Orthodontic Procurement

Summary

The requester asked for intention to tender documents regarding the 2017 Primary Care Orthodontic Services procurement, and the Department of Health and Social Care provided a full response including a guide to the competitive tender process and frequently asked questions.

Key Facts

• The response includes a guide explaining the competitive tender process used by the Isle of Man Government.
• Tender submissions must be made through the online Procurement Portal rather than by hand.
• Companies registered outside the Isle of Man are exempt from completing the Financial Regulations Declaration.
• A standard Pre-qualification Questionnaire completed within the last 12 months does not need to be resubmitted.
• The successful bidder must wait a mandatory 'stand still' period of at least 10 working days before entering a contract.

Data Disclosed

• 2018-06-29
• 2018-07-25
• DHSC.597
• 2017
• 9 pages
• 4 documents
• 10 working days
• 12 months
• three suppliers

Original Request

Please provide intention to tender documents for the following procurement exercise DHSC.597 Primary Care Orthodontic Services Awarded 2017

Data Tables (5)

Full Response Text

A Guide to the Competitive Tender Process

The aim of this brief guide is to explain why Government uses the competitive tender process and to describe the steps that make up the process.

It is essential that Government applies the highest professional standards when it spends money on behalf of taxpayers, to ensure it gets a good deal when purchasing goods or services. Given the limited resources available to Government ensuring value for money from its purchasing activity is key to ensuring we make best use of our scarce budgetary resources.

Although Government has a responsibility to consider the benefits and impact of its procurement decisions on the wider society, value for money is the primary driver for public procurement.

The competitive tender process helps government achieve best value for money in a fair manner by inviting companies to compete for the goods and services it wishes to purchase. Key to the success of this competitive process is for all parties, both Government and suppliers, to conduct themselves in an open and honest way.

Over the page there is a flow chart that describes each of the steps that make up the competitive tender process. It may be appropriate to vary this standard process from time to time. If the process is to be varied this will be explained in a covering letter accompanying this guide.

Simon Watson
Senior Legal Officer, Civil
Attorney General’s Chambers

The Competitive Tender Process

Expressions of Interest

Expressions of interest for the supply of the goods or services will be sought. This will normally involve a period of public notice unless there is already in place a select list of suppliers. In this case at least three suppliers from the list will be invited to tender.

Combined - Pre-qualification and Invitation to Tender

After the closing date for expressions of interest, bidders will be issued with the invitation to tender pack. This pack will contain various documents, including the standard pre-qualification questionnaire, the tender document itself and the terms and conditions of contract.
There will be a strict deadline for the return of the completed tender. Tenders returned after this deadline will not be considered and will be returned to the bidder. If bidders need to ask any qualifying questions during this process they must do so in writing. For fairness these questions and the answers will be shared with all bidders.

Contract Award

Submitted tenders are then evaluated and the preferred bidder identified. There may also be a requirement to attend a presentation.
Those who have not been successful will be informed in writing and asked to contact the Procurement Services to be debriefed as to why they were unsuccessful if they wish to do so. The successful bidder will be invited to enter into a framework agreement or contract, following a mandatory ‘stand still’ period of at least 10 working days.

Frequently Asked Questions - Combined Pre-qualification Questionnaire and Invitation to Tender

Where can I find out more about the Isle of Man Government procurement opportunities? Information on the procurement rules and procurement policy can be found by visiting: https://www.gov.im/procurement
You will also find details of current tenders together with instructions on how to contact Procurement Services. What is a Quality Management System? This is a system which your business may have in place to monitor the procedures, processes and resources needed to implement quality management to plan, control and assure quality of products/services and the means to achieve it. Why have I received the Pre-qualification and Invitation to Tender documents all at the same time? In some procurement exercises, it may be possible to combine the two stages together. This procurement strategy may be due to the specialist nature of the requirement or time constraints. The guide to the Combined Tender Process describes the stages in a little more detail. Is the standard Pre- qualification Questionnaire available as a Word Document? No. This is a standard form and due to its complex design this is not available. My company has already completed one of the standard Pre-qualification Questionnaires (PQQ). Do I need to do it again? If you have submitted a standard PQQ within the last 12 months, then there is no need to complete another.
Please quote the reference from the previous tender, where requested on the form. Financial Regulations Declaration, within the Invitation to Tender. As a company registered in England and Wales, do I need to complete this or is there an equivalent form for companies based outside the Isle of Man?
This document only needs to be completed for companies that are registered on the Isle of Man, this forms part of the due diligence checks for local companies. I want to deliver my Tender submission by hand, where should I leave it? All submission should now be made through the online Procurement Portal.

