Procurement Tool Test Get Fit to Bid (3) Public Sector Procurement Get Fit to Bid tool Step 1 of 8 12% Basic InformationName(Required) First Last Email(Required) PhoneCompany Name(Required)Year Established(Required)Number of EmployeesBusiness PostcodeAre you looking to tender with any of the following bodies?None of the aboveHealthcare/NHSPolice/ConstabulariesFurther Education/Higher EducationLocal Authorities/CouncilsSectorBusiness services excluding IT (e.g. financial / legal)Catering / hospitality / conference facilitiesCleaning / maintenanceConstruction / redevelopmentHealth care / health servicesIT / digital / telecomsLogistics / distributionPR, Marketing and CommunicationsRecruitment & staffingTransport / vehicle supply / maintenance Supplier InformationWhat is your trading status? Not yet trading Start-up Registered and active in chosen field Notes: Not Yet TradingIf you are bidding for work, you will need to be able to evidence transferable skills or previous experience of yourself, or your 'to be' employees. Notes: StartupIf you are bidding for work you will need to be able to evidence transferable skills or previous experience of yourself, or your 'to be' employees.Notes: Registered and Active in Chosen FieldConfirmation of your trading status is important as it may impact on the level and type of insurances required – e.g as a sole trader you will be personally liable for all work, whereas in a limited company, the risk will be taken on by the firm. Are you registered with the appropriate professional, trade registers and / or regulators? I do not know which organisations I should be registered with I know the appropriate professional trade body or regulator for the work of my organisation, and I am in the process of registering I know the appropriate professional trade registers and regulators for the work of my organisation, and have registration details Notes: I do not know which organisations I should be registered withYou will need to research which professional, trade registers or regulators you will need to register with, or be in the process of registering with in order to deliver services.Notes: I know the appropriate professional trade body or regulator for the work of my organisation, and I am in the process of registeringRegistration with a professional or trade body may provide access to and confirmation of standards and best practice which you can use to evidence in your tender bid.Notes: I know the appropriate professional trade registers and regulators for the work of my organisation, and have registration detailsEnsure that you are up-to-date with any information required as part of your organisation. If you carry away waste, do you have a licence? We don’t carry away waste in the course of our work We do carry away waste and have a waste carrier licence We do carry away waste but don’t have a waste carrier licence Notes: Waste MessagePlease apply for a licence at https://www.gov.uk/register-renew-waste-carrier-broker-dealer-england, or click the link below.Please apply for a licence by Clicking Here. Bidding ModelThis information is only relevant if you intend to work with other organisations to deliver the contractDo you have other suppliers who you could tender with to deliver an opportunity? No, I have not considered this I have other suppliers with whom I work with to extend our offer, but with no formal relationship in place I have other suppliers whom I have a formal relationship in place with, and we have a proven successful relationship Notes: No, I have not considered thisThere may be opportunities arising where you do not have the capacity, or complimentary skills are required that you do not have. Having formal arrangements in place will allow you to broaden the scope of work that you are able to bid for, and to provide evidence of how your arrangements will work.Notes: I have other suppliers with whom I work with to extend our offer, but with no formal relationship in placeIf you intend to work with partners and suppliers to deliver the contract, then you need to provide assurances of your formal relationship as this helps the Public Sector understand the risk of the contract with an organisation. Full details of intentions and details of partners and sub-contractors is strongly recommended. Notes: I have other suppliers whom I have a formal relationship in place with, and we have a proven successful relationshipContracting authorities will wish to understand who will be the prime contractor and the relationship with supporting contractors, whether it is sub-contracting, partnership or a consortium etc. Ensure that as partners you understand your roles and responsibilities, and make sure the advantages of your relationship are outlined in the tender response. Full details of intentions and details of partners and sub-contractors is strongly recommended. Will you be working with sub-contractors to deliver requirements? I do work with sub-contractors if needed I have regular sub-contractors, but not developed relationships I have an established supply-chain, and we have been fostering successful partnerships to deliver contracts for a number of years Notes: I do work with sub-contractors if neededIf you intend to work with partners to deliver the contract, then you need to provide confirmation of your formal relationship as this helps the Public Sector understand the risk of a contract with an organisation. It would also be worth understanding whether they would be prepared to be bound by a flow-down of the main contractual terms and conditions, and