Guide to Tendering for Public Sector Contracts in …

1 Guide to Tendering for Public Sector Contracts in Ireland and the United KingdomGuide to Tendering for Public Sector Contracts in Ireland and the United KingdomPublished by:Enterprise IrelandGlasnevinDublin 9 Tel: +(353 1) 808 2000 Fax: +(353 1) 808 2020 Email: 2004 Enterprise IrelandAll rights reserved. No part of this book may be reproduced, stored in a retrieval system or transmitted in anyform or by any means, without the prior written permission of the publisher, except in the case of brief quota-tions embodied in critical articles or authors and publisher have made every effort in the preparation of this book to ensure the accuracy of theinformation. However, the information contained in this book is sold without warranty, either express or the authors or the publisher will be held liable for any damages caused or alleged to be caused eitherdirectly or indirectly by this Guide is not intended to be a legal interpretation of the Public procurement rules.

2 It is intended simply as ameans of assisting suppliers in addressing Public Sector procurement to Tendering for Public Sector Contracts in Ireland and the United KingdomPage 2 IntroductionAbout this GuideWith vastly improved information technology and communications suppliers are now competing successfully inworldwide markets. At the same time suppliers are extremely keen to maintain and expand the level of businessthey carry out in their home market, a market that holds significant scope for increased business, particularlywithin the Public Sector . In order to successfully address Public markets in Ireland and the United Kingdom, it is essential for suppliers tounderstand how the Public Sector operates and how to respond effectively to its , the Public Sector comprises several thousand buying agencies and can appear complex and difficult tocomprehend. These agencies employ many different procedures in awarding their , the Public Sector environment differs substantially from that of the private Sector due to the regulationand control exercised on the Public Sector .

3 In common with the private Sector however, the Public Sector seeksto achieve VALUE for MONEY. There is an onus upon the Public Sector to behave in a prudent and diligent man-ner because they are spending taxpayers' Public Sector observes certain fundamental principles in all dealings with suppliers. This Guide explainsthese principles and sets out to assist suppliers in understanding the Public Sector market. It describes theessentials of the market and the needs of buyers operating within it. Above all, it gives practical advice on howto access the market and how to make the most of THIS GUIDE31 OVERVIEW & CHARACTERISTICS OF THE Public Sector MARKET17 THE Public Sector IN IRELAND AND THE UNITED KINGDOM17 THE PRINCIPLES OF Public Sector BUYING17 EUROPEAN & NATIONAL LEGISLATION18 THRESHOLDS19 THE VARIETY OF GOODS AND SERVICES202 HOW Public ORGANISATIONS PURCHASE GOODS AND SERVICES21 PROCUREMENT PROCEDURES21 THE PROCUREMENT PROCESS223 EVALUATING THE MARKET & PROMOTING YOUR COMPANY23 ANALYSING THE MARKET STAGE 123 MARKETING TO THE Sector STAGE 224 MAKING DIRECT CONTACT STAGE 324 MEETING THE BUYER - STAGE 425 SUMMARY264 TENDER ADVERTISEMENT27 NATIONAL NEWSPAPER ADVERTISEMENTS27 OFFICIAL JOURNAL OF THE EUROPEAN UNION (OJEU)

4 28 ACCESS TO THE OFFICIAL JOURNAL28 EXAMPLE OF AN INVITATION TO TENDER NOTICE PUBLISHED IN THE OFFICIAL JOURNAL 305 RESPONDING TO A TENDER INVITATION31 TENDER PROCEDURES31 CANDIDATE SELECTION CRITERIA31 EXCLUSION CRITERIA32 FINANCIAL AND ECONOMIC INFORMATION32 INFORMATION SUPPORTING TECHNICAL CAPACITY32 PREPARING YOUR TENDER33 contract AWARD CRITERIA35 LOWEST PRICE CRITERIA35 MOST ECONOMICALLY ADVANTAGEOUS CRITERIA35 EVALUATION OF TENDERS35 contract AWARD35 INFORMATION FEEDBACK36 CONFIDENTIALITY OF TENDERS36 Tendering TIPS366 CUSTOMER RELATIONS MANAGEMENT37 APPENDIX A - CENTRAL GOVERNMENT DEPARTMENTSA3 - IRELAND43 department of Agriculture & Food43 department of Arts, Sport and Tourism43 Office of the Attorney General43 department of Communications, Marine and Natural Resources43 department of Community, Rural and Gaeltacht Affairs43 department of Education and Science43 department of Environment, Heritage and Local Government43 department of Finance44 department of Foreign Affairs44 department of Health & Children44 department of Justice, Equality and Law Reform44 Revenue Commissioners44 department of Social & Family Affairs44 department of Enterprise, Trade and Employment44 department of the Taoiseach44 department of Transport44 England, Wales & N.

