Public Procurement Survey of Suppliers: analysis 2020

Appendix 1: List of survey questions

1) * How would you describe your organisation?

• Mainly seeking to make a profit (e.g. for owners or shareholders)
• A charity or voluntary sector organisation or a social enterprise
• A local-government financed body (such as a service provided or funded by the council such as leisure centres, social care, waste or environmental health services)
• A central government financed body (such as the Civil Service, any part of the NHS, a college or university, the Armed Services, an Executive Agency or other non-departmental bodies)
• Other (please specify)

For the purposes of public procurement rules, an organisation can be classed as a supported business if:

• it has the social and professional integration of disabled and disadvantaged people as its main aim
• and at least 30% of its employees are disabled or disadvantaged.

2) Do you consider your organisation to be a supported business?

• Yes
• No

3) * Approximately how many people work in your organisation? By that, we mean both full-time and part-time employees on your payroll, as well as any working proprietors or owners, but excluding the self-employed and outside contractor or agency staff.

• Under 10
• 10-49
• 50-99
• 100-249
• 250-999
• 1,000+
• I don't know

4) Which of these ranges did your organisation's turnover fall into, in the last financial year?

• Less than £82,000
• £82,000 - £99,999
• £100,000 - £249,999
• £250,000 - £499,999
• £500,000 - £999,999
• £1 million - £1.99 million
• £2 million - £2.8 million
• £2.81 million - £4.99 million
• £5 million - £9.99 million
• £10 million - £14.99 million
• £15 million - £24.99 million
• £25 million or more
• Prefer not to say
• I don't know

5) * What sector does your business operate in? (Please tick one. If your business operates in more than one sector, please tick the sector of your principal business activity.)

• Agriculture, forestry and fishing
• Mining and quarrying
• Manufacturing
• Electricity, gas, steam and air conditioning supply
• Water supply, sewerage, waste management and remediation activities
• Construction
• Wholesale and retail trade, repair of motor vehicles and motorcycles
• Transportation and storage
• Accommodation and food services
• Information and communication
• Real estate activities
• Professional, scientific and technical activities
• Administrative and support service activities
• Public administration and defence, compulsory social security
• Education
• Human health and social work activities
• Arts, entertainment and recreation
• Other service activities

6) How many years have you been trading?

• 0-5 years
• 6-10 years
• 11-20 years
• Over 20 years

7) * In which local authority is your organisation located? If your organisation is based across multiple sites, please select the local authority in which your head office is located.

• Aberdeen City
• Aberdeenshire
• Angus
• Argyll and Bute
• City of Edinburgh
• Clackmannanshire
• Dumfries and Galloway
• Dundee City
• East Ayrshire
• East Dunbartonshire
• East Lothian
• East Renfrewshire
• Falkirk
• Fife
• Glasgow City
• Highland
• Inverclyde
• Midlothian
• Moray
• Na h-Eileanan Siar
• North Ayrshire
• North Lanarkshire
• Orkney Islands
• Perth and Kinross
• Renfrewshire
• Scottish Borders
• Shetland Islands
• South Ayrshire
• South Lanarkshire
• Stirling
• West Dunbartonshire
• West Lothian
• N/A - my organisation is based outside of Scotland (please tell us where).

8) What is the predominant market focus of your organisation?

• Local (i.e. operating within 25 miles of base/head office)
• Regional (i.e. operating range of more than 25 miles but within 100 miles of base/head office)
• Scotland-wide
• UK-wide
• EU-wide
• International

9) * How many years' experience does your organisation have in tendering for Scottish public sector contracts?

• Less than 2 years
• 2-5 years
• 6-10 years
• 11-20 years
• Over 20 years
• My organisation has never tendered for a contract with the Scottish public sector

10) In terms of the contract value, what size of Scottish public sector contract(s) does your organisation typically tender for? (Please tick all that apply.)

• Less than £10,000 in value
• Between £10,000 and £49,999
• Between £50,000 and £119,999
• Between £120,000 and £189,999
• Over £190,000 in value

The next few questions ask about the Scottish public sector contracts that your organisation has tendered for in the last two years.

11) How many Scottish public sector contracts did your organisation tender for in the last two years?

• None
• 1-5
• 6-10
• 11+

In the previous question, you indicated that your organisation has not tendered for any Scottish public sector contracts in the last two years.

12) Please state why not.

For a list of examples of executive agencies and non-departmental government bodies, please click here.

13) Which part(s) of the Scottish public sector are covered by the contracts that you tendered for in the last two years? (Please tick all that apply.)

