Provider PreTender Workshop Kindle Centre, Hereford 28 Aug 13

1. Provider PreTender WorkshopKindle Centre, Hereford28 Aug 13

2. Agenda • Introduction • Programme Scope & Services • Tender programme timescales • eMarketplace - options? • How to Tender guidance • AOB

3. Wayne Welsby Head of Commercial Services

4. Important Information • Important Dates: • Further PreTender Event – 12th Sept @ Kindle Centre • Important Info • https://www.herefordshire.gov.uk/businessopps • Proactis Portal https://tenders.herefordshire.gov.uk

5. Commissioning Principles • Broadly looking at framework approaches • User and Carer experience and involvement • Proportionate tendering exercises and qualification criteria dependent on complexity • Safeguarding and Quality • Outcome based with a strong focus on enablement • Supplier Diversity and Support Local Economy where we can • Promote Choice and Control – range of access for Personal Budgets • Encourage partnerships and joint ventures to maximise benefits of volume linked price reductions and capability of market • Flexible contracting

6. Services • Integrated Community Equipment Store (ICES) – aids and equipment to help people remain at home • Reablement – short term 6 week support service to enable • Sensory Impairment resources – dedicated support service to people with a sensory impairment • Home & Community Services – Dom Care + Rapid Response • Norfolk House – care and support service for the tenants within the scheme • Shared Lives Scheme and Homeshare – Formerly known as Adults Placement Scheme, the function is to support the ‘carers’ who deliver the service and enabling homeowners to have a ‘homesharer’ living with them with no support • Day Opportunities – wide mix of services to support vulnerable people Service User eligibility will be subject to ‘substantial and critical need’

7. Projected Start & Award Dates

8. Social Care eMarketplace Paul Griffiths

9. Social Care eMarketplace Current examples include options to: • Inform service users and carers of available providers • Provide location, available services and contact details of providers • Rate providers and see how others rate them • Order and pay online for services and/or equipment Subject to timing and demand, potential regional approach??

10. Social Care eMarketplace eMarketplace – scalable functionality for Provider and service users Tier 0: Provider web presence Tier 1: Provider Directory with provider profile management Tier 2: Provider Directory with Catalogue Functionality Tier 3: Provider Directory with Catalogue Functionality (Payment options within solution and advanced reporting) Tier 4: Provider Directory with Catalogue Functionality (Payment options, Advanced Reporting, Additional functionality)

11. Social Care eMarketplace Discussion points • Business & Client benefits • Engagement and participation of Providers and Clients • Required functionality Paul Griffiths pgriffiths@herefordshire.gov.uk

12. How to Tender Wayne Welsby

13. Proposed Procurement Processes • Procurements to be conducted by either a single stage (Open) or a two stage (Restricted) process. • Currently the ICES and Reablement procurements have been identified as using the Restricted Process; other procurements are envisaged as using the Open Process, but this is subject to final confirmation.

14. Proposed Procurement Processes • Restricted process involves the completion of a Pre-Qualification Questionnaire (PQQ) which will be scored by the council. Only the highest scoring candidates being shortlisted and invited to submit a tender for the services (likely shortlist length of 5 – 8). • Open Process involves submission of a selection questionnaire at the same time as a tender for the services, however only the tenders from candidates who meet all of the selection criteria will be evaluated.

15. What is a PQQ? • PQQ stands for “Pre-Qualification Questionnaire”. • PQQ’s typically are the start of any public procurement process. • The purpose of the PQQ is to enable the buyer to move from a long-list of suppliers down to a short-list. • In public sector this is done using an evaluation criteria which covers: • Capability (experience). • Capacity (volume/quantity). • Economic and financial standing (solvency/integrity).

16. Where does the PQQ sit in the Tender process? Specification Advertise PQQ Tender Auction Award Contract • PQQ is the first evaluation point in the tender lifecycle. • Questions asked at PQQ give the Council confidence that organisations are suitably qualified for the opportunity and subsequent round. • PQQ’s are focus on organisational capability and historical evidence.

17. What is asked for (1 of 2): • “BASIC DETAILS OF YOUR COMPANY” • We want to know who we are dealing with e.g. company name, parent company details, VAT registration. • “REFERENCES” • Purchasers need to validate claims. References are a test of capability and capacity. • Proof often sought from more than one client. • “INSURANCE” • We seek (proportional) insurances for our protection should something go wrong. • “FINANCIAL INFORMATION” • We need evidence of solvency and to evaluate financial risk including over reliance.