https://in- tendhost.co.uk/iomg/aspx/Home

How we communicate with suppliers during the Combined Invitation to Tender? Letters will be sent electronically (successful, unsuccessful and requests for feedback) to suppliers, using the latest email contacts details provided.

The Treasury Yn Tashtey Standard Pre-Qualification Questionnaire

Details of your Organisation The purpose of this questionnaire is to assist the Government in deciding which suppliers to short-list to invite to tender.
Before completing this questionnaire please read the covering letter or e-mail which contains specific instructions to be followed.

Organisations must provide all the information requested below by the date stipulated in the covering letter or e-mail.
Failure to address any area may disadvantage your organisation with regard to the assessment process.

Any of the information provided by your organisation that is found to be inaccurate or misleading may result in your organisation’s exclusion from future Government procurement activity.

If your organisation is a company and is part of a group of companies, the responses in this questionnaire must be provided by your organisation and not by a parent or holding company on behalf of your organisation.

In order to simplify this process, you don’t need to provide supporting documents, for example accounts, certificates, statements or policies with this questionnaire. However the purchasing organisation may ask to see these documents at a later stage. You may also be asked to clarify your answers or provide more details.

Please answer every question.

If the question does not apply please write N/A; if you don’t know the answer please write N/K.

Name of the Organisation:

E-mail address:

Postcode:

Address: Contact Name for Enquiries:

Contact Position (Job Title):

Telephone Number:

Fax Number:

Website address (if any):

VAT Registration Number:

Company Registration Number: Is your organisation (please tick one): A public limited company?

a limited company?

      a partnership? 
          a sole trader?

Other (please specify)?

Name of (ultimate) parent company:
(if this applies) Company Registration number of Parent
company: (if this applies)

Page 1 Page 2

Details of your Organisation cont. Is your company owned by an individual or individuals who are resident in the Isle of Man for tax purposes?

If Yes please provide owner name/names: Yes
No

Financial Information

/ / / /

What was your turnover in the last two years (if this applies)?

£

  for year ended

£

  for year ended

Has your organisation met the terms of its banking facilities and loan agreements (if any)?

If No what were the reasons, and what has been done to put things right? Yes
No

Has your organisation met all its obligations to pay its creditors and staff during the past year?

If No please explain why not: Yes
No

Is your organisation in debt to any Department, Board or Office of the Isle of Man Government?

If Yes please explain why: Yes
No

Has your organisation met all its obligations regarding payment of social security obligations
and taxes to the Isle of Man Government?

If No what were the reasons, and what is being done to put things right? Yes No

What is the name and branch of your bankers (who could provide a reference)? Name: Contact Details: Branch:

Page 3

Financial Information cont.

Business Activities and Standing If asked, would you be able to provide at least one of the following?

A copy of your most recent audited accounts (for the last two years if this applies) Yes

No

A statement of your turnover, profit & loss account and cash flow for the most

recent year of trading
Yes

No

A statement of your cash flow for the current year and a bank letter outlining the

current cash and credit position
Yes

No

What are the main business activities of your organisation? How many staff does your organisation employ (if you are a sole trader, please say so)?

Have you had any contracts terminated for poor performance in the last three years, or any contracts where damages have been claimed by the contracting authority?

