SUNDERLAND CITY COUNCIL CHILDREN’S SERVICES

1. SUNDERLAND CITY COUNCILCHILDREN’S SERVICES THE PROVISION OF AN OUTREACH / MOBILE CRECHE SERVICE Tender Information Session Tuesday, 07 February 2012 Chris Cummings, Category Manager (Corporate Procurement) Antonia Davison, Health & Safety Advisor Emma Stewart, Commissioning Officer, Children’s Services

2. SUNDERLAND CITY COUNCILCHILDREN’S SERVICES THE PROVISION OF AN OUTREACH / MOBILE CRECHE SERVICE To maintain the fairness and transparency in procurement as required by EU legislation, questions and discussions should remain within the boundaries of this tender project.

3. Agenda • Introductions and Housekeeping – Chris Cummings • Health & Safety – Antonia Davison • Service Information – Emma Stewart • Procurement Process – Chris Cummings • Process & Timeline • Your Quality Submission • Your Pricing Submission • The Evaluation • Open Question and Answer Session • 1:1 Sessions if Required – Chris Cummings

4. Introductions & Housekeeping Chris Cummings Category Manager Social Care

5. Housekeeping Information • Fire Alarms • No routine fire alarm tests are planned today • Fire Exit • One in the room • One outside along the corridor • Mobile Phones • Appreciate if they are switched off or on mute unless there are circumstances requiring your be in constant contact. • Washroom Facilities • Opposite the room

6. Health and Safety Antonia Davison Health and Safety Advisor

7. Health and Safety • Section E of the business questionnaire and is evaluated on a pass / fail basis. • It is a mandatory requirement in the tender process that contractors fulfil the councils Health and Safety requirements. • The responsibilities section is a mandatory requirement. • You do not have to complete the remainder of the questionnaire if: • You hold a current membership or certification with • CHAS • Another SSIP member (or equivalent outside UK) Otherwise the remainder of the questionnaire is also mandatory

8. Health and Safety • Childcare – key risks, appropriate to the type of work • Legal requirements are proportionate to the size of company • Therefore, so is our assessment • Risk assessments

9. H & S (cont) • What to look out for: • EYFS guidance / Ofsted vs. HSE • Don’t misunderstand our requirements

10. Service Information Emma Stewart – Commissioning Officer

11. The Service • Will deliver a locally based Mobile/Outreach Crèche service for children 0-5 years. • Will provide high quality childcare for families who are attending courses and events at Children’s Centres • Will be delivered across the 5 localities within Sunderland and providers can be successful in winning a contract in more than one location

12. We need the successful provider to:- • Follow and deliver practice set out in the Early Years Foundation Stage (EYFS) • Provide mobile/outreach crèche services as and when required in a range of Children’s Centres and community and outreach venues. • Work collectively with other agencies delivering the same service to ensure continuity and consistency of provision throughout the city.

13. The outcomes for the service are: • Parents and carers feel confident with childcare providers looking after their child. • Children feel happy, safe and secure within the environment and with key people • Children access resources and engage in activities that are developmentally appropriate • Children have the opportunity to play alongside and interact with their peers • Children’s achievements are celebrated and shared with their parents/carers

14. Procurement Process Chris Cummings Corporate Procurement

15. Process and Timeline • We are following a part B open tender process with the intent of having the contract in place for the service to commence on 01 April 2012 at each location of the City. • The evaluation will be based on the most economically advantageous tender. Quality 60% Price 40% • The contracts are for a period of 12 months and end on 31 March 2013. • There is the option to extent for a further 12 month period to 31 March 2014 • The tender is being conducted via the NEPO portal at www.nepoportal.organd is the only submission method possible • Any other method of submission will be disqualified.

16. Draft Timeline (subject to change)

17. Your Quality Submission Chris Cummings Corporate Procurement

18. How do you make your bid compliant? • Read fully the tender documents and ensure you return all required documentation. • Submit all, required documents. • The Instructions and Details of Contract, page 4, contains a Checklist for Tenderers:- • All information requested in Section 5 • Business Questionaire • Schedule 2 Part 1 Contract Particulars • Schedule 3 Part 1 Form of Tender • Schedule 3 Part 2 Pricing Schedule • Schedule 4 Certificate of non-canvassing and non-collusion • Schedule 6 Method Statement • Any appendices requested

19. Business Questionnaire • Section A - Organisational Profile • Section B1 - Grounds for Exclusion Mandatory • Section B2 - Grounds for Exclusion Discretionary • Section C -Insurance • Section E - Health & Safety • Section F - Equality & Diversity • Section G -Technical Capacity • Section H - References All sections must be fully completed. • Check which sections require signature confirmations. This can be a typed name for electronic submissions. • Ensure you fully understand the experience and reference sections. You are responsible for organising references and ensuring they are received by the Council on time. These documents can be received separate to your submission via e mail or post. • This is a key document and will be reviewed before the Price/Quality evaluation is carried out. If you do not pass the Business Questionnaire you will not be considered further. • Any issues please ask now or with a question via the NEPO portal

20. Section 5 • Is an outline of any requirements and standards necessary. • Itemises in detail the evaluation criteria that will be applied. • Clearly identifies any weightings attached to the evaluation. • Ensure you understand the evaluation process, Criteria and weightings and how these will be applied.

