Dental Access Programme
Bidder Information Event Guidance (Version 1)
[Interactive Procurement Plan Step 8]
What is the purpose of a bidder information event?
PCTs/SHAs may wish to hold bidder information events:
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As a process of engagement;
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To "sound" the market and gauge interest;
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To assist interest by explaining the procurement process; and
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To provide potential bidders with an opportunity to understand the
requirements.
It is recommended that PCTs/SHAs be clear on the purpose of holding such an event
from an early stage and that the purpose is communicated to all parties that are to be
invited.
Experience from the Equitable Access to Primary Medical Care procurements shows
that regional bidder events (SHA wide) are advantageous in terms of resourcing and
attracting sufficient interest.
The purpose and content of any bidder event will influence whether the event is held:
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Before formal engagement with the market (before advert issued)
After formal engagement with the market (after advert issued)
Before formal engagement with the market
Objectives:
A bidder information day at this stage may include some of the following objectives:

Take market soundings on what can and can’t be delivered

Understand the market barriers
[DN: if you allow input into service specifications at this stage, there could
be an argument that the procurement / requirements have been designed to
favour those bidders, thereby distorting competition and creating an unfair
basis on which to bid]

Warm up the market before formal engagement – allowing greater likelihood
of innovative solutions

Get an understanding of who the market players are and gauge the interest in
providing the required services

Inform development of the procurement structure and strategy
As formal engagement has not commenced with the market, there is greater flexibility
on how the events can be operated and the content that may be covered. However,
care should still be taken not to do anything which may serve to distort competition
(for example, by giving those bidders that attended the information day an advantage
over any that did not).
Recommendations:

Do not discuss anything with bidders which has the effect of tailoring the
procedure according to their responses.

Do not reach any conclusions as to the service requirements on the basis of
discussions with bidders at the event (i.e.: which may have the effect of giving
those bidders an unfair advantage).

Do not structure the procurement so as to favour any of the bidders attending
the event.

Do not enter into discussions with bidders as to the content of the
specifications or their solutions.

Be sure to include all information issued / created on the day (as appropriate)
within the tender documentation, once the procurement process commences.
After formal engagement with the market
Once formal engagement with the market has commenced, all bidders must be
treated fairly and equally and the procurement should follow an open and nondiscriminatory process. This means that all interested bidders should be given an
equal opportunity to participate in such events and have access to the same
information.
Objectives:
The objective of holding a bidder information event after advert publication could be
to:

Ensure all potential bidders are given an equal opportunity to fully understand
the requirements of the procurement and content of the PCT Memorandum of
Information

Inform all potential bidders of the procurement principles and next steps

Provide potential bidders who are unfamiliar with procurement processes with
a greater understanding of how the procurement process will work and the
rules (i.e. how to raise clarification questions, declaring conflicts of interest,
timing etc)

Increase market interest and attract a greater number of responses to the
Pre-Qualification Questionnaire, with the aim of increasing the number of
bidders that successfully meet pre-qualification criteria

Inform development of the procurement structure and strategy
Potential content and structure:
Only information that is available in the public domain (by way of already published
material e.g. advert or Memorandum of Information) should be disclosed at a bidder
information event which is held after the advert has been released. In other words, no
new or additional information relating to the PCT's requirements should be disclosed.
The bidder information event should be treated as a forum for clarification of
outstanding issues only (i.e.: in terms of, for example, the information published in
the advert or Memorandum of Information).
Therefore, subject to the comments above, the event may be structured as follows:
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Introduction and welcome / housekeeping
Objectives of the day
Objectives of the procurement
Scope of procurement
Procurement principles
PCT scheme overview
Clinical objectives and principles,
Procurement process
Next steps
Key requirements that bidders will be required to satisfy
Questions and Answer session
PCTs may also consider publishing the presentations from the bidder information day
on their website (template presentation slide available at Annex A).
Recommendations:

Ensure that everyone who has expressed an interest is in the same position.

During engagement with the market, PCTs/SHAs should be cognisant that
incumbent bidders are not involved with the production of specifications or
management of procurement.

The bidder information events should not be used to discuss or test the
attendees' proposed solutions.

No new information or additional requirements should be disclosed at the
event. For example, additional information on pricing, finance and
affordability, to that already provided in published documentation.

PCT representatives present at workshops or information events should avoid
answering questions where only partial information is known or the
representative is unsure of the correctness of the information. Any such
questions should be recorded and answered after the event and circulated to
all potential bidders short-listed.

Where the bidder information event is held prior to the deadline for
submission of the PQQ, all information pertinent to preparation of the PQQ
arising out of the event should immediately be circulated to bidders that did
not attend.
Practical considerations:
In addition to identifying the objectives of the event and the content to be covered,
practical arrangements will need to be made, including:

Invitations – It is recommended that to ensure focus on the objectives of the
day, the invitations to such an event should be limited to potential bidders
only

Agenda – Set the agenda for the day and send at least an outline agenda
with the invitations so that everyone is clear on what will be covered and
expectations are managed

Venue – Arrange a suitable venue that will accommodate the number of
attendees. Seating plans/arrangements should be thought about, as well as
potential break out rooms for interactive workshops where they are planned.

Catering – Ensure adequate catering for all attendees
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IT – If presentations are to be given, a lap top, computer and projector may
be required.
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Presentations and speakers – Who is presenting at the event? It may be
useful to have legal support where it is intended to offer guidance on the
procurement process

Questions and Answers preparation – If there is to be a question and answer
session, pro-active preparation for this may be useful (e.g.: to avoid the
inadvertent disclosure of information, which may have the potential to distort
competition, create an unfair advantage etc). Is there any indication of what
questions maybe asked?

Feedback forms – Consider handing out feedback forms for delegates to
complete

Delegate list and information packs for delegates – Consider handing out a
delegate list and presentation pack on the day and making these documents
available on the PCT website.
Annex A – Template presentation slide