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Procurement Consultancy

  /  Procurement Consultancy

Consultancy Services

Our Consultancy Service is based on extensive experience gained over a 20-year period in supporting public sector and utility clients as well as bodies in receipt of public funds. A key feature of our service is our independence, assurance of confidentiality and guarantees around conflicts of interest. Our entire team of consultants have extensive direct experience in working within the regulated procurement environment prior to becoming procurement consultants ensuring they all have relevant experience in the award of the full range of supplies, works, services and concession contracts.

At Greenville, we provide focussed advice and support on all aspects of procurement from developing a procurement strategy through to handling non-legal challenges to the process.  Clients call us in relation to the following:

  • Complex questions of interpretation
  • Development of specifications
  • Completion of national and EU notices on eTenders/OJEU
  • Drafting documentation including invitations to tender, questionnaires, spreadsheets/reports and notification letters
  • Support on evaluation of responses to applications, dialogues and tenders
  • Advice on how to manage requests for further information / debriefs on foot of tender notification
  • Management of clarification/verification sessions, dialogue rounds and negotiation meetings
  • Implementing contract management strategies
  • Rules relating to further expenditure on contracts
  • Processes for managing poor performance

For many clients with limited resources or infrequent exposure to running full EU tenders, we offer a bespoke service managing the contract award process from beginning to end, in full co-operation with the client. This service involves the Greenville team working closely with clients through all stages of the procurement cycle. The key stages include:

  • Determine the need – Is it a supply, service or work, concession or Title III service?
  • Agree the procurement strategy (e.g. value/procedure/contract versus framework, etc.)
  • Develop the tender documentation including
    • Advertise and publish the documents on eTenders and/or OJEU
    • Receive and evaluate applications / tenders
    • Clarify, verify, negotiate if required
    • Complete evaluation process and identify winner(s)
    • Seek appropriate approval to award
    • Draft and issue notification letters to successful / unsuccessful tenderers
    • Conclude contract / establish contract management protocol
    • Publish award notice on eTenders/OJEU
    • Prepare tender reports (Art. 84 compliant) and full tender file

At Greenville, we have developed a unique insight into the use of the full suite of documentation required for the award of works and engineering related services as defined under the Capital Works Management Framework (CWMF).    We work with clients on the Pillar 1 and Pillar 2 documents using the full suite of documents available, namely:

PW-CF1 Building Works Designed by the Employer
PW-CF2 Building Works Designed by the Contractor
PW-CF3 Civil Engineering Works Designed by the Employer
PW-CF4 Civil Engineering Works Designed by the Contractor
PW-CF5 Minor Civil Engineering and Building Works designed by the Employer
PW-CF6 Short Public Works Contract for employer designed works
PW-CF7 Investigation Contract
PW-CF8 Short form of Investigation Contract
PW-CF9 Framework Agreement
PW-CF10 Public Works Contract for Early Collaboration
PW-CF11 Term Maintenance and Refurbishment Contract
COE1 Conditions of Engagement for Consultancy Services (Technical)
COE2 Conditions of Engagement for Archaeology Services

Effective procurement requires that all staff in an organisation have access to easy to use policies and procedures.  It is not enough to make national guidelines and regulations or European directives available, each public body is obliged to have an in-house set of policies and procedures which outline the organisations goals and targets for implementing and managing effective procurement.

The procurement policy should address at a minimum:

  • The Senior Management commitment to procurement
  • The process for monitoring and reporting on compliance
  • The authority levels to be complied with in relation to decisions ensuring full separation of duties
  • Encapsulate the delivery of the corporate procurement plan
  • Detail the organisations policy on innovation, accessibility, environment and social inclusion

The procurement procedures should include the following:

  • Outline the process for initiation of procurement linked to budgets and budget holders
  • Lay down the internal thresholds for quotations
  • Detail the procedures to be used for quotations and national and EU value tenders
  • Describe the operation of each specific procedure to be employed
  • Detail the rules to be applied for derogations from procurement (e.g. sole source, urgency, etc.)
  • Detail the systems to be linked to internal ERP systems and external (eTenders, SIMAP, TED)
  • Prescribe the approval and reporting systems to be complied with

