- Method
- withAndWithoutReopeningCompetition
- Type
- closed
- Description
- The Framework operates as follows
Lot 1: Flexible Block
The Authority guarantees a minimum number of beds with the ability to add/reduce that level (where there is a change in demand) upon notice.
• Lot 2: Fixed Block
A block contract for a specified number of beds for the life of the contract.
• Lot 3: Direct Award
A contract for an individual to be used in the event of an emergency, extenuating circumstances, service user choice, or in other circumstances that the Authority considers it appropriate for meeting the needs of the young adults.
Call-Off Process
1. Needs Identification
The Authority will identify the need for accommodation based on:
- Forecasted or actual demand.
- Emergency or unplanned arrivals.
- Service user preferences or specific needs.
2. Lot Selection Criteria
• Lot 1 is used when:
- There is a need for flexible capacity.
- Demand is variable or uncertain.
• Lot 2 is used when:
- There is a predictable, stable demand.
- Long-term planning is possible.
• Lot 3 is used when:
- There is an emergency or urgent placement need.
- A young adult expresses a preference for a specific provider.
- Other Lots cannot meet the specific need.
3. Mini-Competition Process (Lots 1 & 2)
Where multiple providers are appointed to a Lot, a mini competition will be conducted.
The Authority will send tender information at the time of the mini competition. This will be sent via secure email to the Framework Providers for the Lot under which the mini competition is being conducted. The tender information will include:
• the number of beds required
• the intended start date of the contract
• the duration of the contract (if known)
• a quality response document for Provider use
• a pricing schedule for Provider use
• and any other information the Providers will need.
A timeline, including the deadline for bids to be submitted, will be given to Providers. This will be confirmed for each mini competition as it occurs.
The provider will submit their tender via email by the deadline.
The mini competition shall be assessed as stated in the tender information issued by the Authority.
The Authority will inform bidders of the outcome as stated in the tender information.
On award of contract a Service Provision Order (example at the end of this document) will be sent to the awarded Provider(s) outlining the service requirements (i.e. number of beds/start date/ duration or any other requirement needed by the authority).
The Authority may subsequently use alternative lots if they are unable to identify an appropriate arrangement from the primary request.
The Authority has no obligation to order the services and award a contract following a mini competition under the Framework. Following the mini competition, if the Authority does not award a contract to a Provider, the Authority may run a second mini competition this time including all Providers on the Framework.
4. Evaluation Criteria for mini competitions
Tenders submitted for a mini competition will be assessed based upon the following evaluation criteria:
Quality 60%
Pricing 30%
Social Value10%
4a Quality and Social Value Questions for Mini Competition
Service Delivery
Describe the services you will provide and state how these services will meet all of the requirements outlined in the service specification. This should include how you will achieve the outcomes and KPIs.
Mobilisation
Describe how you will mobilise this service to ensure it is ready to start delivering effectively from the commencement date.
(Refer to the specification clauses 2.2, 2.3, 4.2 and 4.7)
Engagement & Accessibility
Describe how you will effectively engage with the young adults in your homes, ensuring services are accessible and young adults are supported to access funds and other services available to them. Include how you will support them to overcome any barriers they may experience. (Refer to the specification clause 2, 4.2 and 6.3)
Quality/Service Assurance
Describe the quality and assurance processes you have in place. Include how you will keep social workers and advisors up to date, your contingency planning for staff absences or unusual circumstances, how you will collate feedback from young adults and their support teams and how you will implement any learning to improve services. (Refer to the Specification clauses 2, 4, 5 and 6)
4b Price
The Authority expects the price submitted by the Provider, to be within the ceiling rate of the specified lot, as was confirmed in bids to join the framework. Prices submitted that are above the ceiling rate of the specified lot will be disregarded.
Note: If a Service User is already placed with a Provider delivering this Service prior to the Framework being established, the price in relation to the Direct Award for that individual will remain unchanged.
4b Social Value
Describe how your organisation will create additional economic, social and/or environmental value to benefit communities in Cumberland over the life of the contract and how you would measure this.
a) How will you support young adults take up opportunities that support integration into the community, support a healthy lifestyle and improve their physical, mental and emotional wellbeing?
b) How would you provide opportunities to your staff to gain skills to professionally develop and/or encourage volunteering in the community?
In each instance, describe how you will ensure any targets are quantifiable and realistic.
Having assessed the bids, the Authority will issue the successful Provider with a Block Contract (as the context permits) which makes clear that the requirement is procured under this Framework Agreement.
5. Direct Award Process (Lot 3)
The Authority may make Direct Awards to a Provider in the following circumstances:
Emergency placements
Where a home needs to be identified in an extreme emergency or at very short notice, the Authority may make a direct award to a Provider best able to meet the needs identified by the Authority.
The Authority may at a later date review the contract and open the requirement to further competition or remain with the same Provider subject to review.
Service user choice.
Where the Young Adult has a provider/home preference.
Situations where no other Lot can meet the need.
Circumstances that the Authority considers appropriate for meeting the needs of the Young Adult.
For direct award, Providers may be pre-selected based on:
- Availability.
- Suitable accommodation.
6.Award & Contracting
6a (Lot 1 & 2)
Successful providers will receive a Contract outlining:
- Number of beds.
- Duration
- Service expectations.
- Reporting and monitoring requirements.
6b (Lot 3)
Successful providers will receive a Contract for an Individual arrangement:
- Duration
- Service expectations.
- Reporting and monitoring requirements.
7. Performance Monitoring
• Ongoing monitoring against KPIs and specification requirements.
• Regular feedback from young adults and support teams.
• Quarterly review meetings and annual performance evaluations.