what they can offer to support your tender submission. This could include such things as social value initiatives, environmental impacts etc. Full details of intentions and details of partners and sub-contractors is strongly recommended. Notes: I have regular sub-contractors, but not developed relationshipsIf you intend to work with partners to deliver the contract, then you need to provide confirmation of your formal relationship as this helps the Public Sector understand the risk of contract with an organisation. It would also be worth understanding whether they would be prepared to be bound by a flow-down of the main contractual terms and conditions, and what they can offer to support your tender submission. This could include things such as social value initiatives, environmental impacts etc. Full details of intentions and details of partners and sub-contractors is strongly recommended.Notes: I have an established supply-chain, and we have been fostering successful partnerships to deliver contracts for a number of yearsContracting authorities may wish to understand who will be the prime contractor and the relationship with the supporting contractors, whether it is sub-contracting, a partnership or consortium etc. It would also be worth understanding whether they would be prepared to be bound by a flow-down of the main contractual terms and conditions, and what they can offer to support your tender submission. This could include things such as social value initiatives, environmental impacts etc. Full details of intentions and details of partners and sub-contractors is strongly recommended. Exclusion GroundsProcurement law has strict regulations about who is a fit and proper person or organisation that can be awarded a contract. There are a long list of offences that are contained in procurement law that would prevent someone from being awarded a contract, including such things as Modern Slavery, bankruptcy, fraud, organised crime, bribery, money laundering, drug trafficking and others. Neither the company nor anyone in a position of control in the company has ever been convicted of a serious offence We have been convicted of an offence, or one of our directors has, but aren’t sure whether it is regarded as serious enough for exclusion from bidding. We or one of our directors has had a serious conviction and will check the procurement regulations to see if we might be excluded from bidding or if appropriate we are able to demonstrate what we have done to put matters right. Please review the regulations for information about the offences covered. The type of offence will affect whether it is mandatory grounds for exclusion, or discretionary grounds for exclusion.Notes: Yes, but I am unable to demonstrate measures which have been taken to address the reliability of the organisationContracting authorities will require evidence of self-cleaning to demonstrate that any recommendations have been followed and that recurrence will not happen. If you are unable to provide this information around self-cleaning, it is unlikely that your organisation will pass the eligibility criteria. Notes: Yes, but I can demonstrate the measures which the organisation has undertaken to demonstrate their reliabilityContracting authorities will require evidence of self-cleaning to demonstrate that any recommendations have been followed and that recurrence will not happen. There is still potential that the contracting authority will not accept your explanation, therefore, ensure that you are able to demonstrate with evidence that you are able to prevent recurrence. Notes: Neither the company nor anyone in a position of control in the company has ever been convicted of a serious offenceIt is good news that you do not have to worry about this element of eligibility, however, you will need to ensure that this continues. If there is any potential risk of one of the mandatory exclusion grounds applying to you, then you risk losing existing contracts and not passing the eligibility criteria of future tenders. Economic & FinancialDo you have company accounts? I have no accounts, but may be able to secure a bank reference, and could provide a forecast of turnover for the current year I am able to provide a statement of turnover, profit and loss accounts, income statements, balance sheets etc for the most recent year of trading for this organisation I am able to supply the most recent two years of audited accounts This information helps to outline risk to the public sector and to ascertain the contract value in comparison to turnover.Notes: Incomplete AccountsIf you are not able to provide accounts as requested, look at the question to see whether another form of evidence can be submitted, or ask a clarification question. If considering bidding, look at old bids to ascertain the type of evidence which has historically been required. This could include a statement of turnover, profit & loss accounts/income statements, balance sheets or a statement of financial position and statement of cash flow for the most recent year of trading for the organisation. Alternatives could include a cash flow forecast for the current year or a letter from the bank outlining the current cash and credit position. Notes: I am able to supply the most recent two years of audited accountsThis is the ideal evidence of financial stability.Do you understand the maximum size limit of a contract you would bid for? Yes, low value contracts / No, I will bid for anything! I have an understanding of the requirements I could risk tendering for I