Contracts, tendering and support offered to businesses
Registering your business
1. Why should I register?
The Hinkley Point C supply chain database will be used to match the requirements of contractors involved in the construction of Hinkley point C with suitably skilled Somerset companies. If a Somerset company is not registered on the database their details will not be made available to main contractors.
(Although the main works at Hinkley Point C will be delivered via approximately 150 major contracts to “Tier 1” contractors, each of these major contractors will need to find their own suppliers. They are being encouraged to include local suppliers where possible. EDF Energy will also be offering hundreds of smaller contracts directly.)
2. My company is based in the south west but not within the boundaries of Somerset, am I able to register on the Supply Chain and attend events?
The portal does not prevent a business from registering wherever that business is located. However EDF Energy has made it clear that their focus is to ensure effective engagement with Somerset suppliers. The supplier matching process together with supporting events hosted by the Hinkley Point C supply chain team will be focused on Somerset businesses.
If a business registers at www.hinkleysupplychain.co.uk that is not located in Somerset then they are advised that they should register on the main EDF Energy supplier portal at https://portail-achats.edf.com/en/login.shtml.
When the Somerset Chamber of Commerce is asked to assist in the sourcing of a supplier for EDF Energy or another main contractor they will only look at the Somerset database. If, however, there is a lack of capability in Somerset for the requirement being sought, we may then offer details of south western businesses as alternatives.
3. My company already has a history of working with EDF Energy on the Hinkley B site. Do I still need to register on the Supply Chain Portal?
Registering on the portal is not the only way for potential customer contractors to know about your services. However EDF Energy have made it clear that they will only use the information about business registering on the hinkleysupplychain web site to find Somerset suppliers. They will also be encouraging all contractors to do the same. If you are not registered on this site then you will need to rely on other means of getting yourself known. It is your decision!
4. What happens after I register?
You will get an email confirming that we have received your submission. We will then review the data completed for any gaps or areas requiring clarification and then we will assess your submission as “Not Ready / Almost Ready / Ready” to make available to main and other contractors. If assessed as not ready or almost ready we will indicate to you what additional information is required to move to “Ready” status.
Submissions judged as “Not ready” will be where there is no data submitted for important fields – assessed in relation to the type of capability (ie a supplier of office consumables will not be expected to submit the level of data that a steel fabricator will require).
Submissions judged as “Almost Ready” will have submitted most of the important data but there may be clarification required, for example, on business capability, accreditations or additional information on projects delivered. (Again judged in relation to the type of service being offered).
Submissions judged as “Ready” will be those where all data is submitted and the business capabilities, accreditations and project experience are clear. (Again judged in relation to the type of service being offered).
5. I registered a while ago but have not heard anything about where my registration has got to.
On Sept 28th EDF Energy announced plans to assess submissions to the Somerset Supplier Database on www.hinkleysupplychain.co.uk as “Not Ready, Almost Ready or Ready” to whether their details should be passed on to Tier 1 and other main contractors. We are now reviewing all submissions in accordance with EDF Energy proposals (as explained in question 2, above). We are working through the list of registered businesses based on priorities dictated by the proposed project timetables. Where more information or clarification is required we will be getting in touch with you.
We are also developing an interactive version of the database where businesses can be issued with usernames and passwords in order to update or change their submissions to the supplier database. When necessary, we will be suggesting amendments to your submission once this new version of the database is available – planned for early 2011.
6. How can I find out the status of my registration?
We are aiming to have completed the review of existing submissions, as explained in questions 2 and 3, over the period to December 31 2010. If you want to resubmit with a fresh registration in the meantime, please go to the http://www.hinkleysupplychain.co.uk/register/web site and register your business details again. We will always use the latest submission in any communication with EDF Energy or other contractors.
Once the refreshed web site and database are live (January 2011) we will be assessing new submissions within 10 days of entry. All businesses will also be able to log on and find out what their status (in terms of Not Ready / Almost Ready / Ready) is.
7. What support is available to get me to “Ready” status?
The “Ready” status for your business is determined by making sure you register full and accurate information about your business on the supply chain portal. This status is a declaration of full and accurate information – not a pre-qualification report on your capabilities and quality management systems.
In addition to achieving the desirable “Ready” status it will also be important for you to understand the level of quality and safety standards and systems that will be required for the type of service or product you offer. In addition to the information presented during the schedule of workshops and events that are being organising, Somerset Chamber is working with a variety of partners to help businesses address the opportunities and challenges that the Hinkley development presents.
Local Colleges – the local further education colleges are working with EDF Energy to develop programmes to prepare the local workforce for this project. These will provide the right skills at the right time to support the project and the development of businesses in Somerset.
