Supplier Information Day 21 June 2010 Sunderland Civic Centre Committee Room 1

1. Supplier Information Day21 June 2010Sunderland Civic CentreCommittee Room 1

2. Introduction’s & General Ethics

3. Health & Safety • Fire alarm test is on Monday 15:30 • If the alarm sounds outside this time then please • Leave the room in an orderly fashion • Make your way to the nearest fire exit • Exit the building safely • Meet on the grassed area at the front of the Civic Centre • Do not re-enter the building until it has been designated as safe. • For information the nearest fire exit sign is located above the door of this conference room and is not immediately visible upon exiting the room. The nearest fire exit is to the right of this conference room. If the fire alarm sounds the doors should open automatically. If the doors do not open please use the green button located on the wall to the left of the doors to open the electronic doors.

4. Introductions & General Ethics Absolutely no smoking within the boundaries of the Civic Centre. Mobile phones should be switched off for the duration of the discussions. Toilet facilities Turn left out of conference room. Walk to end of corridor. Go through double doors and straight ahead. Toilets are on right hand side opposite glass staircase. After the presentation we will have an open question session followed by one to one sessions if necessary.

5. Chris CummingsCategory ManagerCorporate ProcurementRoom 1.32 Civic CentreTel 0191 5612377chris.cummings@sunderland.gov.uk

6. ObjectivesTo ensure services are procured in a manner that ensures we maintain, and where possible improve our focus on a safe environment for all individuals who deliver and use the procured serviceTo incorporate a procurement voice into needs analysis to focus the tender process on improved outcomes for children To meet statutory EC procurement regulations. To consider commercial and corporate viabilitySupports the local economy where possibleDelivers savings

7. Why Change?Enhanced Health & Safety consideration in procurementEC procurement legislationCorporate requirements to ensure the Council obtains best value when spending public money.

8. The Procurement Process

9. Why a Supplier DayThe process may be new to current providersWe want to emphasise our objective of engaging as many nurseries as possible in the process.We do not want to exclude any potential providers hence we will use the Open Procurement Process to facilitate a simplified selection procedure.There is no short listing exercise. If the requirements are met then you can be added to the framework agreement.We want to emphasise the tender process is for new child placements and current placements will not be affected.We want to introduce you to some of the documents in the tender process.

10. Procurement Pre-RequisitesTo procure services for two lots or services. 2Yr Old Pathfinders and supported and short term childcare that are safe for all people who come into contact with the procured service.To comply with DCSF grant conditionsTo meet EC legislation on all procurement matters.To satisfy the demand of the end user in that they have a choice in where their child is placed.To establish a framework of providers for each lot with an objective to maximise market capacity by not excluding where possible any interested party from any of the tender process.WE WANT EVERYONE POSSIBLE ON THE FRAMEWORKSTo introduce an evaluated level of commercial viability into the procurement process.

11. Documents In The Package • Instructions To Tender • Tender Instructions and evaluation methodology • Service Specification • The details of the services to be procured. • Contract Particulars • Details of the contract. To be complete at the award stage. • Standard Terms & Conditions for Services • The Councils standard terms and conditions for the provision of services to the Local Authority • Special Terms & Conditions for Services • Any additional terms and conditions that may be necessary for the tender process. It may be that no such conditions will apply.

12. Documents In The Package (Cont) • Form Of Tender • To be uploaded with the complete tender documents to ensure the correct documents have been submitted and in accordance with the relevant requirements. • Pricing Schedule • Is the details of the price structure which you have based your tender documents. • Statement of None Collusion & None Canvassing • A document to confirm none canvassing council representatives regarding the award stage and none collusion regarding the tender process itself.

13. Documents In The Package (Cont) • Business Questionnaire • The main body of the tender process. This document requests organisational data, some for information, some that constitutes a pass / fail and some evaluated by a scoring system that is clearly identified. • Method Statement • The main quality section that constitutes 80% of the evaluation process for the award of the contract. • Tender Checklist • To provide suppliers with a checklist to ensure they submit all the required documents in the correct manner.