If Yes please give details: Yes

No

Do any of the following apply to your organisation, or to (any of) the director(s) / partners / proprietor(s)?

Is it in a state of bankruptcy, insolvency, compulsory winding up, receivership,

composition with creditors, or subject to relevant proceedings1?

Has been convicted of a criminal offence related to business or professional conduct?

Has committed an act of grave misconduct in the course of business?

Has not fulfilled obligations related to payment of taxes?

Is guilty of serious misrepresentation in supplying information?

Is not in possession of relevant licences or membership of an appropriate

organisation where required by law?

If the answer to any of these is Yes please give brief details below, including what has been done to put things right. Yes

No

Yes

No

Yes

No

Yes

No

Yes

No

Yes

No

Insurance Please provide details of your current insurance cover

 Value

£

Employers Liability

Public Liability £

Professional Indemnity £

Other (please provide Details) £ Page 4

Quality Assurance Does your organisation have a written health and safety at work policy3? Yes

No

If not does your organisation have a quality management system2?

Yes

No

Does your organisation hold a recognised quality management certification for example BS/EN/ISO 9000 or equivalent? Yes

No

If you do not have a quality certification or a quality management system in place, please explain why:

I declare that to the best of my knowledge the answers submitted in this pre-qualification questionnaire (and any supporting documentation) are correct. I understand that the information will be used in the evaluation process to assess my organisation’s suitability to be invited to tender for the Government’s requirement. Completed by:

Health & Safety Does your organisation have a health and safety at work system2?

If No, to either of the above please explain why:
Yes

No

Equal Opportunities Does your organisation have an equal opportunities policy to avoid discrimination? Yes

No

Investors in People Does your organisation hold Investors in People status? Yes

No

Declaration / / Date:

Signature: Position (Job Title):
Name:

1Bankruptcy – the legally declared inability or impairment of ability of an individual or organisation to pay its creditors Insolvency – the inability to pay one's debts as they fall due. Usually used in Business terms, insolvency refers to the inability for a 'limited liability' company to pay off debts. Compulsory Winding Up - when the court makes an order for the company to be wound up (a 'winding-up order') on the petition of an appropriate person. Receivership - a form of bankruptcy in which a receiver is appointed to run the company and to recoup as many debts as possible Composition with Creditors - An alternative to bankruptcy, in which creditors agree to accept partial payment in full settlement of their claim

2“system” means processes and procedures to ensure that the subject is properly managed. This includes making sure that legal requirements are met.

3Any business employing five or more people has, by law, to prepare and bring to the attention of employees a written Health & Safety Policy Statement.

A Health and Safety Policy usually consists of three distinct sections namely:

General Policy Statement – a short statement outlining the organisation’s commitment to Health and Safety signed and dated by the senior organisation official (for example, the Managing Director). Organisation – how the organisation addresses Health and Safety; lines of communication between managers and staff; and any specific duties/ responsibilities assigned within the organisation – this should be relatively straightforward for smaller organisations. Arrangements – the systems2 and procedures in place for ensuring employees’ Health and Safety at work.

Environmental Management Does your organisation have an environmental management system2? Yes

No

Chief Executive: Malcolm Couch Freedom of Information Team DHSC Digital Cronk Coar Strang IM4 4RJ

(01624) 642621 dhsc@foi.gov.im Website: www.gov.im/dhsc

Our ref: 513839 25 July 2018

Dear ###

We write further to your request which was received on 29 June 2018, which states:

"Please provide intention to tender documents for the following procurement exercise DHSC.597 Primary Care Orthodontic Services Awarded 2017"

Response to your request We are pleased to be able to provide a response to your request with answers to your question: Please find attached documents relating to your request for intention to tender documents for the procurement exercise DHSC.597 Primary Care Orthodontic Services Awarded 2017. Please quote the reference number 513839 in any future communications.

Your right to request a review

If you are unhappy with this response to your freedom of information request, you may ask us to carry out an internal review of the response, by completing a c

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