Taking Care. Nationwide

NHS Supply ChainIntenda Awareness and Familiarisation

Intenda TeamKoos Mynhardt, Nick Hills, Farah Duff, Rob Pearce

Agenda

Questions and answers

Registration, OJEU management and pre-qualification questionnaire

Detailed look at responding to tenders

eAuctions

Questions

Questions and answers

How does this new development influence my current logon and registration

details with NHS Supply Chain?

Existing logon to the Supplier Information Database (SID) remains unchanged in the interim– NHS Supply Chain working with PaSA on the replacement SID System

Logon to NHS Supply Chain Website remains unchanged

Suppliers with current contracts will be pre-registered onto Intenda by NHS Supply Chain

New suppliers will have to register via the new NHS Supply Chain Portal

Questions and answers

What will happen to ongoing and planned tender activity?

Any Tenders that have already been issued to suppliers will not be affected

Any tendering activity prior to the Short listing of Suppliers through a Restricted OJEU Process will remain within the current System

Any tendering activity that has reached the Short Listed stage and is ready for a tender to be issued CAN be migrated to the new Intenda Solution if required by the business

All new tendering activity will be undertaken in Intenda dependant upon appropriate training being completed

Questions and answers

What support can we expect while using the new system?– Dedicated supplier helpdesk for technical support– Online interactive learning aids (e-learning)– Context sensitive help during the process

What will it cost me to participate?– There is no cost to the supplier for participation or registration

What is a PQQ?– A PQQ is a Pre-qualification Questionnaire which is part of the process

of evaluating who within the wider supply market is best suited to participate in a tender

What is TED?– TED refers to the Tenders Electronic Daily website which publishes

calls for tenders, contract awards and pre-information notices for public procurement www.ted.europa.eu

PREPARATION PHASE TENDER PHASE CONTRACT PHASE

DetermineCustomer

Need

RefineCustomer

Need

NHS portal

PREPARATION PHASE

Pre-qualificationQuestionnaire

IssueTender

AuctionEvaluate

Web portal

NHS portal

eRS / Web

TENDER PHASE

Award MaintainLaunch

Direct Communication

CONTRACT PHASE

Registration

DetermineCustomer

Need

RefineCustomer

Need

PREPARATION PHASE

Pre-qualificationQuestionnaire

TENDER PHASE

Registration

Registration, OJEU management and pre-qualification questionnaire

NHSSC portal

NHSSC portal

Supplier access

Supplier access

New supplierNew supplier

Existing supplierExisting supplier

Register on portalRegister on portal

Log onto portalLog onto portal

OJEU ondashboardOJEU on

dashboard

OJEU and other on

dashboard

OJEU and other on

dashboard

SelectNoticeSelectNotice

System directs user to TED

System directs user to TED

Register interestRegister interest PQQ displayedPQQ displayed Supplier

Responds to PQQSupplier

Responds to PQQClarification

processClarification

processSubmit

PQQSubmit

PQQ

Global portal

Global portal

Principle of “Once Only” Working towards integration with PaSA current and future system Pre-register current active suppliers Portal direct to TED, register interest (according to OJEU regulations) Submit PQQ

Registration, OJEU management and pre-qualification questionnaire

>

Detailed look at responding to tenders

PREPARATION PHASE TENDER PHASE CONTRACT PHASE

DetermineCustomer

Need

RefineCustomer

Need

NHSSC portal

PREPARATION PHASE

Pre-qualificationQuestionnaire

IssueTender

AuctionEvaluate

Web portal

NHSSC portal

eRS / Web

TENDER PHASE

Award MaintainLaunch

Direct Communication

CONTRACT PHASE

Registration

Issuing and completing tender response

TENDER PHASE

IssueTender

Evaluate

Opening the eRS package

Shortcut icon on desktop Download invitation OR receive e-mail Application creates path Windows look and feel

Ease of use

Ease of use

Tender header screen

HelpFunctionality

HelpFunctionality

Buyer contact details Verify your details Tender details and description

Response wizard

Built-in guidance Speed – minimum

typing Help function

Golden thread

Golden thread

Dropdown Responses

Dropdown lists Set Responses Allow motivation

Common Understandi

ng

Common Understandi

ng

Line response fields – quick response

Grid view Use of colours Arrange

columns Data displayed Set defaults Jump to other

areas Alternative

offers Change

Specifications

FlexibilityFlexibility

Line response fields - detail

Single item focus Switch between views

Response Wizard No saving requiredData safetyData safety

Item questionnaire

Integrated responses

Filter and group

Warning messages

Item questionnaire

RemindersReminders

Attachments received

009 (Opened) – DOCUMENT 8 – INVENTORY SUPPLIER ....

All documents organised

Status Documents to

be submitted Document

types supported

OrganisedOrganised

Completion confirmation checklist

Print responses for own archive

Encrypt Compress

Final checklist

Final checklist

Method of submitting response

Single package Direct upload Time and date stamp Versions Future reference

No human intervention

No human intervention

eAuctions

> eAuction

Questions and answers

Will all tender include eAuctions in future?– Not all tenders are suitable for auctioning. The use of eAuctions will

depend on the most suitable method for each market.

What support will the suppliers get in the use of eAuctions?– The use of eAuctions are underpinned by a proven business process.– Dummy auctions will be used to ensure that the supplier is comfortable

with the software and can focus on their bidding strategy rather than the software

– Eauction participation rules will be provided in preparation to the eAuction to ensure that all participants are fully informed.

Questions and answers

Will all eAuctions be based on price?– The market will determine whether price or other elements will be

auctioned. This can include any non-financial criteria that was part of the original tender evaluation criteria

Will the best bid always win the contract?– The eAuction results will have to be combined with the evaluation

criteria used in the tender evaluation to determine the best overall score before awarding the contract

Login screen

Unique logon per auction No registration required Hardware check

Auction selection screen

‘Your Name’

Auction description

Select auction or stage Dictionary Support

Information and bidding screen

Messages and Bid pages tabs Use of colours – draw attention

Confirmation message

Ref AJQ262 Bid (£) 4.90

4.90

Use of colours Item info General info Page summary Confirmation

Post Auction reports

Reporting available to Buyer directly after auction