We worked with many clients to develop bespoke templates for use at quotation, national and EU level for both contracts and framework agreements.  These include:

  • Project appraisal
  • Requests for quotation
  • Invitation to tender under all procedures
  • Framework terms and conditions
  • Qualification questionnaires
  • Evaluation matrices
  • Clarification documents
  • Notification letters for all key decisions including:
    • Inadmissible tenders
    • Requests for self-declared information
    • Award letters
    • Unsuccessful notification letters
    • Notification letters using the various types of framework (single and multi-party with cascade and mini-tendering)
  • Tender reports including Art. 84 compliance reports
  • Service level agreements

We can support two kinds of procurement audits.

  1. Organisational Audits;
  2. Specific Contract Award audits.

For more information on the organisational audits please refer to Organisational Reviews and Expenditure Analysis.  In relation to specific contract award audits clients usually engage Greenville to (i) to review the procurement file of a complex high-risk procurement prior to final award decision, or (ii) to review the file in the case where a possible complaint or risk of challenge exists.  In both scenarios, we look at the key decisions and documentation backing up the decisions and if required speak directly with the key stakeholders involved.

The audit includes review of:

  • eTenders/ OJEU notices
  • Tender documentation published
  • Clarifications issued
  • Composition of evaluation team including requirements regarding confidentiality and conflicts of interest
  • Evaluation process including records relating to clarification meetings, site visits, etc.
  • Evaluation records
  • Approval process
  • Notification letters
  • Management of requests for information from economic operators
  • Contract conclusion stage

We will specifically look for full compliance with the EU Treaty principles of equal treatment and non-discrimination, transparency, proportionality and mutual recognition in addition to ensuring that the client did not confer upon themselves an unrestricted freedom of choice (i.e. make a biased decision).

We work with clients to review their expenditure profile in order to support a full procurement review or to develop their Corporate Procurement Plan.   Our experience is that many organisations find it difficult to access full and accurate procurement information via their ERP systems for various reasons ranging from systems not being designed for the procurement activity to poor implementation and inaccurate recording.

We work proactively with clients using the information available to capture:

  • Analysis of spend by category
  • Analysis of spend by supplier
  • Number of suppliers per category
  • Number of purchase orders per category
  • Number of purchase orders per supplier
  • Typical spend on purchase orders
  • Number of procurements at quotation level
  • Number of procurements at national level
  • Number of procurements at EU level
  • Numbers of respondents to the various procurement

This analysis, when completed, gives a real picture of an organisation and the maturity of the procurement function.  It enables us to work with clients to agree a plan of improvement on a phased basis over a defined period of time.

Organisational reviews address a number of key features of an organisation, namely:

The PEOPLE based requirements is met through training needs analysis and development of plans for individuals and departments.   In addition, we undertake a full analysis of the procurement activity to determine the level of resources required based on whether the organisation implements one of the three standard procurement structures (i) fully centralised; (ii) fully decentralised; or (iii) a hybrid model of a small central support unit supporting a mainly decentralised model.

The POLICY/PROCEDURES review focusses on the existing documents including:

  • Corporate Policy – how the role of procurement is positioned within the corporate entity.
  • Corporate Procurement Procedures the clarity of procedures to be implemented by staff.
  • Corporate Procurement Plan – the depth of content of procurement planning

In the assessment of PROCESSES, we review strategic direction and the implementation of robust procurement strategies.  We look at use of central procurement arrangements such as those set up by The Office of Government Procurement, specific Sector arrangements, etc.  We also examine the use of eTenders and assess the use of contracts, frameworks, panels, DPS, Qualification Systems in addition to duration of processes and tendering procedures employed.

Lastly addressing the SYSTEMS will look at use of the ERP in Ireland’s case the use of the eTenders website, analysing the extent of usage of systems when compared with the functionality available.  We review the use or potential for use of Procurement Cards.  We also look at the implementation of Contracts Register along with Contract Management tools.