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Ealing Commissioning and Tendering Master class

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Title: Ealing Commissioning and Tendering Master class


1
Ealing Commissioning and Tendering Master class
27th September 2013

2
  • Aims and Objectives
  • Introduction to Childrens Commissioning in
    Ealing
  • The tender process and submitting high quality
    bids
  • Demonstrating value for money and outcomes
  • Accessing contract opportunities
  • Bidding on a Joint or Solo basis

3
THE TENDERING PROCESS
  • 11AM TO 11.30AM

4
Commissioning, Procurement, Tendering
Contracting
  • Commissioning describes the whole process of
    mapping, planning, delivery and evaluation of
    services for a local area.
  • A commissioner is anyone undertaking this whole
    process.

5
Commissioning, Procurement, Tendering
Contracting
  • Procurement refers to the purchase of services,
    usually by publicly funded bodies, at the best
    possible price, in the right quantity and
    quality, at the right time and generally via a
    contract. It is one part of the commissioning
    process
  • Tendering is the process of making a formal offer
    in writing to provide services as specified in
    the tender documents. Successful tenders result
    in the awarding of a contract
  • Contracting is about one organisation, such
  • as a local authority paying another to deliver
  • a service to an exact specification as laid out
  • and agreed in a contract

6
Procurement Procedures
  • TOTAL ESTIMATED VALUE PROCEDURE
  • Up to 10,000 Officers should proceed in a
    manner most expedient to the efficient
    management of the service.
  • 10,001 - 35,000 Three written quotations as
    a minimum.
  • 35,001 - 75,000 Invitation to Tender to at
    least three tenderers.
  • 75,001 EU Threshold Invitation to Tender by
    advertisement.
  • Above EU Threshold EU Tendering procedure.
  • PROPORTIONALITY , the PROVIDER MARKETS and the
    NATURE OF THE
  • SERVICES TO BE DELIVERED, all determine how the
    Tender process
  • WILL BE DESIGNED UNDERTAKEN -
  • EACH TENDER IS DIFFERENT !!

7
EU Procurement Directives (at present)
  • EU Requirements for tendering Part B Services
  • Financial threshold
  • A technical service specification and
  • Publication of contract award OJEU
  • Set by the prevailing case law.
  • CHANGING IN 2013 UK may be an earlier
  • implementer of the changes (yet to be agreed)

Part B (Residual) Services (Most of Social Care
Service delivery contracts fall into Part B
Services )
Part A Services
8
The common Tender Process

9
Common requirements of a Pre-Qualification Questio
nnaire
  • Legal status
  • Previous relevant experience
  • Resources, Qualification and Accreditations
  • Financial information to size of the contract
  • Policies and Procedures SAFEGUARDING
  • Equality Diversity
  • Quality Assurance - ISO 9001, NYA Youth Service
    Quality Mark, PQASSO, EFQM
  • Insurances Employment Public liability
    Professional Indemnity
  • References

10
Completing the PQQ
  • Pay attention to the scoring (if given)
  • Read through the whole document and thoroughly
    understand what is being asked of the whole PQQ -
    in some cases questions can be confusing
    often duplicated in the application form and can
    be interpreted in a number of ways
  • If in doubt ask !
  • Put yourself in the shoes of the evaluator who
    can only score you on what you put down on paper
  • Financial health check
  • Check you have the relevant insurances in place
  • Update policies and procedures with current
    legislation
  • Contact referees in advance - time is of the
    essence.

11
Common requirements in an Invitation to Tender
  • Ability to meet the service specification and
    provide evidenced based service solutions to meet
    target group and deliver outcomes
  • Evidence ability to deliver the service, previous
    experience and knowledge of working with the need
    group and qualifications to do so.
  • Ability to set up and delivery the service and
    the business skills in running the
  • service submit business plan.
  • Ability to work in partnership and how this will
    be achieved.
  • Ability to measure impact and outcomes.
  • Evidence the embedding of policies procedures
    within your
  • organisation.
  • Ability to engage consultant with target group
    to inform services

12
FEATURES OF A SUCCESSFULL BID
  • 1145 to 1300

13
What makes a good tender submission?
  • S SPECIFICALLY ADDRESS ALL THE SERVICE
    SPECIFICATION REQUIREMENTS
  • M -CLEAR MEANS OF MEASURING NEEDS AND SUCCESS OF
    THE PROJECT
  • A THE BUSINESS PLAN, MODE OF SERVICE DELIVERY
    AND OUTCOMES ARE ACHIEVEABLE
  • R - THE SUBMISSION IS REASLISTIC
  • T - THE SERVICE CAN BE SET UP, IMPLEMENTED AND
    DELIVERED IN THE REQUIRED TIMESCALES AND THE
    ORGANISATION HAS EVIDENCED ITS TECHNICAL ABILITY
  • TO DELIVERY THE SERVICE
  • Plan from identification of need, to setting up
    service, to ongoing funding Evidence an
    understanding of the needs and demand for the
    service
  • Evidence how the service you are proposing best
    meets the needs of users
  • Service transformation requiring imagination,
    innovation, flexibility and listening to service
    users and carers. Understanding the difference
    between need and want
  • Innovation that also address the achievement of
    providing best value Diversification in service
    provision i.e. Increase in holiday short breaks
    as apposed to residential respite
  • Be specific about what provision will be provided
    to address the need i.e. Dont just state a menu
    of opportunities for young people aged 14 will
    be provided to recognise the different needs go
    into detail about what provision will be offered

14
Preparation ...preparation......
  • Read through the entire Initiation to Tender
    (ITT)
  • Assess the risks, investment required and engage
    key stakeholders.
  • Think about each of the questions and ensure you
    understand what each question is asking.
  • Look at the evaluation scoring.
  • Develop project plan to complete the submission.
  • Pay attention to the ITT clarification questions
    and answers
  • Attend provider briefing sessions.
  • Ask questions and seek clarification where
    required.
  • Do not leave the submission until the last
    minute.

