Market Engagement Event 19 /09/2018 Recommissioning of Domestic - - PowerPoint PPT Presentation

Market Engagement Event 19 /09/2018 Recommissioning of Domestic Abuse Refuges

Welcome

• Welcome and Introductions
• Purpose of this Market Engagement-Clarity

around Proposals and Feedback from Providers

• Housekeeping
• Plan for the day
• Networking Lunch 12.30

Agenda

• 9.40am Overview of Needs and Supply -Refuge

Accommodation in Lancashire

• 10.15 am LCC Commissioning Objectives
• 10.30 am Draft Outline Proposal
• 11.00 am Procurement Process
• 11.15 Comfort Break(10 minutes)
• 11.30 am Group Discussion(s) /Q & A on Draft

Proposal (linked to Consultation Document)

• 12.30 Close and Lunch

Level of Need

• Demand Data- Raw Numbers not indicative of

need in Lancashire. Fragmented system-No national needs data available.

• Existing data suggests unmet needs /increasing

level of complex needs

• Some data on level of refusals in Lancashire and

reasons may be provided after this event.

Current Service Delivery-Data

See Client Record Data Analysis Spreadsheet

A couple of things to bear in mind:

• Chorley/ S Ribble 2016/17 data is missing
• Data includes use of MHCLG funded services.eg
• utreach, male victims eg Burnley/West Lancs.
• Burnley figures include users of new refuge at Jane’s –

Overall increase in numbers

• Preston/Burnley increased capacity by splitting units a

few years ago

• Reliant on accurate recording by providers

Current Service Delivery-Key Facts/Trends

Internal Migration Figures/Trends:

• In 2017/18 227 out of 480 new service users

(47.29%) were recorded as living within Lancashire 12 area before entry to service

• Overall trend over 2015/16 -2017/18 is 49.69%
• Areas of high demand within Lancashire (based on

numbers actually entering services as opposed to levels of unmet need) include Burnley, West Lancs and

Preston

Current Service Delivery-Key Facts/Trends

Inward Migration from Outside Lancashire Figures/Trends:

• In 2017/18 251 out of 480 new service users

(52.91%) were from outside Lancashire 12 area

• Overall trend over 2015/16 -2017/18 is 49.29%
• 20% of all inward migration recorded was from

Blackpool –across almost all refuges

• Blackburn and Manchester also recorded high

numbers

Current Service Delivery-Key Facts/Trends

Throughput/Length of Stay:

• Increased throughput in South/Central in 2017/18-

shorter stays, particularly West Lancs

• Reduced throughput in Burnley (taking into account
• verall expansion in capacity)
• 39.46% stayed for less than 28 days in 2017/18( 43%

longer term trend)

• Most common length of stay is 29-90 days (27%)
• Very few lengths of stay over 365 days

Current Service Delivery-Key Facts/Trends

Household Composition:

• In 2017/18 52.5% of people had children in household

(longer term trend 53.9%)

• Fylde, Wyre and Burnley had highest percentage of

single person households

• West Lancs/Pendle -highest % of families with children
• In 2017/18 72% of all people with children had 1-2

children

• 8 families had 5 or more children in 2017/18 -often in

smallest refuges

Current Service Delivery-Key Facts/Trends

Age:

• Take up peaks at around age 28-33 in 2017/18
• Only 6 service users were aged 16-17 in 2017/18
• Small number of older service users 60 plus –mostly

accommodated in Preston, Burnley or West Lancs Gender:

• Exclusively female in refuges- Some males recorded in

dispersed provision in Burnley and West Lancs

Current Service Delivery-Key Facts/Trends

Disability:

• Large increase in recorded levels in 2017/18 from

16.58% in 2016/17 to 34.58% in 2017/18

• Mostly due to significant increase in figures at Burnley.

Linked to new refuge for complex needs? Transgender Status:

• Slight increase recorded (2) –Issues around

accessibility?

Current Service Delivery-Key Facts/Trends

Ethnic Origin:

• In 2017/18 71.82 % of service users were recorded as

White British

• Second largest groups recorded was Asian British

Pakistani / Asian other at 13.15%-Burnley noticeably took majority

• Low take up by BME community in other areas,

particularly Preston.