14. Documents To Return • Form Of Tender • Business Questionnaire • Method Statement Response • Pricing Schedule • None – Collusive Tendering Certificate • Canvassing Certificate • Any Requested Supporting Documents

15. The Business Questionnaire

16. Business Questionnaire • Section A – Organisational Profile • Registration and contact details etc. • Information Only • Section B – Grounds For Exclusion • Public Contract Regulations etc. • Pass / Fail • Section C – Insurance • Public and employers liability • Pass / Fail • Section D Financial Information • Basic N2 check • A fail can lead to a request for additional data for internal check • Pass / Fail

17. Business Questionnaire Section E – Health & Safety Stage 1 checks based around statutory requirements Pass / Fail Section F – Equality & Diversity Legislative requirements Procedures to comply with legislations Pass / Fail Section G – Technical Capacity Information purposes only but may change Section H – References Pass / Fail Section I – Undertakings Pass / Fail Appendix 1 Bankers Draft ref Letter In event of finance check issues

18. Expected TimingSupplier Assistance Day 21 June Documents Published on portal 28 JunePotential Delay Until 30 JuneTender Submission Deadline 22 July 12:00Tender Evaluation 22 July – 08 August Tender Moderation Discussions 09 August – 11 AugustSuccessful Bidders Notification 12 AugustAlcatel Standstill Period 13 August – 22 AugustExpected Contract Award 23 August – 25 AugustContract Commencement 01 September

19. Evaluation Of The Tenders

20. EvaluationQuality = 80% of tender processPricing = 20% of tender process

21. Quality Evaluation 80% Total ContributionMethod Statement 90%Business Questionnaire 10%( For a fully compliant questionnaire)

22. Method Statement EvaluationSection weighting and any individual question weighting will be clearly identified in the business questionnaireEvaluation on each question will be based on a 0 – 3 point award criteria.The points award will be performed by the evaluation panel at Sandhill Children's Centre.0 Points – Meets no expectations1 Point – Meets some expectations2 Points – Meets all expectations3 Points – Exceeds expectations

23. Criteria For Accessing Childcare

24. Childcare Criteria - Commissioned Childcare Service Supported childcare for children aged 0-3 years and for disabled children aged 0-18 years • Children whose health or development is delayed or is at risk of becoming delayed • Children whose parents’ ability to care for them is limited, e.g. mental health issues , learning difficulties, homelessness etc. • Children where there are 3 or more children under 3 years of age in the household Short term childcare for children aged 0-3 years and for disabled children aged 0-18 years to support families in crisis: • Fire, flood or other unforeseen incident within the family home • Accident or other medical emergency involving the parent/carer • Family are in need of support to access housing or other support services at short notice, e.g. those seeking asylum or refugee status or newly-arrived traveller families • Death of a close family member • Hospitalisation of parent/carer or sibling • Confidential appointment for parent/carer or sibling

25. Extended 2 Year Pathfinder project All families must be in receipt of one of the following benefits: • Income Support • Income-based Job-seekers’ Allowance • Child Tax Credit (at a rate higher than the family element) • Extra Working Tax Credit relating to a disability • Pension Credit In addition, all families must meet the following criteria: • Children with additional support needs • Parents/carers with additional support needs • Children from families experiencing drug and alcohol misuse • Children from families experiencing domestic violence • Children from BME families

26. The NEPO Portal

27. Some Useful Information NEPO Website: www.nepoportal.orgTender Ref No: QTLE-85RKZHHelpline Web: info@nepoportal.orgHelpline Phone: 0191 433 5949

28. How to Access the Tender Register on the ProContract e-tendering system It’s free! Access to future opportunities – email alerts Saves on printing and postage costs It’s quicker The system is easy to use – just follow the online instructions www.nepoportal.org

29. Step 1: Click On Suppliers Area Tab

30. Step 2: Click on the registration link

31. Step 3: Click to Register Note: Additional Guidance Documents

32. When you have registered you will receive an email with your password and you can go to the login screen Step 4:Enter Username & Password From Registration E Mail.

33. Note: After logging in this will go to the supplier home page, but showing that you are now logged in Step 5: To find the Tender click on the search button

34. Step 6: Select Sunderland from the Organisation drop down box Step 7: Enter the Contract Number QTLE-85RKZH

35. QTLE – 85RKZH

36. Thank You Thank you for your time. Any questions? All questions will be taken down and also answered and published on the NEPO website