• Central government (including executive agencies and non-departmental public bodies)
• Local government
• NHS
• Universities and colleges
• Registered social landlords
• Other (please specify)

The next few questions ask about the Scottish public sector contracts that your organisation has won in the last two years.

14) How many Scottish public sector contracts did your organisation win in the last two years?

• None
• 1-5
• 6-10
• 11+

15) Which part(s) of the Scottish public sector are covered by the contracts that you won in the last two years? (Please tick all that apply.)

• Central government (including executive agencies and non-departmental public bodies)
• Local government
• NHS
• Universities and colleges
• Registered social landlords
• Other (please specify)

16) Did you request feedback from the relevant public body on your tenders in the last two years, regardless of whether you won the contract(s) or not?

• Yes - on all of them
• Yes - on some of them
• No - on none of them

You indicated in the previous question that you have requested feedback from the relevant public body on at least one tender in the last two years.

17) How would you rate the quality of the feedback you received?

• Very poor
• Poor
• Average
• Good
• Excellent

18) Please explain your answer to the previous question.

You indicated in the previous question that you did not request feedback on any of your tenders in the last two years.

19) Please tell us why you did not request any feedback.

20) How is the process of tendering for public contracts managed in your organisation?

• One person is responsible
• A number of people/a team is responsible
• Everyone in the organisation shares responsibility
• We commission external support
• I don't know

21) * Has your organisation ever been involved in the delivery of Scottish public sector contracts as a sub-contractor (elsewhere in the supply chain)?

• Yes
• No

22) How would you rate your organisation's experiences of delivering Scottish public sector contracts as a sub-contractor?

• Very poor
• Poor
• Average
• Good
• Excellent

23) Please explain your answer to the previous question.

24) When delivering contracts as a sub-contractor, have you always been paid within 30 days?

• Yes
• No

You indicated in the previous question that you have not always been paid within 30 days when delivering Scottish public sector contracts as a sub-contractor.

25) For any of the sub-contracts where you were not paid within 30 days, did they include provisions that you would be paid within 30 days?

• Yes - all of the sub-contracts contained these provisions
• Yes - some of the sub-contracts contained these provisions
• No

26) Was your experience of not being paid within 30 days as a sub-contractor limited to a single public contract?

• Yes
• No - I have experienced this with more than one public contract

27) Have you ever experienced late payment issues as a sub-contractor on two or more contracts where the prime contractor was the same?

• Yes
• No

28) For any contracts where you have not been paid as a sub-contractor within 30 days, what was the nature of the contract(s)? (Please tick all that apply.)

• Goods
• Works
• Services

29) For any contracts where you have not been paid as a sub-contractor within 30 days, who (if anyone) did you raise the issue with? (Please tick all that apply.)

• The public body
• The contractor or sub-contractor delaying payment
• I did not raise the issue with anyone
• Other (please tell us who)

You indicated in the previous question that on at least one occasion, you did not raise the issue of not being paid (as a sub-contractor within 30 days) with anyone.

30) Please tell us why you did not raise the issue with anyone.

A consortium bid is when two or more suppliers come together to bid during a procurement.

31) Has your organisation ever been involved in the delivery of Scottish public sector contracts as part of a consortium bid?

• Yes
• No

32) On average, what extent of your organisation's annual turnover in the last two years has come from winning Scottish public sector contracts?

• 0-25%
• 26-50%
• 51-75%
• 76-100%
• Prefer not to say
• I don't know

33) On average, what extent of your organisation's annual turnover in the last two years has come from working on a Scottish public sector contract as a sub-contractor (elsewhere in the supply chain)?

• 0-25%
• 26-50%
• 51-75%
• 76-100%
• Prefer not to say
• I don't know

34) Have you - or has someone in your organisation - received training, support or advice on tendering for Scottish public sector contracts, at any stage?

• Yes
• No
• I don't know

In the previous question, you indicated that you (or someone in your organisation) have received training, support or advice on tendering for Scottish public sector contracts.

35) Please select the source(s) of the training, support or advice provided. (Please tick all that apply.)

• Supplier Development Programme
• Scottish Government Supplier Journey
• Private contractor
• Received a feedback session from a public sector organisation linked to a tendering process
• Attended a specific contract event
• Support via Business Gateway
• Other (please specify)

In the previous question, you indicated that you (or someone in your organisation) have not received training, support or advice on tendering for Scottish public sector contracts.

36) Please tell us why not. (Please tick all that apply.)

• I/we did not know that free tender training is available
• I/we did not have enough time to seek support
• The training was too expensive
• Other (please specify)

The Scottish Government, in conjunction with Scottish local authorities, provides the Supplier Development Programme which offers free training for organisations interested in tendering for services to Scottish public sector organisations. (For more information, please click here.)

37) Are you/is your organisation aware of the Supplier Development Programme?

• Yes
• No

38) Have you, or has someone in your organisation, attended any of the Supplier Development Programme training events/webinars?

• Yes
• No
• I don't know

39) Have you, or has someone in your organisation, attended an annual Supplier Development Programme 'Meet the Buyer' event?

• Yes
• No
• I don't know

40) Please rate the ability of your organisation on each of the following eight aspects of Scottish public sector tendering.

(Strongly disagree, disagree, neither agree nor disagree, agree, strongly agree)

• We are able to use our knowledge/experience of the market/sector to inform the development of the tender specification
• We are able to communicate our value proposition to inform the tender specification
• We are able to satisfy the qualification criteria of tender requirements
• We are able to understand the evaluation criteria of tenders
• We are able to respond effectively to evaluation criteria
• We are able to respond effectively to feedback on submitted bids
• We are able to successfully manage an awarded contract
• We are able to submit a bid within the timescale

41) Please add any comments related to your response to the previous question.

42) Have any of the following posed a difficulty for your organisation in relation to Scottish public sector contracts?

(Never/seldom poses a difficulty, sometimes poses a difficulty, always/often poses a difficulty)

• Identifying available public sector contracts
• Communicating with public sector buyers
• Understanding questions asked in the request for tender documentation
• Costs of compiling a tender
• The timescale for preparing a bid
• Meeting financial capacity requirements
• Meeting insurance requirements
• Organisational capability / capacity for managing a public sector contract
• Requirements for professional qualifications / accreditations (including health and safety)
• Requirements for previous experience in supplying to public sector
• Finding a partner with which to make a joint bid for a contract
• Accessing tender documentation
• Gaining feedback on a tender
• Late payment of a valid invoice by a public sector body
• Terms and conditions of the proposed contract
• Other

You indicated in the previous question that your organisation has experienced other difficulties in relation to Scottish public sector contracts.

43) Please tell us what these other difficulties were.

The rules around public procurement changed significantly in 2016 and the Scottish Government has been working to improve Scottish public procurement through promoting good, transparent and consistent practice. (For more information, please click here.)

44) Since 2016, to what extent do you believe that Scottish public procurement delivery:

(Strongly disagree, disagree, neither agree nor disagree, agree, strongly agree, I don't know/not applicable)

• Has improved?
• Has become more open and transparent?
• Has become simpler?
• Has become more business-friendly?
• Has become more social enterprise/third sector friendly?

45) Please add any comments related to your response to the previous question.

46) Please state your level of agreement with the following statements in respect of Scottish public procurement.

(Strongly disagree, disagree, neither agree nor disagree, agree, strongly agree, I don't know/not applicable)

• I felt that I was treated fairly and equally throughout the procurement process
• Contracts are divided into lots in order to facilitate SME / Third Sector access where it is possible to do so
• Prequalification criteria are relevant and proportionate to the circumstances of the contract
• Joint bidding among SMEs and third sector bodies is encouraged
• I have regular meetings with the customer organisation to ensure effective delivery of the contract
• Scottish public procurement focuses on achieving value for money rather than driving down costs (i.e. through achieving an appropriate balance of cost, quality and sustainability)
• I am encouraged to suggest innovative solutions to public contract delivery

47) When bidding for Scottish public sector contracts, how often have you been asked to consider:

(Never, sometimes, always)

• Community benefits in procurement (for example, apprenticeships or training opportunities)?
• Fair Work practices for employees (for example, employment and pay matters)?
• Environmental impacts or concerns?
• Payment terms within the supply chain?
• Innovation?
• Advertising sub-contract opportunities?

48) What impact, if any, has the work to improve Scottish public procurement had on each of the following aspects of procurement?

(A lot worse, somewhat worse, no change, somewhat improved, improved a lot, I don't know)

• Transparency and clarity in the procurement process (e.g. making it easier to locate, understand and bid for contracts)
• Participation of SME/third sector/supported business in the procurement process
• Embedding social and environmental matters in the procurement process
• Increasing competition between suppliers
• Encouraging consortia bidding
• Encouraging innovation
• Quality and consistency of feedback
• Visibility of low value contracts (QuickQuote)
• Effective contract and supply chain management
• Public sector engagement with suppliers

49) Has your organisation been unhappy about a procurement exercise carried out by a Scottish public body in the past two years?

• Yes
• No

In the previous question, you indicated that your organisation has been unhappy about a procurement exercise carried out by a Scottish public body in the last two years, on at least one occasion.

50) What action(s) did you take? (Please tick all that apply.)

• Raised the issue with the public body
• Approached the Single Point of Enquiry
• Initiated a legal challenge
• None
• Other (please specify)

51) Please add any comments related to your response to the previous question.

52) Are you/is your organisation aware of the Single Point of Enquiry?

• Yes, and I/we have made use of the service
• Yes, but I/we have not made use of the service
• No

You indicated in the previous question that you are aware of the Single Point of Enquiry, but you have not made use of the service.

53) Why not?

You indicated previously that you have used the Single Point of Enquiry service in the past.

54) How satisfied were you with the service you received?

• Very unsatisfied
• Unsatisfied
• Neutral
• Satisfied
• Very satisfied

55) Please add any comments related to your response to the previous question.

56) Have you considered initiating a legal challenge following an unsuccessful tender at any stage (i.e. not just within the last two years), regardless of whether you went through with it?

• Yes
• No

You indicated previously that you have considered initiating - or have initiated - a legal challenge following an unsuccessful tender.

57) Did you/your organisation experience any barriers to initiating a legal challenge?

• Yes
• No

You indicated in the previous question that you/your organisation experienced barriers to initiating a legal challenge following an unsuccessful tender.

58) Which of the following factors acted as a barrier to initiating a legal challenge? (Please tick all that apply.)

• Cost of raising legal proceedings in court
• Reputational risk and/or fear that raising an action could be held against the organisation in future competitions
• Duration of legal proceedings
• Time period provided to initiate a challenge
• Lack of capacity within the organisation to initiate a challenge
• Lack of knowledge of the procurement remedies legislation
• Other (please specify)

The final few questions in this survey relate to the impact of COVID-19 on your organisation and on the public procurement landscape in Scotland.

59) To what extent, if any, has the COVID-19 pandemic had a negative impact on your organisation's ability to bid for and/or deliver Scottish public sector contracts?

• No impact
• Some impact
• Major impact

You indicated in the previous question that the COVID-19 pandemic has had a negative impact on your organisation's ability to bid for and/or deliver Scottish public sector contracts

60) What were the main barriers to you or your organisation in bidding for – or delivering – Scottish public sector contracts during the pandemic? (Please tick all that apply.)

• Lack of contract opportunities
• Lack of time and/or employee capacity to bid for or deliver contracts
• Lack of financial capacity/issues with cashflow
• Lack of guidance, advice and support
• Impact of government restrictions on ability to undertake contracted activities
• Other (please tell us what)

61) Did you or your organisation receive any support from local government, national government or elsewhere to help reduce the impact of the COVID-19 pandemic on your business?

• Yes
• No

You indicated in the previous question that you or your organisation has received support to minimise the impact of COVID-19.

62) What support did you or your organisation receive? (Please tick all that apply.)

• Modifications to existing public sector contracts (e.g. advanced payments)
• Furloughed staff
• Small Business Support Grant
• Pivotal Enterprise Resilience Fund
• Self-Employment Income Support Scheme
• Self-Employed Hardship Fund
• Bounce Back Loan Scheme
• Coronavirus Business Interruption Loan Scheme (CBILS)
• Other financial/grant support from a public sector body (e.g. Third Sector Resilience Fund, Wellbeing Fund, Supported Communities Fund)
• Other (please tell us what)

63) What other support, if any, would have helped you or your organisation to bid for or deliver a Scottish public sector contract during the pandemic?

64) What lessons, if any, can be learned from the COVID-19 pandemic in relation to Scottish public sector procurement?

65) Please use this box to add any final comments on your experiences of bidding for Scottish public sector contracts.

We are keen to have follow-up conversations with respondents, so that we can further explore some of the issues raised so far in the survey. This will take the form of a brief telephone call with a member of our team, at a time and date convenient to the respondent.

66) * Are you happy to take part in a telephone conversation, to discuss your responses to any of the previous questions?

• Yes
• No

You indicated in the previous question that you would be happy to take part in a telephone conversation to discuss your responses to the survey.

67) Please provide your name and contact details below, and a member of our team will be in touch. Please note that your answers to this survey will remain anonymous.

• * Name
• * Email address
• * Telephone number