buy in.
Strategic Procurement
Contract Performance Management
- Develop category management plan(s)
- Develop procurement strategy
- Data collection, interpretation and analysis for reporting purposes i.e. third party spend reporting, savings reporting etc
- Market trend analysis
- Maintain contract portfolio
- KPI design with a focus on identifying useful and measurable indicators and industry benchmarking to set targets
- Setting up systems and processes for performance monitoring
- Contract management training in best practice, resource allocation and priority management
Development of Statement of Requirements (SOR) / Specification
Procurement Options Appraisal
- Compile a list of requirements in order to achieve the outcomes defined within the PID
- Engage with stakeholders for contributions, particularly in specialist areas such as IT and Digital, Finance, HR to ensure buy in from various teams and support in the implementation of the contract moving forward
- Identify essential and desirable requirements and set minimum thresholds where appropriate
- Development of the SOR / specification will be iterative. Write, review and resubmit each iteration to project sponsor for approval and comment
- Ensure wider priorities of the buyer are captured and considered within the document including social value, environmental considerations, value for money, legislative requirements (i.e. GDPR) and Key Performance Indicators (KPIs)
- Full market analysis based on SOR
- Benchmarking exercise, examining comparable buyer contracts
- Assessment of alternative routes to markets including exploration of suitable frameworks and tendering options
- Write full report describing options for use internally when seeking authorisation or to supplement a business case
Preparation of Tender Documentation
Preparation of Contract Documentation
- Construct evaluation criteria in collaboration with stakeholders
- Designate appropriate weightings to evaluation criteria, including identifying essential and desirable components of the SOR
- Develop sensible supplier questions and model answers to ensure robustness, transparency and fairness in the procurement process
- Develop evaluation scoring matrix and scoring instructions for evaluation panel
- Prepare OJEU opportunity notice, PIN and/or Contracts Finder notices where applicable and publish on behalf of buyer
- Develop suitable contract terms and conditions for the contract
- Engage with the buyer’s legal representatives where appropriate
- Identify minimum requirements relating to liability and warranties with project sponsor
Evaluation Reporting (regulation 84 report)
Contract Award and Handover for Mobilisation
- Preparation of fully compliant regulation 84 report detailing the process followed and the outcome for authorisation purposes
- Supply of full audit trail
- Make recommendations for the appointment of a supplier / contractor
- Notify suppliers of award decision
- Create and distribute feedback to unsuccessful suppliers
- Prepare contract award notices and publish on behalf of buyer
- Liaise with successful supplier to agree final form of the contract
- Provide full contract terms and conditions read for signature by parties
Business Case Development
Project Management
- Engage with relevant stakeholders including budget holders, senior management, finance, legal etc in order to gather information to develop a project rationale
- Write full business case report describing aims and objectives, options appraisal (including preferred option), rationale, finance requirements and implications and risk assessment
- Firm up project timeline
- Assess and record buyer priorities
- Ongoing risk assessment and mitigating actions
- Provide full auditable records of process and outcomes
- Provide lessons learned feedback following completion of the project
Project Initiation Documentation (PID)
Stakeholder Engagement
- Gather information from key stakeholders to develop an outline project plan including identifying key objectives and defining what a successful outcome looks like
- Gather information on internal governance processes and rules
- Assign roles and responsibilities to the project team
- Write and present project plan to project sponsor
- Liaise with key buyer appointed stakeholders to develop SOR
- Identify ultimate contract manager
- Identify Budget Holder
- Engage with partner organisations where applicable
- Market engagement to assess options and products available
- Conduct consultation where applicable
Manage Tender Process
Manage Evaluation Process
- Conduct a fully electronic tendering process compliant with the Public Contract Regulations including any of the following routes to market:
- Request for Quote (RFQ)
- Sub-OJEU Invitation to Tender (ITT)
- OJEU ITT
- With or without Selection Questionnaire (SQ) Stage
- Setup of Dynamic Purchasing System (DPS)
- eAuction
- Manage Supplier correspondence and clarifications
- Appoint evaluation panel members and obtain signed declarations of interest and confidentiality of undertaking
- Develop and provide comprehensive instructions for panel members to complete the evaluation of tender submissions
- Collations of scores and clarification questions
- Follow up clarification phase with suppliers
- Provide completed evaluation scoring matrix identifying final tender scores and
DPS Management Services
Ad Hoc Services
- Provide DPS tender documentation
- DPS tender manangement, including applications and ITTs
- Evaluation of ITTs
- Evaluation reporting, section 84 reporting
- Provide guidance documentation in order to upskill workforce
- Supply template documentation for buyer going forward
- Process mapping and development of lean system improvements to improve efficiency in working processes
- Change Management services including drafting internal / external communications
If you are interested in any of these consultancy services and would like to request a bespoke quote, please contact me using the online contact form
Key Phrases
public sector, tendering, procurement, contracts, bid, bids, bid writing, tender, tenders, tender writing, council contract, government contract, UK, carbon footprint, carbon reduction, cost savings, sustainability, net zero, carbon neutral