Public Sector Supplier Capability Diagnostic Tool

The awareness and capability diagnostic tool has been created for local Torbay businesses who are interested in securing public sector contracts. The tool helps companies measure their capability and how ready they are to supply into the local public sector.

The tool allows businesses to answer a series of questions which are necessary when considering or bidding for public sector contracts. Each question provides a variety of answers, and feedback is available based on the answer provided.

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 meet the required standards and criteria. The initial assessment is based around a questionnaire covering key areas of business operation and performance. The results can be used to help identify any gaps and help you put the right measures in place to bid for public sector contracts.

Feedback is provided upon completion of the questionnaire and 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 Torbay business.

Professional / trade registers / regulators are not always required, depending on your business and the relevant contract.

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. Many tenders will require confirmation that you at least understand these requirements, and ideally are in the process of registering. Registration with a professional, trade body or regulator may provide access to and confirmation of standards and best practice which you can use to evidence in your tender bid.

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.

Ensure that you are up-to-date with any information required as part of your organisation.

For more information on People with Significant Control (PSC), please visit the Government webpage below

www.gov.uk/guidance/people-with-significant-control-pscs

You will need to provide this information as part of your bid, make sure you are able to identify that person and provide the relevant details.

Ensure that you are up-to-date with any information required as part of your organisation.

Ensure that you are up-to-date with any information required as part of your organisation.

A Company Registration Number (CRN) is a unique code that Companies House can use to quickly and identify a company. If you are a limited company or limited liability partnership you must have a CRN and this should have been allocated to you when you were incorporated. Not all businesses need a CRN if they are not incorporated and are not required to file statutory records with Companies House. If you are a sole trader or a general partnership you do not need a CRN.

If your organisation should be registered with Companies House and isn’t this will prevent public sector organisations being able to contract with you.

A Company Registration Number (CRN) is a unique code that Companies House can use to quickly and identify a company. If you are a limited company or limited liability partnership you must have a CRN and this should have been allocated to you when you were incorporated. Not all businesses need a CRN if they are not incorporated and are not required to file statutory records with Companies House. If you are a sole trader or a general partnership you do not need a CRN.

If your organisation should be registered with Companies House and isn’t this will prevent public sector organisations being able to contract with you.

A Company Registration Number (CRN) is a unique code that Companies House can use to quickly and identify a company. If you are a limited company or limited liability partnership you must have a CRN and this should have been allocated to you when you were incorporated. Not all businesses need a CRN if they are not incorporated and are not required to file statutory records with Companies House. If you are a sole trader or a general partnership you do not need a CRN.

If your organisation should be registered with Companies House and isn’t this will prevent public sector organisations being able to contract with you.

If your organisation is a charity with income of at least £5,000 per year or it is a Charitable Incorporated Organisation and is based in England or Wales it must be registered with the Charity Commission. There are different rules for charities based in Scotland or Northern Ireland

You can find further information on registration here: Set up a charity: Register your charity:  www.gov.uk/setting-up-charity/register-your-charity

If your organisation should be registered as a charity and isn’t this will prevent public sector organisations being able to contract with you.

If your organisation is a charity with income of at least £5,000 per year or it is a Charitable Incorporated Organisation and is based in England or Wales it must be registered with the Charity Commission. There are different rules for charities based in Scotland or Northern Ireland

You can find further information on registration here: Set up a charity: Register your charity:  www.gov.uk/setting-up-charity/register-your-charity

If your organisation should be registered as a charity and isn’t this will prevent public sector organisations being able to contract with you.

If your organisation is a charity with income of at least £5,000 per year or it is a Charitable Incorporated Organisation and is based in England or Wales it must be registered with the Charity Commission. There are different rules for charities based in Scotland or Northern Ireland

You can find further information on registration here: Set up a charity: Register your charity:  www.gov.uk/setting-up-charity/register-your-charity

If your organisation should be registered as a charity and isn’t this will prevent public sector organisations being able to contract with you.

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.

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.

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.

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 discretionary exclusion grounds applying to you, then you risk losing existing contracts and not passing the eligibility criteria of future tenders.

Most public sector organisations will ask if you are able to provide your last 2 years of audited accounts. Being able to provide accounts does not mean you will pass any economic and financial standing criteria as other means to assess financial standing may be used, such as turnover and credit checks. Accounts will provide the public sector organisation with a reliable source of information if further checks are required to fully establish the financial standing of the highest scoring bidder.