Current Service Delivery-Key Facts/Trends

MARAC Status:

• In 2017/18 44.73% of all new service users recorded as

meeting the threshold for MARAC at entry point

• In 2016/17 figure was 37.38%
• Increase in all areas except Lancaster and West Lancs
• Largest single increase was in Burnley

Care Leaver History:

• 40 service users (8.87%) recorded as having a history of

being in care-largest single increase in Burnley

Supply of Refuge Accommodation in Lancashire

• Current Supply- number of separate

family//household units based on August 2018 provider survey

• Mapping of Supply against Council of Europe

Recommendations 2008-Based on number of separate family units

• Geographical Mapping of Supply in Lancashire

Availability of Refuge Accommodation

• Based on recent early discussions with landlords

most of the current refuge accommodation will be available for open tendering

• However there will be no requirement to use

specific accommodation and providers may bring other accommodation they have identified

Commissioning Intentions

• Please refer to printed copy provided-
• Questions and Answers

Draft Proposal

• Please refer to printed copy provided
• Any clarifications required or immediate

questions?

Part 2: Procurement Process

• Procurement Rules
• Contract
• Key Dates
• Evaluation Criteria
• Do and Don‘t
• TUPE
• Simultaneous Competition
• Consortia and Similar Arrangements
• Documents to be Returned
• Oracle ISupplier Portal

Procurement Rules

• EU Directives (Public Sector Procurement Directive

2014/24/EU)

• UK Legislation (Public Contracts Regulations 2015 SI

2015/102)

• Local Authority Contract Standing Orders

http://council.lancashire.gov.uk/ieListDocuments.aspx?CId=914&MId=2916&Ver=4&info =1&bcr=1

• Public Services (Social Value) Act 2012

http://www.lancashire.gov.uk/council/strategies-policies- plans/corporate/approved-social-value.aspx

Contract

• The initial term of the contract will be 3 and can be

extended by a maximum of 2 years

Key Dates

Issue date 12/11/2018 Last date for Tenderers to submit clarifications TBC Tender Return Deadline 14/01/2019 Tender Evaluation 21/01/2019 Outcome notification 25/03/2019 Service Commences 17/06/2019 These dates are subject to change at the Authority's sole discretion. Any significant changes to the procurement timetable shall be notified to all Tenderers as soon as

• practicable. Changes to these dates will be notified to Tenderers via the means of the
• nline discussions function within the e-Tendering system. Dates communicated to

Tenderers via these means take precedent over the dates listed in the above table.

Evaluation Criteria

The following will be detailed within the ‘Evaluation Criteria Selection and Award’ Tender Document Selection criteria

• Pass/Fail
• Selection – Business Standing, Financial Standing, Technical and Professional

ability. – Demonstrate you meet minimum requirements Award Criteria

• Most Economically Advantageous Tender – Includes 20% price and 80%

quality evaluation.

• Award Stage Questions

– Demonstrate how you will deliver the requirements. – Social value question.

• A cross-cutting panel of experts assess responses and give scores.
• The scoring system used will be scores of 0-5.

Hints and tips – Do

• Read the entire tender documentation.
• Read all clarification responses - the system will allow Tenderers to resubmit

their bids before the deadline.

• Dedicate time to write your submission and use the expertise within your
• rganisation, it is advisable to have someone else check through before

submitting.

• Address the exact requirements of the contract – specification, evaluation

criteria and weighting. Cover the minimum requirements within each Award Criteria question as a minimum.

• Give correct information in the format requested. (found in the Award Criteria

Questionnaire)

• Demonstrate skill and capacity.
• Demonstrate your strengths and advantages.
• Provide evidence.
• Use the ‘Documents to be returned’ table within Section 2 of the ITT to check

all documents are completed and submitted.

Hints and tips – Don’t

• Miss deadlines – we cannot accept late submissions - start now.
• Canvass Council staff – this could lead to exclusion of your bid.
• Submit Alternative bids. An alternative bid is when a tender is submitted that includes an

alternative way of delivering the service, if the submission does not align to the specification the bid may be rejected from the process.

• Submit Conditional bids or Qualify bids. A conditional bid or qualified bid is when a

condition or restriction is included in the submission..

• Assume, leave gaps or give ambiguous information – we can only assess the

information or responses provided.

• Promise what you can’t deliver – responses to Tender form part of the final contract.
• Use generic and stock responses – show that you are addressing the contract

requirements.