21. Contract Particulars • Must be completed, signed, dated and returned without any qualifications. • Any qualification will make your bid non-compliant. Form of Tender • Must be signed, dated and returned without any qualifications. • Any qualification will make your bid non-compliant.

22. Certificate on Non Collusion • Must be completed, signed, dated and returned without any qualifications. • Any qualification will make your bid non-compliant.

23. Method Statement • Provide a detailed response to each question numbering your answer accordingly. • Ensure your response to each question is indicative of your organisations intent to commit to the contract. The responses form part of the contract and in some cases you will be contract managed against elements of your response. • Ensure you understand the service specification, the method statement questions and the impact of the evaluation criteria and weightings. • The evaluation criteria identifies how we expect your response to be compiled and will identify how we will allocate scoring. • We have included narrative in the method statement for guidance to help you understand what we are looking for. It is not expected this narrative will limit any innovation you are proposing nor should it limit your response to only these areas if you feel you have more to offer • There is no word count, but be precise rather than use words that have no dynamic impact on your response that do not affect the evaluation. • We will only score based on your written responses. Previous knowledge cannot be taken into account. • Once the tender is closed we can only seek clarification, we cannot ask for additional information.

24. Method Statement Summary • We will only score based on your written responses • We will not compare bids • Previous knowledge cannot be taken into account. • We will allocates marks according to the evaluation criteria • Weightings will be applied according to the identified weightings for each question. • Once the tender is closed we can only seek clarification, we cannot ask for additional information. • The method statement will contribute 60% of your total score

25. Quality Summary • You must complete the business questionnaire and be successful • You must complete all the documents identified on page 4 of the ITT • Your method statement should be clear and detailed enough to give a good account of your organisations intents that meets • all requirements of the service specification • the method statement questions • is clearly linked to outcomes • with enough detail to justify your solution. • Appendices, unless requested must not be included as they will not be used as part of the evaluation • If a simulation or case study is required please ensure you include it as part of your response to the relevant question and not as an appendix. • The Business Questionaire is evaluated on a pass / fail basis • The method statement response contributes 60% of your bid evaluation.

26. Your Pricing Submission Chris Cummings Corporate Procurement

27. Pricing Submission • The pricing schedule is Schedule 3 part 2 • It is simple in detail and requires an hourly price for the service delivery in each of the locations you wish your bid to be considered for • The pricing Schedule accounts for 40% of your total bid submission

28. The Evaluation Chris Cummings Corporate Procurement

29. How we will evaluate • The Council will check each Tender initially to make sure it has kept to the rules of the ITT and submitted a compliant bid. • The Council will evaluate Tenders to decide the most economically advantageous Tender taking into consideration the following award criteria.

30. Stage 1 Business Questionnaire • The Business Questionnaire will be evaluated first. Each section will be evaluated as detailed in the document. Failure to meet the requirements of any section of the document will result in your tender not being considered any further in the process. • If you successfully pass the Business Questionnaire your submission will then be evaluated as follows:-

31. Stage 2:Quality Evaluation 60% • The Quality submission questions will be scored as per the evaluation criteria and weightings identified in each question and in the ITT. • You must not score two or more questions with zero points or your submission will be disqualified. • You must achieve 32 weighted points minimum or your submission will be disqualified.

32. Method Statement Evaluation Criteria

33. Equality & Diversity Evaluation Criteria:

34. Evaluation Calculations From the responses received each response will be evaluated and awarded a score of 0 – 5. The score your organisation receives will then be divided by the maximum score available which is 5 and then multiplied by the sub weighting to give the score for that particular question. Each question’s scores will then be added together to give the overall Quality submission score. Example Examples of how a 5 and a 4 score against question 2.1 (8% weighting) is listed below. The calculations will be as follows 5 marks / 5 possible x 100 = 100% x 8% weighting = 8.0 weighted marks 4 marks / 5 possible x 100 = 80% x 8% weighting = 6.4 weighted marks This will be applied to each quality question in turn and the scores added together to give the overall Quality submission score for your organisation.

35. Price Evaluation = 40% Each City location will have pricing evaluated separately and the score will be added to your quality score. If you bid for more than one area of the City, your quality score will be the basis for each area you bid for with your relevant price schedule for each specific area being added to your quality score giving you an evaluation result for each area you tender for. As an example if you bid for North, South and West your evaluation may look like the example below

36. Price Calculation • Pricing evaluation will be carried out as follows • Pricing will be ranked in order of the cheapest price being top ranked • We will therefore have a ranked list of pricing for each area of the City • This top ranked price will achieve the top marks of 40% • Subsequent pricing i.e. 2nd ranked and 3rd ranked will achieve a score proportionate to the lowest price. • An example is provided below This final score will be added to your quality score for your overall evaluation results and forms the elements required for the Council to make an award based on the most economically advantageous tender

37. Questions ? • Final chance for questions. • If you have any questions during the tender process these must be asked through the NEPO portal no later than 4 days prior to the tender return date. • If there is anything you are unsure about it is best to ask, if you make an assumption and that assumption is wrong you risk making your bid non compliant. • We cannot enter into discussions once the tender is closed apart from seeking clarifications.

38. Thank you