If you are not able to provide accounts as requested this will usually be an alternative option for providing supporting financial information. If it is not clear what alternatives there are ask a clarification question. If considering bidding, look at old bids to ascertain the type of evidence which has historically been required. Being able to provide this information does not mean you will pass any economic and financial standing criteria as other means to assess financial standing may be used, such as turnover and credit checks. This will provide the public sector organisation with an additional source of information if further checks are required to fully establish the financial standing of the highest scoring bidder.

If you are not able to provide accounts as requested this will usually be an alternative option for providing supporting financial information. If it is not clear what alternatives there are ask a clarification question. If considering bidding, look at old bids to ascertain the type of evidence which has historically been required. Being able to provide this information does not mean you will pass any economic and financial standing criteria as other means to assess financial standing may be used, such as turnover and credit checks. This will provide the public sector organisation with an additional source of information if further checks are required to fully establish the financial standing of the highest scoring bidder.

If you are not able to provide accounts as requested this will usually be an alternative option for providing supporting financial information. If it is not clear what alternatives there are ask a clarification question. If considering bidding, look at old bids to ascertain the type of evidence which has historically been required. Being able to provide this information does not mean you will pass any economic and financial standing criteria as other means to assess financial standing may be used, such as turnover and credit checks. This will provide the public sector organisation with an additional source of information if further checks are required to fully establish the financial standing of the highest scoring bidder.

If you are unable to provide any supporting financial documentation you will have the opportunity to provide a reason for this, for example if the business is a new start-up, This does not mean you will automatically fail the economic and financial standing requirements.

When you are considering an opportunity, assess the risk of taking on the contract to your own organisation – are you really able to deliver it? Also consider the potential to bid for an opportunity in conjunction with a partner as this may help reduce the risk. Evidence of the capability to finance the contract requirements will be required.

It is good you have an understanding of the level of risk you are willing to take on. Have you considered the potential to bid for an opportunity in conjunction with a partner as this may help reduce the risk or allow you to bid for larger opportunities? Evidence of the capability to finance the contract requirements will be required.

It is good you have an understanding of the level of risk you are willing to take on. Have you considered the potential to bid for an opportunity in conjunction with a partner as this may help reduce the risk or allow you to bid for larger opportunities? Evidence of the capability to finance the contract requirements will be required.

This is a good situation to be in when you do not have a parent company.

This is the ideal situation in response to this question, and helps to reduce the risk of the contract to the contracting authority.

This is only likely to be considered a risk by the public sector organisation where there is high risk of supplier or contract failure and/or significant detrimental impact as a result of contract failure.

Most contracts will set a base level of insurance required in order to secure a contract. You will need to be able to evidence that you have these levels of insurance if you are successful in a tender, therefore, you will need to declare that you will secure the insurance or have it in place already. Do some research to ensure you can get the insurance at an affordable rate. If you declare you are able to secure the insurance and then are not able to, you risk losing your opportunity.

This is the ideal situation in response to this question, and helps to reduce the risk of the contract to the contracting authority.

Public sector organisations will need to understand the experience of the organisation in order to ascertain the risk. The greater the level of relevant experience, the lower the risk presented.

This is an ideal position to tender, ensure you able to provide tangible evidence to demonstrate your experience.

This is a legislative requirement and failing to comply with your obligations may result in the public sector organisation being unable to contract with you.

This is a legislative requirement and failing to comply with your obligations may result in the public sector organisation being unable to contract with you.

This is an ideal position in which to tender if the policy is required of your organisation. If the legislation is not applicable to you then you could consider some low scale implementation of the salient points from the legislation to demonstrate understanding and forward thinking. Ensure you continue to develop the initiatives and policy; do not become complacent about moving forward. You are likely to be asked by the public sector organisation to provide a link to the site where your Modern Slavery Statement is published and will need to be able to provide this.

An environmental policy will demonstrate commitment to the laws, regulations, and other policy mechanisms concerning environmental issues. With more of a focus on being environmentally friendly, public sector bodies now look for contracting partners to be as environmentally friendly as possible. This is also a good promotional point for consumers, so includes benefits for your organisation.

Not having a policy will not prevent you from bidding for or winning contracts, however you may be required to demonstrate by other means that you have considered the impact your organisation has on the environment and what you do to reduce negative environmental impacts.

