Vendor Workshops Oct 10, 2017 - handouts · GNWT Procurement Shared Services (PSS) Bidding and Doing Business with the GNWT Oct 2017, Art Durkee, PSS AGENDA 1. Procurement Shared
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GNWT Procurement Shared Services (PSS)Bidding and Doing Business with the GNWT
Oct 2017, Art Durkee, PSS
AGENDA1. Procurement Shared Services (PSS)2. How to bid on GNWT Tenders & Proposals3. Recent changes for contracts and purchases
under $25,0004. How to fill out Business Incentive Policy (BIP)
forms when bidding on contracts5. How to Do business with the GNWT.
2Procurement Shared Services
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1. Procurement Shared Services (PSS)
Procurement of all goods and services valued over
$25,000 for goods, and $10,000 for services(excludes
construction) from start to finish
Fair, Open & Transparent for vendors/public
adhering to GNWT policies for GNWT depts
Releases against SOA’s over $25,000
Procurement of air charters
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PSS Responsibilities
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How Do I Access/Contact PSS?• Website (when click on Procurement from the PWS home
page)
• https://www.inf.gov.nt.ca/en/services/procurement-shared-
services
• Telephone (867) 767-9044 ext 32118 - General Inquiries
• Email Support Procurement_questions@gov.nt.ca
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PSS
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Contract Event Opportunities Website
Website Features
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Listings of Event Opportunities
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2. How to Bid on GNWT Tenders & Proposals
Common Methods of Procurement
Request for Tenders (RFT)• Price-based bidding process• Evaluation of bids is based
strictly on price• Vendor submissions are
referred to as “bids” and vendors as “bidders”
• Bids must comply with all requirements and specifications unless specifically stated otherwise
Request for Proposals (RFP)• Solution-based process • Evaluation typically involves:
SolutionQualificationsExperiencePrice
• Vendor submissions are referred to as “proposals” and vendors as “proponents”
• Proposals must comply with all Mandatory Submission Requirements stated in the RFP
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Common Mistakes in BidsUnlike RFP processes, where proposals areevaluated in accordance with pre-establishedrating criterion, bids are assessed strictly oncompliance and lowest price.Bids must comply with all requirements and/orspecifications provided in the RFT documentation(unless otherwise noted). Consequently, mostmistakes in bids result in the outright rejection ofthe bid.
11. The GNWT reserves the right to negotiate price, scope of work, or both, with the responsibleand responsive bidder determined to have submitted the lowest bid after applying the Business Incentive Policy adjustment(s).
Tender EvaluationResponsible & Responsive
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How to Successfully bid on Tenders.
• Ask questions • Read and Follow Instructions and Formats• Accept the stated terms and conditions• Submit your bid on time• Make sure prices are correct• Provide the detailed information as requested.• Do not qualify or make a counter offer on your
bid submission
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Tips for writing proposals for Request for Proposals (RFPs)
• Ask questions if unclear• Organize your proposal – same format
as in the RFP• Address the mandatory requirements • Describe how you would do the work • Introduce your team • Explain your quoted price • Address each and every point • Key points to remember
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1.3.3 If a contract is to be awarded as a result of this RFP, it shall be awarded to the Proponent who is responsible and responsive and whose Proposal provides the best potential value to the GNWT. Responsible means the capability in all respects to perform fully the contract requirements and the integrity and reliability to assure performance of the contract obligations.
Proposal EvaluationResponsible & Responsive
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Tips for writing proposals for Request for Proposals (RFPs)
• Ask questions if unclear• Organize your proposal – same format
as in the RFP• Address the mandatory requirements • Describe how you would do the work • Introduce your team • Explain your quoted price • Address each and every point • Key points to remember
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Tips for writing proposals for Request for Proposals (RFPs)
• Key points to remember• Organize and match the RFP sequence• Complete, concise and precise; check & compare• Sell yourself• More points, more complete responses• Don’t forget to sign• Follow the timelines, directions, addendums• No info, no score
Common Mistakes in Proposals• Roles of team members not clearly explained
(including on previous reference projects)• Resumes for team members missing
(if requested in the RFP)• Insufficient information provided for previous
reference project (relevant experience)For example: dates missing, dollar value missing,relevance of the project not sufficiently explained, etc.
• Proposed prices (or fees & expenses) submittedin a format that cannot be evaluated
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3. Recent changes for contracts and purchases under $25,000
Red Tape Line
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Sole Sourcing• What is a Sole Source and why do Governments have
them?