5 Ireland45A2 - ENGLAND AND WALES 45 Cabinet Office45 department for Constitutional Affairs45 department for Culture Media and Sport45 department for Education & Skills45 department for Environment, Food and Rural Affairs (DEFRA)46 Foreign and Commonwealth Office (FCO)46 Home Office46 department for International Development46 Northern Ireland46 Office of the Deputy Prime Minister46 department of Trade and Industry (DTI)47 department for Transport47HM Treasury47 department for Work and Pensions (DWP)47 Biotechnology and Biological Sciences Research Council (BBSRC)48 British Library48 Central Office of Information (COI Communications)48 Civil Service College Directorate (CMPS)48 Council for the Central Laboratory of the Research Council (CCLRC)48 Court Service48 Crown Prosecution Service (CPS)48 Customs and Excise48 Driver and Vehicle Licensing Agency (DVLA).49 Engineering and Physical Sciences Research Council (EPSRC)49 Export Credits Guarantee department (ECGD)49 Government Car and Despatch Agency (GCDA)49 Health and Safety Executive (HSE)49 Inland Revenue49 Insolvency Service49 Land Registry49 Metropolitan Police Service49 National Archives50 National Assembly for Wales50 National Savings and Investments50 Office for National Statistics50 Office of Government Commerce50 Office of Water Services (OFWAT) Survey50 Patent Office50 Research Council s Procurement Organisation51 Royal Mint51 Rural Payments Agency51 Small Business Service51 Treasury Solicitor51 United Kingdom Passport Service51 Welsh Historic Monuments (CADW)

6 51A3 - SCOTLAND53 Scottish Executive53 Accountant in Bankruptcy53 Audit Scotland53 Caledonian MacBrayne Ltd 53 Communities Scotland53 Crofters Commission 53 Fisheries Research Service53 General Register Office for Scotland53 General Teaching Council for Scotland 54 Highlands & Islands Airports Ltd 54 Highlands and Islands Enterprise 54 Historic Scotland54HM Inspectorate of Education54 Learning & Teaching Scotland 54 Mental Welfare Commission for Scotland 54 National Galleries of Scotland 54 National Library of Scotland 55 National Museums of Scotland 55 Registers of Scotland55 Royal Botanic Garden, Edinburgh 55 Royal Commission on the Ancient and Historical Monuments of Scotland 55 Scottish Agricultural Science Agency55 Scottish Arts Council 55 Scottish Children s Reporter Administration 55 Care Commission56 Scottish Court Service56 Scottish Enterprise56 Scottish Environment Protection Agency56 Scottish Fisheries Protection Agency56 Scottish Further Education Funding Council 56 Scottish Higher Education Funding Council 56 Scottish Legal Aid Board 56 Scottish Natural Heritage 57 Scottish Parliamentary Corporate Body57 Scottish Prison Service57 Scottish Qualifications Authority 57 Visitscotland57 Scottish Water 57 Students Awards Agency for Scotland57 APPENDIX B - LOCAL AUTHORITIESB1 - IRELAND59 Carlow County Council59 Cavan County Council59 Clare County Council59 Clonmel Borough Council59 Cork City Council59 Cork County Council59 Donegal County Council59 Drogheda Borough Council59

7 Dublin City Council59 Dun Laoghaire/Rathdown County Council59 Fingal County Council59 Galway City Council60 Galway County Council60 Kerry County Council60 Kildare County Council60 Kilkenny Borough Council60 Kilkenny County Council60 Laois County Council60 Leitrim County Council60 Limerick City Council60 Limerick County Council60 Longford County Council60 Louth County Council60 Mayo County Council60 Meath County Council60 Monaghan County Council60 North Tipperary County Council60 Offaly County Council60 Roscommon County Council60 Sligo Borough Council60 Sligo County Council60 South Dublin County Council60 South Tipperary County Council60 Waterford City Council60 Waterford County Council60 Westmeath County Council60 Wexford Borough Council60 Wexford County Council60 Wicklow County Council60B2 - ENGLAND AND WALES61 GREATER LONDON62 Barking & Dagenham London Borough Council62 Barnet London Borough Council62 Bexley London Borough Council62 Brent London Borough Council62 Bromley London Borough Council62 Camden London Borough Council62 Croydon London Borough Council62 Ealing London Borough Council62 Enfield London Borough Council62 Greenwich London Borough Council62 Hackney London Borough Council62 Hammersmith & Fulham London Borough Council62 Haringey London Borough Council62 Harrow London Borough Council62 Havering London Borough Council62 Hillingdon London Borough Council62 Hounslow London Borough Council62 Islington London Borough Council62 Kensington & Chelsea Royal London Borough Council63 Kingston upon Thames Royal London Borough Council63 Lambeth London Borough Council63 Lewisham London Borough Council63 Merton London Borough Council63 Newham London Borough Council63 Redbridge London Borough Council63 Richmond upon Thames London Borough Council63 Southwark London Borough