An environmental policy will demonstrate commitment to the laws, regulations, and other policy mechanisms concerning environmental issues. With more of a focus on being environmentally friendly, public sector bodies now look for contracting partners to be as environmentally friendly as possible. This is also a good promotional point for consumers, so includes benefits for your organisation.

If your organisation has been prosecuted under environmental legislation within the past three years, ensure you able to provide good evidence of how you have learnt from the prosecution, and what measures you have put in place to ensure this will not reoccur.

If your organisation has been prosecuted under environmental legislation within the past three years, ensure you able to provide good evidence of how you have learnt from the prosecution, and what measures you have put in place to ensure this will not reoccur.

If you already have informal initiatives it would be worth investing in the development of a policy to demonstrate the good work already being undertaken. This is also a good promotional point for consumers, so includes benefits for your organisation. For large contracts, evidence will be required using performance indicators.

This is beneficial for your organisation, the environment and a good position to be in when bidding for work with the public sector. Ensure you continue to develop the initiatives and policy; do not become complacent about moving forward. For large contracts, evidence will be required using performance indicators.

If your organisation does not have a Health & Safety policy you should develop one as it is essential for most contracts; it will demonstrate your commitment to the laws, regulations and other policy mechanisms concerning Health & Safety.

Staff and consumers should be kept safe when interacting with your organisation. If your organisation has been prosecuted under Health & Safety legislation within the past three years, ensure you are able to provide good evidence of how you have learnt from the prosecution and what measures you have put in place to ensure that this will not reoccur. Further information is available here: www.hse.gov.uk/simple-health-safety/policy/index.htm

If your organisation has a policy look to gather evidence of how this is embedded into your organisation through the culture and values which can be used as evidence in a tender situation. Health & Safety policies are required for the large majority of contracts.

If your organisation has been prosecuted under Health & Safety legislation within the past three years, ensure you are able to provide good evidence of how you have learnt from the prosecution and what measures you have put in place to ensure that this will not reoccur.

This is an ideal position to tender, ensure you are able to provide tangible evidence to demonstrate your experience. Ensure you continue to develop the initiates and policy; do not become complacent about moving forward.

You answered that Health & Safety provisions and policy are not relevant to your business. Note that you will need to keep this under review to ensure that it remains the case under the provisions of the Health and Safety at Work Act

An Equal Opportunities Policy is a formal manifesto that sets out an organisations commitment to fairness. There are numerous benefits to an Equal Opportunities Policy and public sector bodies see this as essential when awarding contracts to companies. Further information on Equality Opportunities & Diversity can be found here: www.eoc.org.uk/equal-opportunities-policy

If your organisation has been prosecuted under Equality & Diversity legislation within the past three years, ensure you are able to provide good evidence of how you have learnt from the prosecution and what measures you have put in place to ensure that this will not reoccur.

If your organisation has a policy look to gather evidence of how this is embedded into your organisation through the culture and values which can be used as evidence in a tender situation. This is a requirement for the large majority of contracts.

If your organisation has been prosecuted under Equality & Diversity legislation within the past three years, ensure you are able to provide good evidence of how you have learnt from the prosecution and what measures you have put in place to ensure that this will not reoccur.

This is an ideal position to tender, ensure you are able to provide tangible evidence to demonstrate your experience. Ensure you continue to develop the initiatives and policy; do not become complacent about moving forward.

Social Value can be defined as “a process whereby organisations meet their needs for goods, services, works and utilities in a way that achieves value for money on a whole life basis in terms of generating benefits not only to the organisation, but also to society and the economy, whilst minimising damage to the environment”.

As part of the procurement process, public sector bodies are now following the Public Services (Social Value) Act 2012 looking at contracts which can provide wider benefits to society considering, Social, Economic, and Environmental benefits such as supporting our local economy, e.g. using suppliers in Torbay, the creation of apprenticeships, the protection of the environment and the wider community benefits. Further information on the Social Value Act can be found here: www.gov.uk/guidance/vcses-a-guide-to-working-with-government

Please note that having a Social Value Policy is not critical. It is more important that an organisation understand what Social Value they are able to offer and what they can bring to a bid. Furthermore, the strongest Social Value responses in a bid will link their Social Value benefits to the public sector organisations corporate priorities.

This is an ideal position to tender, ensure you are able to provide tangible evidence to demonstrate your experience. Ensure you continue to develop the initiatives and policy; do not become complacent about moving forward.