Adult & Wellbeing Provider Engagement Event

Welcome & Introductions Amy Pitt – Lead Commissioner Adult & Wellbeing Laura Lloyd – Housing Partnership Commissioning Angharad Boundford – Commercial Services – Copies of the slides will be available on the Business Opportunities page of the Council’s website – Exit in case of emergency

Housing Related Support in Herefordshire

Strategic Direction Adult and Wellbeing Commissioning is currently facing huge pressures with the biggest change in legislation for many years, the integration of health and social care through the Better Care Fund and immense financial pressures. There is strategic need for effective housing related support services for people with an eligible need and/or homeless people in Herefordshire. All the housing related support services are being reviewed together to identify efficiencies, eliminate duplications and inform future commissioning intentions.

The Care Act 2014 Promoting Wellbeing Independent living is a core part of the well-being principle. Control and choice over day to day life Contributing to society Local authority to consider each persons views, wishes, feelings & beliefs It sets a defining purpose for care and support, and influences the way all functions are carried out in relation to individuals.

The Care Act 2014 Preventing, Reducing or Delaying Need Primary, Secondary and Tertiary prevention Targeted support services for developing needs Early intervention Maximising independence Resettlement Reablement

Commissioning Principles 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 prevention and enablement Supplier Diversity Promote Choice and Control Encourage partnerships and joint ventures to maximise benefits of volume linked price reductions and capability of market Flexible contracting

Commissioning Intentions

Housing Related Support Services Provides support to individuals, with a range of needs, to develop skills and capacity to sustain and maintain independent living. Outcomes could include: -Prevent homelessness -Reduce levels of repeat homelessness -Reduce need of temporary accommodation -Promote programmes of resettlement -Support reablement and independent living -Reduce need for more intensive intervention services

Housing Related Support Service Provision of a range of support for clients with low level to complex needs Clients may be supported with, activities such as: – Support to remain in their current home or – Accessing and sustaining alternative accommodation – Social inclusion & social development – Maximising independence – Gaining choice and control of their lives – Address offending behaviour or ASB – Develop domestic skills & manage their finances – Work towards resolving historic housing related issues – Access education, training & employment – Improve health and quality of life

Accommodation Based Support Accommodation based housing related support for homeless individuals or those at risk of homelessness (18+) Existing provision: The current service provides 31 self contained units of accommodation with support Intention: Range of support for low level to complex needs clients Additional units are required for complex needs clients The indicative budget for this service is £300,000 per annum

Floating Support Housing related floating support for homeless individuals / those at risk of homelessness or those who have an eligible need: - Homelessness: Adults with substance misuse, mental health issues and/or offending behaviour - Eligible need: Adults with learning disabilities, physical disabilities, mental health issues, acquired brain injuries, sensory impairments and/or vulnerable older people

Timescale ActivityTarget Date OJEU Notice12 th January 2015 ITT Publication16 th January 2015 ITT Returns2 nd March 2015 Evaluation3 rd – 24 th March 2015 Award Approval27 th March 2015 Intention Award3 rd April 2015 MobilisationJune/July/August 2015 Start Date1 st September 2015

QUESTION AND ANSWER SESSION

Angharad Boundford – Category Manager Commercial Services

Where can I find Tender Opportunities? Register on Proactis, our e-Tendering Portal:- Its free to register Easy to search for Opportunities Technical Support is available The core communication channel for procurement

Proposed Procurement Processes Two Procurement process options: Restricted (two stage) process involves the completion of a Pre-Qualification Questionnaire (PQQ) which will be scored. Only the highest scoring shortlisted providers are invited to tender for the services (likely shortlist providers of 5 – 8). Open (single stage) Process involves submission of a selection questionnaire at the same time as a tender for the services. Process used will be influenced by number of factors including, potential tenderers and number of suppliers required.

PRACTICAL TIPS WHEN TENDERING FOR PUBLIC SECTOR CONTRACTS

What is a Invitation to Tender (ITT)? An ITT is a formal document issued by the Council which sets out the detailed requirements of work to be done. Complies with the EU Treaty principles of.. transparency, proportionality, equal treatment and non-discrimination. Questions asked within the ITT gives the Council confidence that organisations are suitably qualified for the opportunity and asks questions around how the requirements will be fulfilled. The objective is to identify a bidder with whom to contract.

1.Don’t be put off – if in doubt ask! (via Proactis) 2.Read the documentation thoroughly and understand what is required. 3.Understand the Council; aims, priorities, commissioning principles. 4.Do answer in full, do not assume anything is obvious or “goes without saying”, particularly if you are a current supplier as we can only evaluate what’s in the Tender. 5.Make it clear which question your answer refers to – clearly number and cross reference. Help the evaluation team to make the right decisions. 6.Note the evaluation criteria and weightings and ensure extra care given to key questions. 7.Be clear on your pricing model - state any assumptions you made when pricing (e.g. availability of resources, timing etc) 8.Complete and return the documents by the date and time given. Check that you have signed everything you should have. 9.Don't include publicity or promotional material in your submission unless you are asked to do so. 10.Do ask for feedback if you are unsuccessful, it will help you with the next tender. Ten Top Tips on How to Tender

What is asked in a Tender? “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.

What is asked in a Tender? “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 (

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).

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).

How Bids will be Evaluated 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.

QUESTION AND ANSWER SESSION

Thank you for coming