8 Council63 Sutton London Borough Council63 Tower Hamlets London Borough Council63 Waltham Forest London Borough Council63 Wandsworth London Borough Council63 Westminster City Council63 SOUTH EAST REGION64 BEDFORDSHIRE64 Bedford Borough Council64 Bedfordshire County Council64 Luton Borough Council (U)64 Mid Bedfordshire District Council64 South Bedfordshire District Council64 BERKSHIRE64 Bracknell Forest Borough Council (U)64 Reading Borough Council (U)64 Slough Borough Council (U)64 West Berkshire District Council (U)64 Windsor & Maidenhead Royal Borough (U)64 Wokingham District Council (U)64 BUCKINGHAMSHIRE64 Aylesbury Vale District Council64 Buckinghamshire County Council64 Chiltern District Council64 Milton Keynes Council64 South Bucks District Council65 Wycombe District Council65 EAST SUSSEX65 Brighton & Hove Council (U)65 East Sussex County Council65 Eastbourne Borough Council65 Hastings Borough Council65 Lewes District Council65 Rother District Council65 Wealden District Council65 ESSEX65 Basildon District Council65 Braintree District Council65 Brentwood Borough Council65 Castle Point Borough Council65 Chelmsford Borough Council65 Colchester Borough Council65 Epping Forest District Council65 Essex County Council65 Harlow District Council65 Maldon District Council65 Rochford District Council65 Southend-on-Sea Borough Council (U)65 Tendring District Council65 Thurrock Borough Council (U)

9 65 Uttlesford District Council65 HAMPSHIRE65 Basingstoke & Deane Borough Council65 East Hampshire District Council65 Eastleigh Borough Council65 Fareham Borough Council65 Gosport Borough Council65 Hampshire County Council65 Hart District Council66 Havant Borough Council66 New Forest District Council66 Portsmouth City Council (U)66 Rushmoor Borough Council66 Southampton City Council (U)66 Test Valley Borough Council66 Winchester City Council66 HERTFORDSHIRE66 Broxbourne Borough Council66 Dacorum Borough Council66 East Hertfordshire District Council66 Hertfordshire County Council66 Hertsmere Borough Council66 North Hertfordshire District Council66St Albans City & District Council66 Stevenage Borough Council66 Three Rivers District Council66 Watford Borough Council66 Welwyn Hatfield District Council66 KENT66 Ashford Borough Council66 Canterbury City Council66 Dartford Borough Council66 Dover District Council66 Gravesham Borough Council66 Kent County Council66 Maidstone Borough Council66 Medway Council (U)

10 66 Sevenoaks District Council66 Shepway District Council66 Swale Borough Council66 Thanet District Council66 Tonbridge & Malling Borough Council67 Tunbridge Wells Borough Council67 OXFORDSHIRE67 Cherwell District Council67 Oxford City Council67 South Oxfordshire District Council67 Vale of White Horse District Council67 West Oxfordshire District Council67 SURREY67 Elmbridge Borough Council67 Epsom & Ewell Borough Council67 Guildford Borough Council67 Mole Valley District Council67 Reigate & Banstead Borough Council67 Runnymede Borough Council67 Spelthorne Borough Council67 Surrey County Council67 Surrey Heath Borough Council67 Tandridge District Council67 Waverley Borough Council67 Woking Borough Council67 WEST SUSSEX67 Adur District Council67 Arun District Council67 Chichester District Council67 Crawley Borough Council67 Horsham District Council67 Mid Sussex District Council67 Worthing Borough Council67 SOUTH WEST REGION68 BRISTOL68 Bristol City Council (U)68 CORNWALL68 Caradon District Council68 Carrick District Council68 Kerrier District Council68 North Cornwall District Council68 Penwith District Council68 Restormel Borough Council68 DEVON68 East Devon District Council68 Exeter City Council68 Mid Devon District Council68 North Devon District Council68 Plymouth City Council (U)68 South Hams District Council68 Teignbridge District Council68 Torbay Council (U)68 Torridge District Council68 West Devon Borough Council68 DORSET69 Bournemouth Borough Council (U)69 Christchurch Borough Council69 East Dorset District Council69 North Dorset District Council69 Poole Borough Council (U)69 Purbeck District Council69 West Dorset District Council69 Weymouth & Portland B