18. What is asked for (2 of 2)? “EQUAL OPPORTUNITIES”, “ENVIRONMENTAL MANAGEMENT” AND “QUALITY ASSURANCE” • The Council operates these policies and it seeks to work with organisations sharing same values and controls. “HEALTH & SAFETY”, “EQUALITY & DIVERSITY” • The Council complies with H&S and E&D legislation. • Through its policies and procedures, it seeks to contract with organisations matching its aspirations. “BUSINESS AND COMPANY STANDING” • These are statutory questions which all public bodies must ask. • Public Services Contracts Regulations 1993 (www.legislation.gov.uk).

19. Future approach • Aims to minimise resourcing requirements for providers and evaluators • Use existing accreditation standards where applicable – but not mandatory! • Identify min standards and best practice policy requirements

20. Financial Standing New Approach, as used in used authorities including Birmingham, Cambridge, etc. • Replaces the historical requirement of assessing 3 years accounts • Apply a more risk approach for assessing bids • Enable providers to self populate spreadsheet • User friendly approach with guidance attached • Recognise voluntary, social enterprise orgs

21. Financial Standing – new model

22. Financial Standing – new model

23. Other requirements • Insurance – commitment to provide required cover subject to contract • Quality Management – accreditation (ISO9001) or evidence of policy • Business Continuity - accreditation (ISO22301) or evidence of policy • Equal Opps– compliance with min standards identified & additional marks for ‘best practice’ criteria. • H&S – accreditation with appropriate standards or evidence of policy • Environmental - accreditation with appropriate standards or evidence of policy

24. What is a Tender? Specification Advertise PQQ Tender Auction Award Contract • The tender is a formal document issued by the buying organisation which sets out the detailed requirements of work to be done. • Tenders are forward looking asking questions around how requirements will be fulfilled. • The objective of the tender is to identify a bidder with whom to contract.

25. Responding to Tenders PLAN YOUR RESPONSE • Early on thoroughly read tender documents (including T&C’s). • If the tender is unclear, seek clarification. • Know the tender timetable and deadlines. • Plan for sub-contractor input to your tender response. • Determine the evaluation methodology as early as possible. • Know how to respond (labelling, formats, attachments and templates).

26. Responding to Tenders PREPARE AND SUBMIT YOUR RESPONSE • Tenders are evaluated based on content not ‘gloss’. • Keep responses concise and to word limits where specified. • Use affirmative language not conditional phrases (“subject to”, “however”, “might” etc.). • If you guaranteeing an aspect of delivery – clearly say so. • Prepare your own checklist and tick-off what you have completed. • Keep up-to-speed with buyer’s messages (e.g. tender amendments).

27. How Buyers Will Evaluate Bids • Whilst a standard approach is followed to evaluate tenders, this will be adapted to meet the needs of each procurement process. For this set of tenders: • Tenders will be first checked to make sure that they are compliant. • Compliant tenders will then be evaluated individually by specialists who will then meet to agree a consensus score. • There will be a scoring regime against which evaluators will mark tenders - this will be shared with bidders. • Tenders will be evaluated on a MEAT (Most Economically Advantageous Tender) basis combining quality and price. • Evaluator comments are captured throughout the process and bidders will be fully debriefed on the reasons for the scores.

28. What the Council Will Do • Whilst the timescales for tendering are tight, (when relevant) the council will seek to time the procurements in a programme which maximises the preparation and tendering time available for bidders, to allow for such factors as the formation of consortia. • Design services so that the largest range of potential providers are able to compete. • Tenders will be provided in a Microsoft format and no hard copies of responses will be requested. • Information requirements will seek to be minimised e.g. copy of insurance certificates required prior to contract award only. • Moving towards outcome focused specifications wherever possible and to allow for innovation.

29. What the Council Will Do • Sufficient flexibility will be built into contracts, in order to more easily cope with any changing requirements. • As far as is possible, visibility will be given of the council’s long term strategic commissioning approach to assist bidders in tailoring their approach. • Transparency will be improved to support bidders in the completion of a compliant tender which showcases their capabilities. • Specific marking guidance will be provided for each question, with the key points to be addressed highlighted.

30. What the Council Will Do • Maximum word counts of between 500 and 1500 words will be adopted for answers; length being dependent upon the question complexity. PQQ question length will be restricted to a maximum of 500 words. • There will be a deadline by which clarification questions must be received from bidders. The council will also publish all answers to clarification questions by a set date, no later than 6 calendar days before the closing date. • The council will also be flexible in accepting non-material enquiries by telephone.

31. Thank You Questions?