understand the risk I would be willing to take on which is considerable due to the level of turnover, and / or are able to take on increased risk by working with partners. Notes: Maximum size limit of contractPublic sector organisations may set a limit of the contract compared to an organisations turnover. This is due to the risk of overwhelming an organisation, or destabilisation, or reliance on a sole source of income. Are you prepared to buy relevant insurance? I don’t have any insurance I have some insurance but don’t really know what insurance I might need to win work for the Council I already have insurance but understand that the council may require a minimum level or different insurance, depending on what they are buying Notes: No, not yetMost contracts will set a base level of insurance required in order to secure a contract. You will need to be able to evidence that you have these levels of insurance if you are successful in a tender. Therefore, you will need to declare that you will secure the insurance or have it in place already. Do some research to ensure you can get the insurance at an affordable rate. If you declare you are able to secure the insurance and then are not able to, you risk losing your opportunity. Notes: I have the insurances required to tradeMost contracts will set a base level of insurance required in order to secure a contract. You will need to be able to evidence that you have these levels of insurance if you are successful in a tender, therefore, you will need to declare that you will secure the insurance or have it in place already. Do some research to ensure you can get the insurance at an affordable rate. If you declare you are able to secure the insurance and then are not able to, you risk losing your opportunity. Notes: Yes, I have the insurances required to trade, and I am able to negotiate changes to these in orders to secure further opportunities prior to the start of a contractThis is the ideal situation in response to this question, and helps to reduce the risk of the contract to the contracting authority. Technical & ProfessionalAre you able to provide relevant contract examples & references? No, I have not worked in this field before I am able to provide some relevant contract examples and references / I am able to provide relevant contract examples and references from similar contracts / experience with transferable skills Yes I am able to provide at least 3 directly relevant contract examples with referees who are willing to be contacted by the contracting authority Notes: No – this requirement is not applicable to my organisation / no – I do not have this policyPublic sector organisations will need to understand the experience or track record of the organisation in order to ascertain whether they have sufficient experience to deliver the services they want to buy.Do you have a modern slavery policy? No, this requirement is not applicable to my organisation / No, I do not have this policy. I understand what is required under the Modern Slavery Act, and are currently developing a policy / do not require a policy due to the size of my organisation. The organisation does have a Modern Slavery Policy, which we are able to evidence is audited regularly within our organisation and that of our partners / sub-contractors and supplychain. Notes: Modern SlaveryFurther information on the Modern Slavery Act 2015 can be found on the .GOV website: https://www.legislation.gov.uk/ukpga/2015/30/contents/enactedOr click the link below: Visit the .gov.uk site hereDo you have an environmental policy? No, or the organisation been prosecuted or served notice under environmental legislation in the last three years. Not a formal policy, but we are able to demonstrate initiatives which the company undertakes, or, we are currently writing a policy and are committed to environmental legislation. Yes, we have a policy and are able to demonstrate with evidence an organisation which has embedded the policy into its values and behaviours, and that we only work with like minded organisations (sub-contractors and suppliers). Notes: No, or the organisation been prosecuted or served notice under environmental legislation in the last three yearsIf you organisation does not have an environmental policy you should develop one for your organisation as it is often an essential part of many bids. It will demonstrate commitment to the laws, regulations, and other policy mechanisms concerning environmental issues. With more of a focus on being environmentally friendly, public sector bodies now look for contracting partners to be as environmentally friendly as possible. This is also a good promotional point for consumers, so includes benefits for your organisation. If your organisation has been prosecuted under environmental legislation within the past three years, ensure you able to provide good evidence of how you have learnt from the prosecution, and what measures you have put in place to ensure this will not reoccur. Notes: Not a formal policy, but we are able to demonstrate initiatives which the company undertakes, or, we are currently writing a policy and are committed to environmental legislation.If you already have informal initiatives it would be worth investing in the development of a policy to demonstrate the good work already being undertaken. This is also a good promotional point for consumers, so includes benefits for your organisation. For large contracts, evidence will be required using performance indicators. Notes: Yes, we have a policy and are able to demonstrate