Advantage SW LLG . South Somerset House . Alvington . Yeovil . Somerset . BA11 8WN

 

Alvington,

 

Yeovil

 

BA22 8WN

The products that we award contracts for will be going into tenants homes. We think that is is very important to let tenants and their representatives have an input into the decision making process.

 

To ensure that we understood our tenants wishes, tenants and their representatives were invited to a launch event for the Procurement Club. Having explained the role of Advantage SW Procurement Club, and provided an overview of the procurement process, those tenants present told us that they:

 

* Want to be involved

   o Technical panels (or equivalents) into the specification

   o Selection of successful supplier

   o Choice of ranges, colours, finishes from the successful           supplier

   o Providing information on product performance in use

 

* Don’t want to be involved:

   o Who to invite to tender

   o How to analyse the tender

   o Tender analysis (except for choice of ranges etc)

 

The procurement process has been designed to take these requirements into account. Specifications that are produced by the Product Groups can be reviewed by the technical panels or their equivalents within the Members.

 

Tenderers must provide samples of the products that they would supply if successful. We hold viewing events for these products, at which tenants provide their views and rate the products for “aesthetic and functional characteristics”. In plain speak, this means how the products look, feel and how easy to use they are. The products are anonymised and there are no salesmen, goodies or brochures with the products.  

 

The strength of the tenants input varies from project to project, but has been as high as 30%. If the tenants score does not reach 50% then we have the option to remove the tenderer from the process. This has happened to two companies. This methodology provides the tenants with a significant input into the decision, and has a strong influence on the selection of the successful tenderer.

Once contracts are awarded, each individual Member is able to select the ranges, colours and finishes that it requires from the supplier. The Member undertakes the necessary consultation with its tenants on this, allowing each Member to have a different set of options if that is their tenants wish.