Lunch Club Support Service Provider briefing and tender guidance information June 2016

Service description This opportunity is to deliver a Lunch Club Support Service. Newcastle City Council is committed to providing services for older people which, not only prevent the need for statutory services, but also reduce the social exclusion and isolation of older people. Lunch Clubs meet these requirements by supporting older people to get together, form friendship groups and also have a hot nutritious meal, and for some these services are the only time of the week they actually socialise outside of their homes. Our expectation is that the Lunch Club Support Service will work in partnership with the Council, transport providers, community groups, local businesses and schools to provide support to existing lunch clubs to become independent volunteer led groups and also support and encourage the creation of new groups when required.

Key Elements of the Service The tender will be in the form of a Contract for 30 months. The service will commence 01 October 2016. It is a City-wide offer, as such it will not be segmented into Lots. The budget is approx. £63,000 October 2016 – March 2017 and £108,000 per year after (total contract value £279,000). Evaluation will be based on 90% quality / 10% price split, which reinforces the Local Authority’s commitment to high quality services. l

The rationale for tendering Existing contract ceases 30 September 2016. We need to redesign the current service offer to make it more relevant and sustainable in the long term. We need to make sure we get the best value for money. l

Lunch Club Support Service The six digit Council contract reference number and Portal Contract ID number are: Contract reference 005522 ID Number DN166097 These are the identifying reference numbers that will be detailed on the NEPO portal. l

How to tender for the opportunities All Tender documentation will only be published via the Council Electronic Tendering System at website - www.nepoportal.org In order to be considered for the opportunities, please register your details free of charge on the above Electronic Tendering Portal. Once registered you can express an interest in contracts and download the tender documentation You can register your details on the tendering portal by entering the ‘Suppliers Area’ and following the registration instructions If you are experiencing a problem please read the reference guides by clicking the icon If you still have no solution to your problem please contact: Due North Support Team By Tel: 01670 597137 By Email: support@due-north.com l

All timescales are subject to change. WC 13 June 2016 – Tender Documents published on the Electronic Tendering Portal (NEPO) WC 11 July 2016 – Deadline for the return of all tender documents (Via Electronic Tendering Portal only) WC 18 July 2016 – Evaluation WC 08 August 2016 – The council will announce its intent to award and adhere to the 10 day Alcatel standstill period WC 22 August 2016 – Contract award WC 29 August to WC 26 September – Potential TUPE transfer period 01 October 2016 – Contract start date All timescales are subject to change. l

Procurement Documents USING OPEN PROCEDURE TENDER DOCUMENTS Each invitation to tender will consist of the following documents: ITT Part 1 - Introduction and organisation’s guide to the open procedure ITT Part 2 - Summary instructions and details of Contract ITT Schedule 1 Specification ITT Schedule 2 Contract ITT Schedule 3 Form of Tender ITT Schedule 4 Certificate of Non Collusion and Non Canvassing ITT Schedule 5 Contract Rebate Form ITT Schedule 6 Pre-Qualification Questionnaire (PQQ) ITT Schedule 7 Tender Response Form ITT Schedule 8 TUPE Information l

Procurement Documents Pre-Qualification Questionnaire (PQQ) Consortium and/or sub-contractor(s) Please note each member of any consortium and/or sub-contractor(s) delivering any part of the services under this Contract(s) must answer all the PQQ questions except for Technical Capacity section.  Only the actual Bidder (e.g. the party who will sign the Contract) need answer Technical Capacity section but should do so on behalf of all the members of the consortium and/or sub-contractor(s) involved in the tender. l

Procurement Documents Invitation to Tender (ITT) Tender Submission Please note the tender document “Summary instructions and details of Contract” contains a checklist for tenderers to consider If tenderers do not provide within their Tender submission, all of the itemised documents requested within the checklist, this may cause the Tender submission to be deemed non-compliant and not be considered The Tender Response form should be completed in response to the requirements stated within the specification The Tender Response questions are weighted accordingly l

Procurement Documents Questions and Answers For audit trail purposes all queries relating to the published tender information must be raised electronically via the Electronic Portal, discussions Please leave sufficient time to allow the Council to respond to your questions and raise your queries no less than four working days before the tender return date Please note that our responses to any queries or clarification requests may, at the Council’s discretion, be circulated to all Tenderers Please ensure you allow sufficient time to upload your tender submission to the Electronic Tendering Portal, as a 1 second delay over the deadline will be deemed as a late tender submission and may not be considered. l

Procurement Contact The Procurement Officer responsible for this opportunity is Catherine Stokes, Telephone: 0191 278 8138; E-mail: Catherine.stokes@newcastle.gov.uk   Please note for audit trail purposes all questions regarding the tender must be raised via the electronic tendering portal www.nepoportal.org, through the discussion facility. Please remember to give yourself enough time to upload your tender submission. l