Procurement procedures

paul ellis made this Freedom of Information request to Sheffield City Council

Response to this request is long overdue. By law, under all circumstances, Sheffield City Council should have responded by now (details). You can complain by requesting an internal review.

From: paul ellis

28 June 2009

Dear Sir or Madam,

I would like to know if its possible to provide the following

1. Is there a council wide procurment policy in relation to whether
unsuccessful bidders for contracts can request feedback on why they
failed?

2. Do you have a council wide scoring system/policy which staff use
for evaluating the shortlisting of contractors when they have
tendered for research and evalution contracts?

3. Can you supply specific documents i.e. successful winning
proposals for research contracts, if requested?

Yours faithfully,

Paul ellis

Link to this

From: Firstpoint@sheffield.gov.uk
Sheffield City Council

1 July 2009

Attachment http www.sheffield.gov.uk EasySite setup StyleSheffieldCCHome images scc logo.gif
3K Download

Dear Mr Ellis

Thank you for your freedom of information email request received at First
Point.

Your request for this information has been forwarded to the Freedom of
Information officer and will be dealt with as promptly as possible.

You should expect to receive a reply within 20 working days.

For more information visit the councils [1]freedom of information page

Please do not hesitate to contact [2]First Point again with any further
enquiries you may have.

At First Point we are committed to continually improving our service, if
you wish to comment on our service please fill in our [3]Customer
satisfaction survey. This will form an important part of our service
development.

Yours sincerely,

Customer Services
[4]First Point

show quoted sections

Link to this

From: Vickers Lyn (CEX)
Sheffield City Council

15 July 2009

Attachment SCMS CatManTemplatesStep5.doc
61K Download View as HTML

Dear Mr Ellis, please find below the information relating to your recent
FOI request

1. Is there a council wide procurement policy in relation to whether
unsuccessful bidders for contracts can request feedback on why they
failed?
Q1
The current Procurement guide just advises that "If you want to debrief
suppliers.....then clear and careful documentation will help you to do
this". (P19) - although I would expect anyone running a tender to at least
give feedback if a supplier requests it.

I have already written into the Cat Man Arrow that the evaluation should
involve the recording of +/- points which should form the basis of
automatic feedback that should be given to all suppliers (Step 5 Stage 11
- ITT Debriefing). I am reviewing the Procurement Guide and will be
looking to include this same guidance into the updated Procurement Guide.

[1]http://sheffield.net/managers/procuremen...

2. Do you have a council wide scoring system/policy which staff use
for evaluating the shortlisting of contractors when they have
tendered for research and evaluation contracts?
Q2
The standard tender documents are available via the website. These have
examples of the scoring mechanism used (scoring matrix in section 4). They
can be accessed by:

Web page home/ Business/Contracts & Procurement/ Standard tender
documents/Downloads

3. Can you supply specific documents i.e. successful winning
proposals for research contracts, if requested?
Q3 We have not been involved in recent research tenders so do not have any
examples as requested. There also would potentially be an issue here
regarding release of information that may be 'commercial in confidence'.

<<SCMS-CatManTemplatesStep5.doc>>

Regards
Lyn

The information in this email is
intended for the addressee(s) only.
If you are not the addressee, please
tell us by using the reply facility
in your email software as soon as
possible.
Sheffield City Council cannot accept
any responsibility for the accuracy
or completeness of this message as it
has been transmitted over a public
network. If you suspect that the
message may have been intercepted or
amended please tell us as soon as
possible.
Sheffield City Council may monitor all email passing through its networks.

References

Visible links
1. http://sheffield.net/managers/procuremen...

Link to this

From: paul ellis

16 July 2009

Dear Vickers Lyn (CEX),

Thanks for your reply, Hoover as useful as it is it fails to
adequately deal with my specific issues.

Q1 you wrote 'although I would expect anyone running a tender to at
least give feedback if a supplier requests it' this seems a bit
vague, my reason for these questions are because after several
attempts at seeking feedback in relation to a proposal we submitted
last March we still are waiting for a response. Thus, how can we
get a response so that we can establish why we failed in our bid
for the evaluation of the DAF City Strategy evaluation, which is
incidentally a research project which you mention that you have not
been involved in, which leaves me confused as we have applied for 2
this year!

Is there a way that I can call you as its easier to convey than
tooing and froing via this?

