NOTES FOR RESPONDENTS · Web viewopen access structure. d. activities ‘

PROVISION OF OPEN ACCESS STRUCTURED ACTIVITIES ‘POSITIVE ACTIVITIES’ SERVICE

PORTSMOUTH

FORM OF TENDERCFL/032xxpr/130704/T

FOR

Enter provider name here

Completed by Enter your name hereDated completed Click here to select a date.

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TENDER QUESTIONNAIRE

The following questionnaire sets out the information Portsmouth City Council deems relevant to select a provider.

Applicants should save this document to their own system immediately to prevent information being lost. When this is saved, applicants are able to work offline and insert their responses in the space provided under each question.

Applicants must not answer questions by referring to any accompanying documents (such as company brochures) unless specifically requested to do so. Do not answer questions by cross referring to other questions or to other material.

Please use the space provided under each heading. You should provide a response to each of the questions. All responses should be no more than the word count each section specified. Any additional words over this limit may not be considered by the panel when evaluating your submission.

All questions are followed by answer boxes for applicants to complete as appropriate. Answer boxes are presented in a variety of ways, depending on the question, and will require applicants to complete them in the format they have been set as. The formats include tick boxes, selecting a set answer from a list, yes’ and ‘no’ answers and free typing.

Guidance on the format of the answer boxes will be indicated with red writing stating what information is required. Please see examples below:

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Please confirm which Lot(s)/contracts this questionnaire is in response to by ticking relevant boxes:

LOT Number/Contract Name Tick all that apply

1. Positive Activities – North

2. Positive Activities – Central and South

3. Combined Lot 1 and Lot 2

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PART A SHORTLISTING QUESTIONS

SECTION A1ORGANISATION DETAILS

1.1 Full name of organisation / Party submitting this tender document.

Type here

1.2 Address of registered / main office: Please confirm this appears on your supplier details on In-Tend and that it is correct. If not please edit the In-Tend details.

Please select

Choose an item.If you have selected ‘No’, please tick this box to confirm you have now amended your supplier details to reflect the correct information ☐

1.3 Name, position and address of principal contact for this project.

First & Last name

Job position

Number / Name of propertyRoadTownPostcode

1.4 Contact telephone and e-mail.

Contact number

E-mail address

1.5 Applicant's / Organisation's address that should be used for the purpose of contract award (if different from question 1.2)

Number / name of propertyRoadTownPostcode

1.6 Please indicate type of organisation using the drop down bar below:

Please select

If ‘other’, please specify in the box below:

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1.7 Please confirm if your organisation is classified as a Small or Medium Enterprise (SME) as defined within sections 382 and 465 of the Companies Act 2006.

Please select

Choose an item.1.8 Company registration number (if applicable) – please confirm this appears on your

supplier details on In-Tend and that it is correct if not please edit the In-Tend details.

Please select

Choose an item.1.9 Registered VAT number (if applicable) – please confirm this appears on your supplier

details within In-Tend and as is correct if not please edit the In-Tend details.

Please select

Choose an item.1.10 If your business is a registered charity or any other registered organisation (including

limited, non-limited or Industrial and Provident Society), please state your registration number. PLEASE NOTE: This must be the registration number of the organisation/party that the Council may potentially contract with (i.e. the applicant of this tender document named in Q1).

Type registration number

1.11 Please specify the name of the registering body (if applicable).

Type here

1.12 Date of registration (if this does not apply, please type N/A).

Type here

1.13 Please confirm whether or not you have formed, or are forming a consortium for the purpose of tendering for this requirement.

Please select

Choose an item.1.14 If you have answered 'Yes' to question 1.13 (above), please list the names of your

consortium members and their registration numbers (if this does not apply, please type N/A). Please note the Council reserves the right to obtain additional information on the consortium members.

Consortium Members Registration numberFirst & Last name Type hereFirst & Last name Type hereFirst & Last name Type here

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First & Last name Type here1.15 If you have answered 'Yes' to question 1.13 (above), please confirm the structure of the

Consortium (e.g. One Legal Entity, Lead Organisation on behalf of the consortium, External Non-Delivering Organisation).

Type here

1.16 Name of ultimate parent company (if this does not apply, please type N/A).

Type here

1.17 Registration number and/or registered Charity number of parent organisation (if applies).

Or Tick box, if not applicable

Registration number: Type here ☐Charity number Type here ☐

1.18 Please state if any director, partner, senior manager or associate of your organisation is a relative or has any type of private or business relationship with either a City Councillor, or an officer employed by the Council.

