Procurement Hub

Procurement Support

Get Fit to Bid – Diagnostic Tool

The ‘Get fit to bid’ diagnostic tool has been created for local businesses who are interested in securing public sector contracts.

The diagnostic tool, developed by the Suffolk Growth Partnership, has been built on in conjunction with procurement leads from across Norfolk County Council, and allows businesses to answer a series of questions which are necessary when getting ready to, or bidding for, public sector contracts. Each question provides a variety of answers, and feedback is available based on the answer chosen.

The tool is designed to ensure businesses understand what bidding for public sector contracts can involve and the steps they need to take in order to successfully bid for contracts. Feedback is provided upon completion of the tool and this can be printed off for future reference.

Please note that any captured information may be shared with public sector partners to better understand procurement locally, and what can be done to support local business.

Step 1 of 8

Basic Information

Name(Required)

First Last

Email(Required)

Phone

Company Name(Required)

Year Established(Required)

Number of Employees

Business Postcode

Are you looking to tender with any of the following bodies?

Sector

Supplier Information

What is your trading status?

Not yet trading

Start-up

Registered and active in chosen field

Notes: Not Yet Trading

If 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: Startup

If 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 Field

Confirmation 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 with

You 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 registering

Registration 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 details

Ensure 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 Message

Please 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 Model

This information is only relevant if you intend to work with other organisations to deliver the contract

Do 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 this

There 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 place

If 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 relationship

Contracting 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 needed

If 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 relationships

If 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 years

Contracting 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 Grounds

Procurement 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 organisation

Contracting 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 reliability

Contracting 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 offence

It 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 & Financial

Do 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 Accounts

If 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 accounts

This 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 contract

Public 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.