• Reasons for a Sole Source:(a) performance of the contract is urgently required
and delay would be injurious to the public interest and safety;(b) only one party is available and capable of
performing the contract;(c) the contract is for professional consulting or legal
services, and will not exceed a max value; or(d) the contract will not exceed a min threshold value.
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• Reasons for a Sole Source:(a) performance of the contract is urgently required
and delay would be injurious to the public interest and safety;
Sole Sourcing
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• Reasons for a Sole Source:(b) only one party is available and capable of
performing the contract;• a legal cooperative agreement exists • geographic limits • prototype, experiment or original development• statutory monopoly• an absence of competition • compatibility, copyright, patent rights, or warranty • NWT Manufactured Product
Sole Sourcing
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• Reasons for a Sole Source:(c) the contract is for professional consulting or legal
services, and will not exceed a max value; • Professional services $50,000• Architectural or Engineering services $100,000
or(d) the contract will not exceed a min threshold value.
$5,000 $10,000 or $25,000services goods
Sole Sourcing
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Contract Regulations
• Effective April 01, 2016 the GNWT revised Contract Regulations came into effect:
• Changes to the Contract Regulations were:revised sole source limits;identifies what is a professional service.
• BIP was also revised to match Contract Regulationsreporting limits
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• Best Value• Supporting Local &
Northern Businesses
Sole Source Limits
An increase from $5,000 to under $25,000 for the procurement of untendered general goods and services;
An increase from $25,000 to under $50,000 for the procurement of untendered professional services;
A further increase from $25,000 to under $100,000 if the professional services procured are for Architectural or Engineering Services.
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Goals of the revised Limits• The revised procurement levels mirror practices in some
other jurisdictions, such as Canada and Ontario, andstrikes an appropriate balance between internal controlsand modern management.
• The GNWT policies needed to keep pace with inflation and modern management practices in other jurisdictions.
• The intent of the revised increases is to help supportnorthern businesses by procuring goods and servicesunder the thresholds, whenever possible, directly fromnorthern business.
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Goals of the revised Limits• The Government will be able to improve efficiencies as
significant effort is currently expended on low-value contracts.
The Government can now focus on higher value, and more complex contracts and standing offer agreements.
Vendors now will not have to spend as much time and resources doing formal competitions for low valued purchases.
Reporting: Goods over $25K; Services over $10K
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BIP - Order of Preference
1. Local BIP Registered business2. Regional BIP Registered business3. NWT BIP Registered business4. NWT Non-BIP business5. Non NWT businesses• If there is more than one BIP registered
business• Obtain at least 2 quotes • Ensure best value and fair opportunity
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Procuring Goods and Services under $25,000
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Process Goods North. ManufProd.
Services Prof.Services
A&EServices
Depts. on their own -Invoice, credit or contract OR use PSS
Under $25K
Under $5K
Under $10K
Under $10K
Under $10K
Req. & PSS2 quotes recommended;
$5K to $25K
$10K to $25K
$10K to $50K
$10K to $100K
NeedSole Source Form
Over $25K
Over $25K
Over $25K
Over $25K
Over $25K
Formal Tender or RFP - PSS
All values
All values All values All values
Reporting Quarterly Over $25K
Over $5K
Over $10K
Over $10K
Over $10K
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Procuring Goods under $25,000• Goods Procurement
Client departments can procure goods valued under $25k directly from vendors. Excluding leases and services and products listed under the GNWT Northern Manufactured PolicyCan use phone call or simple contract and pay by invoiceCan pay by Credit CardUse Standing Offer Agreement (SOA)Must follow BIP priority – Client responsibilityRecommended to get 2 quotes
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Procuring Services under $10,000• Services Procurement
Client departments can procure services valued under $10k directly from vendors. Excluding leases and services and products listed under the GNWT Northern Manufactured PolicyCan use phone call or simple contract and pay by invoiceCan pay by Credit CardUse Standing Offer Agreement (SOA)Must follow BIP priority – Client responsibilityRecommended to get 2 quotes
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Procuring Services between $10,000 - $25,000
• Services ProcurementClient departments can procure services valued under $10k directly from vendorsServices estimated to be valued over $10k must be coordinated through Procurement Shared Services including leases and services and products listed under the GNWT Northern Manufactured PolicyPSS will issue and obtain 2 informal quotesPayment by invoice to Financial Shared ServicesUse Standing Offer Agreement (SOA)Must follow BIP priority – Client responsibilityRecommended to get 2 quotes
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Procuring Goods & Services over $25,000
• Goods & Services Procurement over $25,000Handled through PSSPublic competitive procurement processOr need a signed Sole Source Authorization Form
Professional Services up to $50,000Architectural and Engineering Services up to $100,000
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Procuring Goods & Services over $25,000
• Goods & Services Procurement over $25,000
• Professional Services up to $50,000• Architectural and Engineering Services up to $100,000
PSS will issue and obtain 2 informal quotesPayment by invoice to Financial Shared ServicesUse Standing Offer Agreement (SOA)Must follow BIP priority – Client responsibilityRecommended to get 2 quotes
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Note:Professional Services defined as those professionals regulated by NWT legislation.
