1. Residential Care Services

2. Residential Care Services
Pre-Market Engagement Event Agenda
Procurement Process – Michael Fowler / Catherine Flint

3. Residential Care Services
Nottinghamshire County Council is changing the way it manages its Residential Care Homes directory. For Adults assessed as requiring residential care under the age of 65 the Councils uses a Dynamic Purchasing System. This was established in 2016 and this will continue.
For Adults over the age of 65 a banded payment matrix rate is used and Service Users choose where they want to stay from the Residential Care Homes ‘accredited’ list provided by the County Council. It is this accredited list the Council will be changing.
For Younger Adults Residential Care the Authority operates a Dynamic Purchasing System which is always open allowing Organisations to bid at any time. We then offer individual placements as Further Competition opportunities. This DPS will continue for Younger Adults Residential Care and is separate to the Older Adults project.

4. The Framework Agreement will operate for a period of 10 years.
The Council will be creating a Framework Agreement which will operate similarly to the current ‘accredited’ list process with Service Users choosing where they want to stay. Contracts will be issued for each placement.
The Framework Agreement will operate electronically via the ProContract procurement portal
This Framework Agreement will enable the Commissioners to procure appropriate Residential Care for all new placements.
The Framework Agreement will operate for a period of 10 years.
Care Home Providers will be required to first register on the ProContract Portal as a supplier and then apply to be a Provider under the Framework Agreement

5. Registering on ProContract and finding the opportunity
Residential Care Services
Registering on ProContract and finding the opportunity
In order to be able to express interest on this project and take part with the tendering process, you must register your organisation as a Supplier, it will not cost you anything to register.

6. Registering on ProContract
Residential Care Services
Registering on ProContract
Begin by adding in the details as requested. A number of organisations have multiple Care Homes under their ownership. These organisations are the legal entity that the Authority will issue the contracts to. These organisations only need to register and apply to join the framework once, each of their Care Homes do not need to apply.

7. Residential Care Services
We will provide the reference so you can find the opportunity on ProContract. Below is an example for the project relating to DN21417
On the main Project page you can register your interest in the opportunity

8. Residential Care Services

9. Residential Care Services

10. Residential Care Services

11. Residential Care Services
The system will save your answers as you go, once you press one of the save options.
Note that you can still change your answers, as many times as you like until the deadline
and revisit the tender later. You will need to answer all mandatory questions and submit
before the tender deadline.
Once all questions are answered and all the progress bars are showing as 100% a
submit your response button will appear. When you are happy with your response,
you can submit by clicking on the button.

12. Residential Care Services

13. Residential Care Services
What to be aware of
1) Always keep your contact details / work groups you registered on ProContract with up to date. Opportunities will be only sent to these contacts.
2) If you want to ask a question about the tender you must use the messaging facility.
3) When completing your application, if you have a period of inactivity, ProContract will time you out. Routinely save your work so you do not lose what you have put in.
4) Why not type your responses off-line first then copy and paste it into the portal? Retain an off-line copy of your responses.

14. Compliance checking & qualification assessment
Bidders who do not submit a compliant application, or fail to comply with any of the instructions set out in the overview document will be disqualified. An application shall only be a compliant if;
• The application is completed in full and submitted on-line and any required documents are uploaded
• The Bidder accepts the draft Contract and Specification
• It passes the Pass / Fail sections
Qualification Assessment
The General Questionnaire is used to assess if Bidders are suitably qualified / meet the Commissioners minimum requirements and that none of the grounds for exclusion apply. If a Bidder’s response fails any Pass / Fail question the bid will be non-compliant and rejected from the process.

15. Responding to the Invitation to Tender
Read the documents thoroughly before submitting clarification questions
Please read the “Process Overview”, this gives guidance as to how the tender will proceed with a breakdown of scoring and how the evaluation will be structured
Read each question carefully and ensure the response answers the question – information contained in responses to other questions will not be cross referenced
Check the responses and consider asking a colleague to read through them before submitting
Only include attachments where requested and not in other parts of the tender
Allow enough TIME