• Insert marketing material.
• Exceed the character counts provided- any information submitted which exceeds the

character count will not be considered at evaluation stage.

TUPE

• The Authority does not make any express or implied warranty or

representation concerning the application or non-application of the Transfer of Undertakings (Protection of Employment) Regulations 2006 (SI 2006/246) (TUPE) to contracts.

• If you are unsure on the application of TUPE and your obligations you

should seek professional advice.

• TUPE information will be provided as part of this tender process.

Simultaneous Competition

Where a Tenderer is affiliated to more than one bidding model for example;

• Consortia,
• Subcontracting arrangements,
• Special purpose vehicles,
• or as an Individual Tenderer,

then the Tenderer is under an obligation to ensure that such arrangements do not detract from its ability to service the Contract.

Consortia and Similar Arrangements

Consortia and Similar Arrangements – Section 12 Invitation to Tender

• Each member of the consortium must individually complete Parts 1 and

2 of the Selection Criteria Questionnaire.

• Lead member of the consortium will submit a response on behalf of all

consortium members to Part 3 of the Selection Criteria Questionnaire.

• In the event that a member of a group of economic operators ceases to

be a member of the bidding model the lead member will have the

• pportunity to continue their Submission with the member(s) who

met the Selection Criteria.

LCC’s Consortium Exchange

Lancashire County Council would like to make it easier for suppliers to form consortia with a view to bidding on any tender process. What is the Consortium Exchange?

• An open on-line directory for like-minded organisations to share their contact details.
• The opportunity to work together is available to suppliers of any size and any type

including SMEs, large business, voluntary, faith, third sector or social enterprise.

• To have your details added, just reply to us at the email below with the following details:

– Your organisation's full name; contact person, phone number, email and address. – Your sector of work and a description of the opportunities you might be interested in.

• Your details will be published on LCC’s website, and you can remove them at any time by

contacting us at the following email address: – consortiumexchange@lancashire.gov.uk Please note: the use of the Consortium Exchange is optional, LCC does not endorse any particular bidding model. How you bid is your choice.

Documents to be Returned

• See Section 2 of the ITT

DOCUMENT

APPENDIX

TENDERER TO SUBMIT Selection Criteria Questionnaire Part 1 and 2 TBC One per Tenderer / all members of a consortium / essential sub- contractors must submit. Selection Criteria Questionnaire Part 3 TBC One per Tenderer. If you are bidding on behalf of a group (consortium) or you intend to use sub-contractors, you should complete all of the selection questions on behalf of the consortium and/or any sub-contractors. Award Criteria Questionnaire TBC One per Tenderer / consortium. Pricing Schedule TBC One per Tenderer / consortium. Tender Declaration TBC One per Tenderer / consortium.

Oracle ISupplier Portal

Clarifications

• Clarifications also known as ‘Online Discussions’ within the system are

queries submitted by Tenderers regarding the tender

• All clarifications must be sent via the online discussions function, any

clarifications sent outside of the system will be redirected to the portal

• The Authority will respond via an online discussion which will be available

for all Tenderers to view for transparency.

• Tenderers will receive a notification via the system when a new online

discussion is published by the Authority.

RFQ Amendments

Amendments

• Amendments are made to the RFQ when The Authority make any changes to the
• tender. For example if new or updated documents are uploaded an amendment will

be made on the system.

• Tenderers will receive a notification via the system when an amendment is made and

the system will identify the changes.

• The new RFQ will have a comma followed by a version number for example: RFQ

15144481,2.

• Tenderers must submit new clarifications to the most recent RFQ version and if you

have already submitted a bid to a previous version it must be resubmitted to the new version.

• All previous clarification responses will be attached via an online discussion to the

newest amendment.

Questions & Answers

• Your Questions on the Procurement Process

Group Discussion(s)

• Approach
• Time Available
• Facilitators
• Use Consultation Document as Prompt
• Please raise any issues of concern or

suggestions for improvement

Consultation

• All docs and notes from event will be published

/emailed out to attendees

• Consultation – Formal Replies Online –see link

https://lccsecure.lancashire.gov.uk/corporate/question naires/runQuestionnaire.asp?qid=760021

• Closing Date: Monday 8/10/18
• Assess Feedback and Change/Finalise Proposals

prior to issuing tender November 2018