PROGRAM GUIDE- A Bullet Point Check List
Services	Know the services you want Seek views of those receiving service and providing service Gain agreement from managers funding service (consider core and variant bids if funds are limited to provide the essential services with a shopping list of “add-on’s”) Prepare your own drafts of the service specifications from existing or known documentation but ensure reviewed by specialist to accurately incorporate key aspects and best practise Use output specifications ( what should be delivered ) rather than input ( telling how task should be undertaken ) but be prepared to dictate an input that is essential i.e. ……and will consist of minimum of three rounds etc
Legal, contractual, performance penalties	With clear appreciation of service requirement incorporate organisations contractual information · With the increasing use of output specifications and risk transfer within PFI contracts you may wish to consider having Key Performance Indicators (KPI’s) with a financial penalty for slowness or failure to deliver. Remember KPI’s must be unambiguous. If penalties seem to onerous suppliers may not bid  or add significant cost premium to their bid Ensure the returned financial data and key information is presented to aid your analysis and comparison ( returned on a CD using Microsoft Excel ?)
Prequalification	Is their market for the services you require, is it a specialist market. Have you sought to make it an attractive business opportunity? Are there other add-ons that would make the service more attractive? A large response will help ensure competitive proposals but need more work to identify preferred supplier    Do those interested have the capability to meet your needs? The higher the value of the offer the larger the company bidding is large or local best for your service Do potential suppliers have the financial backing and organisational structure for your needs Are parent company guarantees required how will defalcation be addressed What is the contractual relationship between this contract and others you have? have you ensures any contractual links are correctly referenced
Shortlist	What companies have best meet the prequalification criteria? Research the organisations and check market intelligence Do you feel comfortable with standard of tender response are there any omissions which effect the price. Are costs in the right “ball park”
Tender evaluation	Establish check list and performance weighting for all aspects of tender documentation inclusive of site visits or product samples. Use consistent format to review each bid and identify queries for subsequent clarification. Ensure evaluation has a clear audit trail leading to the identity of the preferred supplier Utilise specialist to review technical details labour deployed etc Formally record results
Site visits (or product samples)	Don’t underestimate seeing what you want via sites visits  Try to pick sites to  visit from list supplied or via your own supplier intelligence Give a structure to site visits and seek to involve key representatives of staff and managers who can influence your organisations decision
Presentation	Provide brief of key issues you wish to have further explanation on. Does the level of input reflect the importance of your tender
Contract award	Mobilisation sufficient resource, both yours and supplier Training, Equipment,  Industrial Relations, Staff Transferred TUPE etc An acceptable mobilisation period and bedding in  Clear program mobilisation at each stage Contingencies Service deliverables, Monitoring Payment deductions  Congratulations