Any professional service not regulated by NWT legislation would be subject to the $25K sole source limit for goods and services.
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Procuring Services over $25,000Professional Services
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Procuring Goods and Services under the Limits
• Client department responsibilities when procuring goods and services under the $10k limit for services and $25k limit for goods must:
take reasonable steps to obtain the best value possible within GNWT policies;comply with the Business Incentive Policy;comply with the Northern Manufacturers Policy;comply with the Financial Administration Manual;be able to demonstrate that all reasonable steps were taken to obtain the best value possible;
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Procuring Goods and Services under $25,000
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• EXCEPTIONS
Leases
GNWT Northern Manufactured Products
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Procuring Goods and Services under $25,000
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Best Value
Supporting Local & Northern Businesses
4. How to fill out BIP forms
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Business Incentive Policy
Registered NWT Businesses can receive a bidincentive of:
15% Northern – anywhere in the NWT5% Local – local to where the work is
being done (as per tender documents)
Business Incentive Policy
To comply with the requirements of theBusiness Incentive Policy (BIP), and to receivecredit, bidders and proponents must submitthe BIP forms (as applicable)
• BIP Forms will be included with the RFT or RFPdocumentation.
• Note: Currently RFT’s for goods do not require thecompletion of any BIP forms
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Business Incentive Policy
Business Incentive Policy
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Business Incentive Policy
Important Notes:
• Credit under the BIP for the NWT and Local LabourContent involved in the provision of services, will beallowed for any company, whether BIP registered ornot.
• Indicate the full business name as it appears on theBIP Registry (www.bipregistry.nt.ca)
• Provide dollar values, don’t use percentages• “Labour” is defined as the fully burdened payroll cost• Declare all subcontractors – if business names are
not included credit will not be given
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5. How to Do business with the GNWT.
a) Tips on how to do business with the GNWTb) Where to Find Out About Opportunitiesc) How to market yourself to the GNWT
d) What Happens after you Submit a Bid
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5. How to Do business with the GNWT.
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Tips on How to do Business with the GNWT
• Watch for our contract opportunities• Over $25,000 = competitive website• Under $25,000
• Submit quotes when asked• Accept credit card and invoice
transactions• Use GNWT phone directory, contact
department representatives in your community, sell yourself as a business
• BIP registered53
Procurement Shared Services
• Watch for our contract opportunities• Respond to a Request for Tenders
(RFT) or a Request for Proposals (RFP)
• Understand the Rules • Focus on how the bids will be evaluated
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Tips on How to do Business with the GNWT
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• Watch for our contract opportunities• Respond to a Request for Tenders
(RFT) or a Request for Proposals (RFP) • Understand the Rules • Focus on how the bids will be
evaluated
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Tips on How to do Business with the GNWT
Where to Find Out About Opportunities
• Contract Event Opportunities website
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• Register for the Commodity
• Search thru the advertisements
• Register for that event• Download the
documents• Bid online or
hardcopy/fax
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• Contract Event Opportunities website• Newspaper Advertising • NWT and Nunavut Construction
Associationwww.nwtca.ca
• Other Advertising Media
Where to Find Out About Opportunities
How to Market Yourselfto the GNWT
• Contract Event Opportunities Website• Under $25,000
• Respond to Quotes• Use the phone directory / org charts• Make contacts, attend conferences, etc.
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What Happens After You Submit a Bid
• Who evaluates my bid? • How do I find out tender or RFP results? • How am I paid?
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Contract Event
Opportunities Website
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Closed and Awarded
Views
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• Who evaluates my bid? • How do I find out tender or RFP results? • How am I paid?
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What Happens After You Submit a Bid
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Regional Contacts
Yellowknife
Hay River
Fort Smith
Inuvik
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Departmental Contacts
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