Please select

Choose an item.1.19 If you have answered 'Yes' to question 1.18 (above), please give details of the

relationship.

Type here

SECTION A2FINANCIAL INFORMATION

The Council will use N2Check a credit check company to obtain a view of your company’s financial standing. In order to assist in this procedure please provide the following information:

2.1 Indicate by ticking those that are appropriate from the following list which you have made available on your In-Tend company record (you must be able to indicate at least one). The more information you are able to provide, the better the Council will be ableto assess your financial standing.

A copy of your audited accounts for your last two financial years.

If you qualify for the small business exemption, a copy of your statutory accounts for your last two financial years.

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A statement of turnover, profit and loss account, balance sheet and a Director's/ Managing Partners report (if available) for the most recent two years of trading.

A statement of turnover, profit and loss account, balance sheet and a Director's/ Managing Partners report (if available) for the most recent year of trading.

Management Accounts including a profit & loss account and balance sheet for all periods of trading available.

A statement of your cash flow forecast, projected profit & loss account and balance sheet for the current year and a bank letter outlining the current cash and credit position.

Alternative means of demonstrating financial status if trading for less than one year (e.g. a copy of your business plan, cash flow forecast or details of your start-up capital/loans or management accounts).

PLEASE NOTE:If your organisation qualifies as an SME as defined within sections 382 and 465 of the Companies Act 2006 and produces and submits abbreviated statutory accounts, we require copies of your detailed Profit & Loss Account for the last two years or, if you have been trading for less than two years, the period for which they are available. Please make these available on your In-Tend company record. Failure to do so may result in the Council being unable to evaluate the financial standing of your organisation which may lead to your submission being excluded.

2.2 If your organisation is not registered with Companies House as either a private/public limited company or a limited liability partnership please can you provide the following monetary values from your Balance Sheet for your last two financial years? These factors will be used to calculate your organisation's Net Worth.

Total Assets £ Enter amountIntangible Assets £ Enter amountTotal Liabilities £ Enter amount

If you are unable to provide this information, please state your reasons below.

Type here

2.3 If you believe that your organisation has a negative 'Net Worth' but you believe that there are specific factors which should be taken into account (e.g. inter-company loans, pension liabilities etc), please provide further information and corresponding monetary values which may be taken into account as part of the evaluation.

Type here

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2.4 To the best of your knowledge is your organisation currently subject to investigation by a central government or non-central government body such as the Office of Fair Trading for suspected financial weakness or business malpractice?

Please select

If ‘yes’ please give details.

Type here

SECTION A3INSURANCE

3.1 Please confirm whether or not you have the appropriate minimum levels of insurance cover as set out below:

Employer's Liability: £5 million per claimPublic Liability: £5 million per claim

Employer's Liability Public LiabilityInsurer: Type here Type hereIndemnity Value £ Enter amount £ Enter amountCertificate No. Type here Type here

Expiry Date Type here Type here

3.2 Please confirm if copies of valid and appropriate insurance certificates have been added to your supplier recoded on In-Tend (please add if required)

Please select

3.3 If you have answered 'No' to any part of section 3, please confirm you are able to obtain the required levels of insurance. Written evidence of this from your insurance company(s) and/or broker must be provided as part of your submission.PLEASE NOTE: If as part of your submission, you do not provide written evidence from your insurance company(s) and/or broker which confirms your ability to obtain the required insurance levels stated - this will result in a Fail.

Please select

SECTION A4HEALTH AND SAFETY

4.1 Is your organisation registered with a ‘Safety Schemes In Procurement’ (SSIP) Forum

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member scheme?

Please select

4.1.2 If you answered, YES please confirm which scheme member you are registered with, validity period, date assessed and expiry date.

4.1.3 If you answered, NO please confirm if you intend to register and state the date you intend to register, the scheme you will registering with and the date you expect registration to be achieved.

4.1.4 If you do not intend to register please state your reason(s)

Type here

4.2 Please complete the following table

Year 1Apr’09 - Mar ‘10

Year 2Apr’10–Mar ‘11

Year 3Apr’11 – Mar’12

Number of RIDDOR reportable incidents

Enter number Enter number Enter number

Number of non-RIDDOR accidents resulting in injury to your employees?


What is the number of people your RIDDOR and non – RIDDOR are based on?


Details of any HSE enforcement notices served on you/your organisation?


Has the organisation been subjected to any prosecutions for H&S management failings within the last three years, if yes, give details?