Paul Ellis

Yours sincerely,

Paul Ellis

Link to this

From: Vickers Lyn (CEX)
Sheffield City Council

17 July 2009

Hello Paul, I've copied your email to Mark Ellis - he provided the
information. Mark will forward his telephone number to you and you and
then call at your convenience, regards, Lyn

show quoted sections

Link to this

From: Ellis Mark (CEX)
Sheffield City Council

21 July 2009

Hi Paul

With ref to your recent request for information on research consultancy. I
would be more than happy to talk on the phone or meet as required if that
will help.

Rgds
Mark

0114 2736316

The information in this email is
intended for the addressee(s) only.
If you are not the addressee, please
tell us by using the reply facility
in your email software as soon as
possible.
Sheffield City Council cannot accept
any responsibility for the accuracy
or completeness of this message as it
has been transmitted over a public
network. If you suspect that the
message may have been intercepted or
amended please tell us as soon as
possible.
Sheffield City Council may monitor all email passing through its networks.

Link to this

From: Ellis Mark (CEX)
Sheffield City Council

21 July 2009

Hi Paul
I am sorry i missed your call today. I will call you back tomorrow and
hope to discuss your procurement issue. Just to let you know i work in the
Councils Corp Procurement function. I am unaware of the tender you refer
to in your note but if you can supply any further info(ref numbers or
contacts) i will do some further digging which will be crucial for
feedback.
Thanks
Mark

The information in this email is
intended for the addressee(s) only.
If you are not the addressee, please
tell us by using the reply facility
in your email software as soon as
possible.
Sheffield City Council cannot accept
any responsibility for the accuracy
or completeness of this message as it
has been transmitted over a public
network. If you suspect that the
message may have been intercepted or
amended please tell us as soon as
possible.
Sheffield City Council may monitor all email passing through its networks.

Link to this

From: paul ellis

21 July 2009

Dear Ellis Mark (CEX),

No problem. The project was DAF city strategy tender, but there are
wider issues
In relation to procurement there which - would like to discuss
Please call 07826924086

Yours sincerely,

paul ellis

Link to this

From: Ellis Mark (CEX)
Sheffield City Council

21 July 2009

Thanks Paul. Am in meetings all morning but will call you tomorrow
afternoon. Have a good evening.

Rgds
Mark

show quoted sections

Link to this

From: Ellis Mark (CEX)
Sheffield City Council

28 July 2009

Please accept my apologies for not calling back today Paul.
I have had back to back meetings all day and am not in office tomorrow.
I will try to contact you Weds if convenient. Alternatively i will ask on
on colleague to call you tomorrow
Kind regards
Mark

The information in this email is
intended for the addressee(s) only.
If you are not the addressee, please
tell us by using the reply facility
in your email software as soon as
possible.
Sheffield City Council cannot accept
any responsibility for the accuracy
or completeness of this message as it
has been transmitted over a public
network. If you suspect that the
message may have been intercepted or
amended please tell us as soon as
possible.
Sheffield City Council may monitor all email passing through its networks.

Link to this

From: paul ellis

8 August 2009

Dear Ellis Mark (CEX),

We keep missing each other and I would really like to address the
issue. Please try to call this week. All I want to know is why we
were not provided with feedback for our proposal for the DAF city
strategy evaluation? I asked the project manager several times and
she said that they didn't have to, we would like to know what score
we achieved and why we were unsuccessful. This is why i asked about
your procurement policy and procedures in relation to feedback. I
also asked who won the project as well. We write a lot of bids and
we usually get feedback and Thais I feel is good procurement
practice. We put a lot of resources into writing bids and to not
get any feedback whatsoever I feel is unhelpful

Yours sincerely,

Paul Ellis

Link to this

From: Paxton Anna (CEX)
Sheffield City Council

10 August 2009

Paul

Mark Ellis has passed your query about standard procurement policies and
procedures to me. Our policy in relation to supplier feedback is
available on the Sheffield City Council website www.sheffield.gov.uk. I
have attached a link to the relevant page below.

http://www.sheffield.gov.uk/business-eco...

I am not able to comment on your specific questions about the DAF City
Strategy evaluation, I am not aware of the procurement or which team
within the Council would have been responsible for the project.

Regards

Anna

Anna Paxton
Professional Services Category Manager
Corporate Procurement
Corporate Resources
Sheffield City Council
Tel: 0114 2736641
[mobile number]
E-mail: [email address]

show quoted sections

Link to this

From: paul ellis

10 August 2009

Dear Paxton Anna (CEX),

It was through emma dickenson, how does one get feedback and
establish what score we achieved? my query still stands after 3
months

Yours sincerely,

Paul Ellis

Link to this

Things to do with this request

Anyone:
Sheffield City Council only: