SUNDERLAND CITY COUNCIL
CHILDREN’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
SUNDERLAND CITY COUNCIL
CHILDREN’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.
Agenda
1.
2.
3.
4.
Introductions and Housekeeping – Chris Cummings
Health & Safety – Antonia Davison
Service Information – Emma Stewart
Procurement Process – Chris Cummings
1.
2.
3.
4.
5.
Process & Timeline
Your Quality Submission
Your Pricing Submission
The Evaluation
Open Question and Answer Session
5. 1:1 Sessions if Required – Chris Cummings
Introductions & Housekeeping
Chris Cummings
Category Manager Social Care
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
Health and Safety
Antonia Davison
Health and Safety Advisor
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
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
H & S (cont)
• What to look out for:
• EYFS guidance / Ofsted vs. HSE
• Don’t misunderstand our requirements
Service Information
Emma Stewart – Commissioning Officer
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
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.
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
Procurement Process
Chris Cummings
Corporate Procurement
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.org and
is the only submission method possible
•
Any other method of submission will be disqualified.
Draft Timeline (subject to change)
Stage
Date's/time
Submission of Tenders
27 February 2012 by 12.00 midday
Evaluation of Tenders
28 February 2012 – 07 March 2012
Notification of result of evaluation
16 March 2012
Standstill period
16 March 2012 – 26 March 2012
Contract award
26 March 2012
Contract commencement
01 April 2012
Your Quality Submission
Chris Cummings
Corporate Procurement
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:-
1.
2.
3.
4.
5.
6.
7.
8.
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
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
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.
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.
Certificate on Non Collusion
• Must be completed, signed, dated and returned
without any qualifications.
•Any qualification will make your bid non-compliant.
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.
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
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.
Your Pricing Submission
Chris Cummings
Corporate Procurement
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
The Evaluation
Chris Cummings
Corporate Procurement
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.
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:-
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.
Method Statement Evaluation Criteria
Score
Official Classification
General Difference
5
Clear and detailed response that fully meets all
expectations, standards or requirements with clear
detail on how the tenderers solution will meet all
the required outcomes for the service.
All round clear detail, meets all expectations,
standards and requirements, meets all
outcomes.
4
Clear and detailed response that meets most of the
expectations, standards or requirements but not
all, with clear detail on how the tenderers solution
will meet all the required outcomes for the service.
All round clear detail, meets most expectations,
standards and requirements, meets all
outcomes.
3
Clear and detailed response that meets most of the
expectations, standards or requirements but not
all, however there is insufficient detail on how the
tenderers solution will meet all the required
outcomes for the service
Clear detail meeting most expectations, standards
and requirements. Detail on meeting all the
required outcomes is insufficient.
2
Response covers most of the expectations, standards or
requirements and outcomes but the response is
limited or has insufficient detail
Covers most expectations, standards, requirements
and outcomes insufficient detail and limited
response
1
Response meets very few of the expectations,
standards or requirements and outcomes
Meets limited amount of the service requirements
and outcomes
0
No response submitted or response meets none of the
expectations, standards or requirements
No response
Equality & Diversity Evaluation Criteria:
Score
Classification
5
Clear and detailed response that fully meets all expectations, standards or
requirements
4
Clear and detailed response that fully meets most of the expectations, standards
or requirements but not all
2
Response covers most of the expectations, standards or requirements but the
response is limited or has insufficient detail
1
Response meets very few of the expectations, standards or requirements
0
No response submitted or response meets none of the expectations, standards
or requirements
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.
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
Sunderland
North
Sunderland
South
Sunderland
East
Sunderland
West
Washington
Coalfields
Base
Quality
Score
55%
55%
55%
55%
55%
Pricing
Score
30%
40%
N/A
35%
N/A
Total
Score
85%
95%
N/A
90%
N/A
Price Calculation
Pricing evaluation will be carried out as follows
1.
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
2.
3.
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
Price
Baseline
Score
Weighting
(Baseline / Price *
100)
Final Score
(Score *
Weighting)
Rank 1
£7.00
£7.00
100%
40%
40.00%
Rank 2
£7.95
£7.00
88.05%
40%
35.22%
Rank 3
£8.00
£7.00
87.5%
40%
35.00%
Rank 4
£8.75
£7.00
80%
40%
32.00 %
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
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.
Thank you