Business Link – available to provide advice on all aspects of running your business. Strategy – is Hinkley Point C the right opportunity for my business and how will I integrate involvement to ensure sustainable growth. Marketing – how do I market my business within the Hinkley Point C supply chain and what do I need to do to capitalise on the experience if I am successful in tendering. Finance – what financial planning (investment, access to capital, cash flow considerations etc) will I need to undertake to ensure that business that I win is profitable. Skills – intensive support on systems to enable planned staff development – skills gap analysis, training plans, appraisals, succession planning, recruitment & selection procedures etc. Operations – what controls do I need in place to ensure that I am performing in line with internal/external expectations.
Manufacturing Advisory Service South West – Offering hands-on support from industry specialists aimed at helping manufacturing and engineering businesses improve operational productivity, introduce new products and processes and develop effective strategies aimed at growth markets including Nuclear new build. They will also assist in the evaluation of gaps in management systems and accreditation.
8. What are the changes or improvements made to the registration process in January 2011:-
A. We have listened to your feedback and have taken the opportunity to offer two types of registration – businesses can choose to be one of the following:
i) Hinkley Site Contractor:
The registration process for a Hinkley site contractor is for businesses whose work or service is directly related to construction at the Hinkley Point C site or associated development. These businesses are required to submit financial information, quality management standards and details of recent projects. The businesses that choose this slightly more detailed registration are referred to as “Hinkley Site Contractors”.
ii) Hinkley Indirect Services Supplier:
A simpler registration to those suppliers offer services to EDF Energy and main contractors that are not directly related to on site activity (such as taxi firms, accommodation providers, office supplies, local retailers etc). Providers of these “indirect services” do not need to provide financial information and quality management accreditation. These business are to be known as Hinkley Indirect Service Providers.
When viewing your registration for the first time on the new system you will note that we have made a provisional judgement about whether your business is a Hinkley Indirect Services Supplier or a Hinkley Site Contractor. When you log in you can change this assessment if you want to.
B. In order to aid the supplier search facility being offered to all EDF Energy authorised main contractors we have provided a more detailed set of business capabilities and category descriptions that together may better describe your services. We have also given you the opportunity to submit a range of key words that specifically describe your core capabilities. We strongly recommend you review this section of your registration.
C. Some other additional fields have been included which will become apparent for Hinkley Site Contractors.
D. EDF Energy and authorised contractors will be able to search the supplier database online via a secure log in procedure. Somerset Chamber of Commerce will continue to sopurce suppliers for contractors and will be promoting the capabilities of the local supply chain as the project develops.
9. Tips on Keywords
The improved supplier portal is asking suppliers to provide some keywords to describe key or core activities. These supplement the capability descriptions and are stored to help identify suppliers to EDF Energy and authorised contracotrs when they are searching for suppliers for the variety of capabilities. They keywords we suggest you choose to use are the ones that a)describe the core capabilities your buisiness offers; b) describe specialist skills not obvious from your chosen capability categories and c) are the likely words that contractors may think of when searching for suppliers.
Keywords need to be separated by a comma and you can choose as many keywords as necessary that describe your core activities. Only use keywrods that describe what you can deliver effectively and for which you have evidence or experience. Some examples below:
A small Hotel might use the following keywords: hotel, accommodation, bed & breakfast, meeting rooms, conference, restaurant, eating out, wi-fi,
An engineering business might use the following keywords: Civil Engineering, Design Engineers, trenchless pipelines, electricity ducts, cable installation, Pipejacking,Tunnelling, Guided Auger Boring, Horizontal Directional Drilling, tunnel renovation.
The capability and sub capabilities you may choose go some way to describing your services – but the keywords give you the opportunity to get specific if required. If no keywords are included in your submission then your business won’t show up on any keyword search – so at the very least include the main capabilities in this section.
Contracts, tendering and support offered to businesses
10. How can I find out what contracts are coming up that I can bid for?
Many of the contracts that Somerset businesses will be able to bid for will be contracts put out to tender by the main Tier 1 companies, who themselves have been awarded contracts by EDF Energy.
So far only one of these has been awarded (Preliminary Works to Kier BAM). In addition, EDF Energy are also issuing contracts directly to suppliers, some of which have already been awarded to Somerset businesses.
EDF Energy ask us for help sourcing companies who match their requirements, as do the major contractors. This is a big project that will be delivered over 10 years. We have tried to summarise the process with regard to contracts as we see it below.
The Hinkley Point C project is still in the planning process. Subject to receiving the necessary planning permission, the main project construction is likely to begin in 2012. The timeline for the whole project is available to view on the home page of www.hinkleysupplychain.co.uk.
EDF Energy have been inviting tenders from major Tier 1 contractors (see question 1) for the biggest elements of the project since the spring of 2010. So far the Preliminary Works, Earthworks, and Main Civils contracts have been put out to enquiry, with others such as Marine Works and Mechanical & Electrical Contracts being worked on next. These contracts will go to major national players who in turn will require subcontractors – some of whom will be from Somerset.
Once we are informed by EDF Energy on which major contractors are being invited to tender we make sure the companies bidding for these contracts are very aware of the Somerset supplier database and we find out what their requirements are. We then make sure they get the details of the “Ready” companies registered on the database that meet those requirements. In addition we are arranging “Meet the Buyer” events for the relevant major contractors to come to meet Somerset suppliers that match those requirements. See question 9 for what you can do to increase your chances of being asked to tender.
11. How can I find out what I need to do to increase my chances of being invited to tender?
We suggest you consider the following:
a) Register on the Hinkley Point C Somerset supplier database with accurate and full data. State your strengths and don’t overstate capabilities.
b) Make clear your prime capability and make sure you illustrate with some evidence of customers serviced / projects delivered.
c) Attend the events and workshops being set up to understand the safety and quality standards required for your prime capability. These will be published on www.hinkleysupplychain.co.uk
d) EDF Energy have made it clear that they will require ISO or equivalent quality and safety standards to be met by businesses seeking contracts to work on the site. If these are not in place and are likely to be necessary then take the steps to find out what is involved, what the benefit might be to your business in the nuclear new build and other markets and then make an assessment as to the potential return on investment. There is a range of business support available – contact Business Link, SW MAS, Bridgwater College or recommended private providers.
e) Without wanting to state the obvious (!) Carry out your usual business development / marketing / sales activity to find out which contractors might need your services and when they might need it. The Hinkley Point C supplier database should be viewed as a tool to help you get in front of the right people at the right time – but not as your only tool.
12. What else is EDF Energy doing to find out about the skills and capabilities of Somerset businesses?
EDF Energy will be visiting local companies over the next year to determine their capacity and capability to take part in the project. The local team will select companies from specific business sectors that match the project timescales and will arrange appointments. These visits are not prequalification visits, simply a means to understand what you can offer so that EDF Energy can help Tier 1 suppliers develop their supplier bases and local knowledge
13. I have heard there is a meet the buyer event, how can I make sure I can attend?
The meet the buyer events are organised to maximise value for Somerset businesses and for the main contractors looking for suppliers. We all know how much time can be wasted in discussions between companies who don’t need or want what is on offer. The meet the buyer events will no doubt evolve with experience but will start based on the successful formula developed by Somerset Chamber.
In summary:
1, EDF Energy will ask a selection of main contractors to attend a meet the buyer event – a selection based on the contracts in the pipeline that in turn will be in line with the proposed project timetable.
2. We will find out what the requirements of the main contractors are and will then invite Somerset businesses registered on the database whose capabilities match those requirements to register their interest in meeting the main contractors. [A1]
3. We then offer those main contractors a selection of companies assessed as “Ready” – and where capabilities match requirements.
4. They then tell us who they want to meet and we will arrange appointments and inform both parties. The main contractors have the final say on who they want to meet.
We expect there to be a rolling program of meet the buyer events during the proposed construction timetable.
14. This is a huge project and I’m a small business. What is the scale of work that is likely to be contracted out to the likes of me?
The range and size of opportunities is considerable across a wide spectrum of business activity. The following examples may illustrate the point:
i) There will be requirements for smaller buildings, such as accommodation blocks, covered storage areas etc that the main contractors are likely to put out to tender. This would involve groundworks, construction, wiring, plumbing etc. We anticipate that small to medium sized construction companies, perhaps operating within a consortium, would have the capability to compete.
ii) There will be logistics requirements to operate storage areas and move materials around the site.
iii) Offices will require cleaning services.
iv) There is a construction site to be fed and watered. EDF Energy will be looking for contractors [A2]with opportunities to source locally.
Keep an eye on the web site www.hinkleysupplychain.co.uk and make sure you register your interest and capability. This is the step in the process to give your business a chance of getting in front of the right people at the right time. Also continue to take action on the usual business development activities. This web site and the supply chain portal needs to be just one of the tools you use to win business.
Making Contact
15. Must I address my questions through the Somerset Chamber, or can I speak directly to EDF Energy; if so who are the main contacts?
EDF Energy has asked Somerset Chamber of Commerce to help coordinate and drive the local supplier engagement in partnership with other agencies. The www.hinkleysupplychain.co.uk web site is managed by the chamber on behalf of EDF Energy and will develop into a major source of information for local suppliers including information about the project timetable, the contracts being offered for enquiry, the events and support available and a range of other information.
The Somerset Hinkley Point C supply chain team, set up by the chamber, will be able to help on most queries and can be contacted on 01823 444924. However, you do not always have to ask questions through the Somerset Chamber of Commerce. The local procurement manager for EDF Energy is Jamie Driver and he can be contacted on 01278 444600 and at jamie.driver@edf-energy.com