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Scheme Member Please select

Choose an item.Validity Period

Please select

Date Assessed Enter a date

Expiry date Enter a date

Intend to register? Please select

Choose an item.Date registering

Enter a date

Scheme registering with Type hereExpiry date Enter a date

PLEASE NOTE: Reportable accidents are those required to be reported to the Health and Safety Executive (HSE) under the Reporting of Injuries, Diseases and Dangerous Occurrences (RIDDOR) Regulations 1995.

Type here

4.3 Has your company been subjected to prosecution or had an enforcement notice served with respect to Health and Safety within the last three years.

Please select

4.3.1 If you answered ‘Yes’, please state, how many and of these how many identified shortfalls in your organisation.

Type here

4.3.2 Please confirm how these were addressed and the processes / procedures which have been initiated or completed to ensure risk of re-occurrence has been or will be mitigated. Type here

SECTION A5EXPERIENCE AND REFERENCES

5.1 Provide a list of clients (minimum of 3), for whom you have undertaken a project with similar challenges, within the last three years. Include, if possible at least one local authority reference.

In 100 words please state the following information of the referees to allow for references to be checked:

Services provided Name of the client, Value of the project Contact names E-mail addresses (if available) Telephone numbers

Please forward the reference form (provided) to your selected referees asking them to complete and return them directly to the Council via e-mail or post by the tender closing date. PLEASE NOTE:

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For the avoidance of doubt each reference will receive equal weighting. The references will be used as part of the initial shortlisting process to determine your progression to the second stage of the evaluation.

Reference 1

Reference 2

Reference 3

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PART B) METHOD STATEMENT TENDER QUESTIONS Please note there is a word limit applied to each question:

This section relates to specific delivery of the services to be contracted under this agreement. The following questionnaire sets out the information Portsmouth City Council deems relevant to select provider(s).

The document should be completed by providing evidence of how your organisation ability to meet each of the criteria in the provision of the service.

The criteria and sub criteria weightings have been provided for your information. The responses will be scored by a panel and these scores will be included in the evaluation of each bid received. Please extend the box sizes below as for your responses as required.

All responses should be clear, resource realistic and address the question presented in the context of the service specification requirements.

For avoidance of doubt, please note that Bidders will not be deducted marks for duplicating Method Statement answers across Lots 1 and 2 as long as each response is appropriate to the question and individual service specification concerned.

Section B1: Purpose and Principles – 10%Word Limit: 500 words per question.

A) Purpose, principles, general requirements and outcomes. (Applicants must evidence their understanding of the purpose, principles and the desired outcomes of the service and their ability to design a service against these?

Type here

B) Project Plan (Applicants should provide a comprehensive project plan clearly defining activities, task duration, target dates, milestones, resources, responsibility and review and their ability to have in place a service by 28th October 2013. )

Type here

C) Flexibility(Applicants should evidence including but not limited to; their ability to be flexible, adaptable and responsive to changing needs of service users to include structure, service delivery, review methods and activity planning)

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Type here

Section B2: Service Delivery Proposal 30%Word Limit: As per question.

Service Delivery Proposal(Applicants should provide their service delivery proposal identifying key determinant and how these impact on the service design. Applicants should demonstrate a commitment and vision to transform young people activities within Portsmouth and how their suggested activities will engage and benefit communities including those hard to reach to meet the outcomes defined within the service specification service. – Your proposal should evidence how you have incorporated the findings of the consultation data and any independent research and/or consultation, experience to design the service and how the service will meet the Positive activities objectives.

A) Applicants should confirm their service delivery proposal in terms of operational hours,

activities, age groups, times and locations. (NB: It is acknowledged that applicants may need to vary these plans to respond to changes in needs and circumstances during the life of the contract ) – No more than 4 pages of A4

Type here

B) Applicants should confirm their proposal in terms of the communication and advertising

channels to promote the service. (to include social media, publications, engagement with schools / colleges and other agencies and other marketing activities) No more than 2 pages of A4

Type here

C) Applicants should confirm their proposal for delivery of Duke of Edinburgh and Youth Parliament (to include but not limited to delivery method e.g. relationship with other agencies, promotion, review delivery proposal)Type here

Section B3: Service Performance – 15%Word Limit: 500 per question

A) Describe what monitoring and reporting processes will be in place to ensure that you

meet the Performance Outcomes targets, benchmarks, and potential impact on service delivery planning?