with evidence an organisation which has embedded the policy into its values and behaviours, and that we only work with like minded organisations (sub-contractors and suppliers).This is beneficial for your organisation, the environment and a good position to be in when bidding for work with the public sector. Ensure you continue to develop the initiatives and policy; do not become complacent about moving forward. For large contracts, evidence will be required using performance indicators. Do you have access to Health and Safety expertise, and have a policy, risk assessments and provide training to staff? Yes, we provide H&S training to our staff, have relevant policies that we review regularly and enforce, access to expertise and have risk assessments in place for everything we do We have policies in place but have received enforcement action which we can demonstrate we have succesfully addressed. / We have policies in place but they could do to be updated and we should think about providing our staff with some refresher training / we have policies in place that are up to date We don’t have a policy and risk assessments. Notes: Yes we have a policy and are able to demonstrate with evidence an organisation which has embedded the policy into its values and behaviours, and that we only work with like minded organisations (sub-contractors and suppliers)For businesses with fewer than five employees a Health & Safety Policy is not needed. However, larger companies require Health & Safety policies and public sector bodies require these as part of any procurement contract to safeguard workers rights. Visit the HSE for more information: http://www.hse.gov.uk/toolbox/managing/writing.htmOr click the link below: Visit the HSE site hereDo you have the required Equal Opportunities & Diversity Provisions and policy? No – the organisation has received an unlawful discrimination finding by an Employment Appeal Tribunal or any other court in the last three years Yes – we have a policy, or yes – but have received an unlawful discrimination finding, which we can demonstrate we have successfully address Yes, we have a policy and are able to demonstrate with evidence an organisation which has embedded the policy into its values and behaviours, and that we only work with like minded organisations (sub-contractors and suppliers) An Equal Opportunities Policy is a formal manifesto that sets out an organisation’s commitment to fairness. There are numerous benefits to a Equal Opportunities Policy and public sector bodies look to award contracts to companies that have this policy in place. Notes: No – the organisation has received an unlawful discrimination finding by an Employment Appeal Tribunal or any other court in the last three yearsAn Equal Opportunities Policy is a formal manifesto that sets out an organisations commitment to fairness. There are numerous benefits to an Equal Opportunities Policy and public sector bodies see this as essential when awarding contracts to companies. Further information on Equality Opportunities & Diversity can be found here: https://www.eoc.org.uk/equal-opportunities-policy If your organisation has been prosecuted under Equality & Diversity legislation within the past three years, ensure you are able to provide good evidence of how you have learnt from the prosecution and what measures you have put in place to ensure that this will not reoccur. Notes: Yes – we have a policy, or yes – but have received an unlawful discrimination finding, which we can demonstrate we have successfully addressAn Equal Opportunities Policy is a formal manifesto that sets out an organisations commitment to fairness. There are numerous benefits to an Equal Opportunities Policy and public sector bodies see this as essential when awarding contracts to companies. Further information on Equality Opportunities & Diversity can be found here: https://www.eoc.org.uk/equal-opportunities-policy If your organisation has been prosecuted under Equality & Diversity legislation within the past three years, ensure you are able to provide good evidence of how you have learnt from the prosecution and what measures you have put in place to ensure that this will not reoccur. Or click the link below: Visit the eoc.org.uk site hereNotes: Yes, we have a policy and are able to demonstrate with evidence an organisation which has embedded the policy into its values and behaviours, and that we only work with like minded organisations (sub-contractors and suppliers)This is an ideal position to tender, ensure you are able to provide tangible evidence to demonstrate your experience. Ensure you continue to develop the initiatives and policy; do not become complacent about moving forward.Are you compliant with the Data Protection Act 2018 and GDPR? We don’t really understand the DPA or GDPR or know how to handle a DPA breach We aren’t sure where our cloud storage is based Yes, we understand the DPA and GDPR, have policies and processes in place for handling and storing personal information and handling Subject Access Requests, and know where our servers that store our data are located. Notes: NoPlease see guidance on the Information Commissioner website here: https://ico.org.uk/for-organisations/guide-to-data-protection/introduction-to-data-protection/introduction-to-data-protection It is important to know where any servers you store personal information on are physically located due to GDPR concerns about data being handled outside of the European Economic Area.Or click the link below: Information Commissioner website {all_fields}