15
Exercise 2 -
  • Critiquing previous tender submissions (examples
    only for the purpose of this training)
  • Ratings 1 5 (1 low and 5 highest score)
  • Indentify areas for improvement

16
Key learning points
  • Plan your answers
  • Evidenced base should be on service solutions and
    how will risks be mitigated
  • Ability to link best value, service
    sustainability and achieving specification
    requirements and outcomes
  • Flexibility of service provision
  • Continuous monitoring

17
Pitfalls to avoid
  • Answer did not address the question.
  • The submission made no explicit link to the
    outcomes required, it was implied but not
    explicit.
  • Lack of specificity in meeting the described
    needs and understanding the complexity of need.
  • Services were based on existing provision with
    little explicit reference to meeting the
    requirements of the service specification.
  • Limited explanation given as to what is to be
    provided (assumed awareness of the
    organisations ability to provide a service)
  • Services were too expensive as it included
    provision not required
  • No reference was made as to how referrals would
    be received and how assessment of needs would be
    undertaken.
  • No information given as to how the provider would
    communicate with other professionals.
  • Business plan did not address the management of
    risks ,
  • contingency planning or interim
  • service arrangements.

18
Continued.....
  • Sell our service
  • Give good introductions to answers
  • In all your tender answers keep referring back to
    the service specification requirements
  • Understand and answer the question.
  • Ensure all your answers address the requirements
    of the question.
  • Try and quantify added value and evidence why the
    added value components will be beneficial to the
    services being procured.
  • State the purpose and objective of engaging users
    in the
  • deliver of the service and why this is
    considered to be beneficial.
  • BE EXPLICT, CLEAR AND CONCISE, CROSS REFERENCE
    ANSWERS
  • TO THE SERVICE SPECIFICATION

19
LUNCH
  • 1300 TO 1345

20
BUILDING THE FUTURE?
  • What could the future hold ?

21
Prior or early notification of tendering
opportunity
  • Networks
  • Preparation
  • Fact and knowledge finding needs and outcome
    data
  • Indentify partners / potential collaborators
  • Get ready to tender
  • Assessment of risk
  • Planning and resourcing

22
DOING THE BUDGET
  • 1430 TO 1500

23
Benchmarking...evidencing Best value
  • Know your USP and the cost of your service
  • Research
  • Benchmark
  • Remit/scope of the service
  • Partnerships Collaboration
  • Location,
  • Accessibility,
  • Complexity of need,
  • Number of staff / volunteers (staffing ratio)
  • Staff turnover,
  • Training Qualifications of staff,
  • Other funding arrangements Full cost recovery,
  • Number of activities sessions or outputs to be
    delivered,
  • Price,
  • Timescales of service delivery
  • Significant number of variables are involved
    when benchmarking
  • thus care should be taken!!!!!!!!!!!!!!

24
Benchmarking Short Break Services
  • Service type Costs Short break services for
    disabled children
  • Residential overnight 69.97 373.00 per child
    per night (24 hour period)
  • Family based overnight 140.36 - 226.26 per
    child per night (24 hour period)
  • Day care 99.21 204.83 per child per session
    (8 hours)
  • Domiciliary home care 16.74 25.60 per family
    per hour
  • Home support 17.54 25.60 per family per hour
  • Home sitting 10.98 26.07 per family per hour
  • General groups 296.68 - 430.61 per session
  • Afterschool clubs 239.77 - 331.17 per session
  • Weekend clubs 296.68 - 324.17 per session
  • Activity holidays 113.38 (for a 2 day break) -
    3,701.15 (7 day break)
  • Reference Research Report DCSF-RR224
  • The Costs of Short
  • Break Provision (March 2010)

25
Not intervening early is expensive.
Child looked after in secure accommodation
134,000 per year placement costs
Cost per child / family
Child looked after in childrens home 125,000
per year placement costs
Cost
Multi-dimensional Treatment Foster Care 68,000
per year for total package of support
Costs increase as children get older
Child looked after in foster care 25,000 per
year placement costs
Family Intervention Projects 8-20,000 per
family per year
Multi-Systemic Therapy 7-10,000 per year
Parenting programme (e.g. Triple P) 900-1,000
per family
Family Nurse Partnerships 3000 per family a
year
PEIP 1,200 - 3,000 per parent
Childrens Centres - around 600 per user
Schools - 5,400 per pupil
26
DECIDING WHAT TO DO NEXT ? Solo or Joint
Enterprise 1500 to 1540
27
Partnership / Consortia submissions
  • Types of Collaborative working
  • Scaling up
  • Sheltering
  • Merging
  • Sub-contracting
  • Consortium

28
Models of Consortia Working Informal Network
Commissioning Body
charity 2
charity 1
Charity 3
Contracts
Charity 4
Charity 7
Charity 5
Charity 6
29
Lead Agency
30
Formal Consortium
31
Partnership / Consortia submissions factors to
consider
  • Maintaining independence and remaining true to
    mission
  • Effective governance arrangements
  • Risk assessment and mitigation
  • Protecting charitable resources and ensuring that
    they are used appropriately

32
Partnership / Consortia submissions
  • www.locality.org.uk

33
Contact Details membership_at_childrenengland.org.u
k training_at_childrenengland.org.uk
www.childrenengland.org.uk Tel 0207 833 3319
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