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(Applicants should demonstrate, including but not limited to: understanding of the outcomes required; resources necessary to report and monitor outcomes; processes in place to ensure that outcomes are reported accurately and in a timely manner; how results will be used to inform improvements in support delivery, benchmarking activity)

Type here B) What systems and processes will your organisation have in place to ensure that you

continually improve services, including using consultation and feedback from all relevant stakeholders, particularly children/young people? (Applicants should demonstrate, including but not limited to: examples of continuous improvement; application to this service; clear process for ensuring and identifying; stakeholder involvement and engagement, consultation activity.)

Type here

Section B3: Staffing – 25%Word Limit: 500 per question

A) Please set out the staffing structure and levels (staff numbers and type, hours / times of service) that will be provided to operate this contract. (Applicants should demonstrate, including but not limited to: understanding of resource requirements; clear staff patterns and hours; relevant staffing/posts/roles; clear management responsibility for front line staff; resources to be utilised; staff cover arrangements for planned leave/sickness; flexibility to deal with changing demand)

Type here

B) Please provide details of core management support, supervision mechanisms and administrative support that will be provided under these services.(Applicants should demonstrate, including but not limited to: the overall management supporting; systems for staff support and supervision; admin support available to all staff)

Type here

C) Please define the key qualification, skills and qualities required to deliver positive activities service. (Applicants should demonstrate, including but not limited to: understanding of service requirements and service users needs; skillsets required; qualities; qualifications/experience; how skills are utilised in the support service)

Type here

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D) Describe how you will ensure that service users receive consistency in service both generally day to day and in the event of unforeseen incidents / events? (Applicants should demonstrate, including but not limited to: consistency of staff support (availability and stability); consideration of service user needs and wishes; contingency planning; emergency planning)

Type here

E) Describe your recruitment, induction, training and support you will have in place for staff involved in the delivery of this service. (Applicants should demonstrate, including but not limited to: understanding of staff training needs; approaches to new staff; staff engagement/consultation planning; outline of timescales/frequencies; other staff support mechanisms; training needs analysis)

Type here

F) Please describe your procedures for welfare/wellbeing, Safety, accidents and emergencies checks – please state if there are different procedures for each. (Applicants should demonstrate, including but not limited to: clear simple processes and policies; risk assessments, control measures, and reporting)

Type here

Section B4: Support Delivery - 10%Word Limit: 500 per question

A) How will you assess/manage risk and handle any suspected Safeguarding issues in relation to Service Users and Staff at these services? (Applicants should demonstrate, including but not limited to: understanding of the client group; risk management and assessment processes; risk minimisation to service users and staff; multi-agency working and involvement; physical environment considerations; understanding of City Council’s Safeguarding process; decision making process/reporting timescales; staff and manager responsibilities.)

Type here

B) Please describe how you will ensure good communication with all stakeholders - including service users, families, partners and PCC and those clients from different Ethnic Groups, including those with limited English Language ability and from a range of different Faiths and Religions (Applicants should demonstrate, including but not limited to: effective communication methods and engagement; centred planning; frequency of communication; identification of potential minorities within local community and issues impacting on ability to access service; resources available;

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Type here

C) Please provide details regarding your approach to partnership collaborative working.(Applicants must also outline how they will contribute to the development of a productive, collaborative relationship in order to achieve outcomes. Providers must give examples of where they have successfully collaborated with other services, schools and organisations and applied this understanding and experience to their service proposal)

Type here

Section B5: Added Value – 10%Word Limit: 500 per question

A) Describe the Social Value that your organisation will be able to bring to this contract (see also the Public Services (Social Value) Act 2012). (Applicants should demonstrate, including but not limited to: value/improvements to economic, social and environmental well-being of the local area; intended actions aimed at securing these improvements; innovative approaches; related service delivery improvement; efficiencies; use of volunteer, peers and apprenticeships and ability to engage with local business.)

Type here

B) Added Value – Please provide information on any added value that you can bring to this contract which has not already been included within the specification or submission (Applicants should provide details of any added value to include your ability to leverage additional funding or resources.)

Type here

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PART C PRICING QUESTIONS

Section C3Financial Model

Tenderers are required to submit their financial model for delivering each service. If your organisation is bidding for more than one Lot a proposal should be submitted for each Lot independently.

Appendix 1 is attached for your use, however your proposal may be submitted in your own format but must clearly provide a breakdown of all known cost in delivery of the service, a total cost for each year along with total service delivery hours Should be provided.

Please complete summary matrix below.

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Description Number of Service Hours

Price – Year 1

Price Year 2

Price Year 3

Total Year 1 - 3

Lot 1 - North

Lot 2 – Central - South

Combined Lot 1 and 2

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