the Northumberland County Council Social Car Scheme
Application Form
Phase 1
Kirsten Francis, Principal Policy officer (Inclsuion)
County Hall, Morpeth, Northumberland, NE61 2EF
(T) 01670 624741 (E)
Name of Organisation:
Contact Telephone Number:
Contact Email:
Contact Person:
DEADLINE
Any organisations with an interest in tendering for these services are asked to complete the Funding Application and return it to no later than:
12 noon Monday22ndFebruary 2016
Any application received after this time will not be accepted
IntroductionPlease complete Sections A – D. Section E, the Presentations will take place at a later date for those applicants who have scored more than 60%
A. Organisational Competency and Compliance
B.Financial planning, management and social value
- Financial Plan
- Financial risks and issues
- Social value
C.Management of service delivery and implementation
- Management Plan
- Implementation timetable
D. Quality of the service proposal
- Delivery Model
- Affordability
- Attracting and Managing Volunteers
- Communication, Engagement and Marketing
- Working with the Council and other partners.
- Cross Cutting Themes
E. Key performance Indicators
F.Presentation (planned for 26th February 2016 for those scoring more than 60%)
Please ensure that you read the specification and guidance note before completing this application form.
The following table outlines how we will be scoring against each area of this assessment. Once each section has been assessed the score will be weighted to reflect the different percentages assigned to various elements of the application form.
Score / Scoring Principles0 -1 Unacceptable / No response to queries. Evidence is unacceptable or nonexistent.
There is a failure to properly address any issues
2 – 4
Poor / The evidence is deficient in certain areas where lack of detail
or relevant evidence requires the panel to make
assumptions
5 – 7 Satisfactory / The evidence provided is acceptable, but with some minor
Reservations
8 – 10
Good / There is evidence that the questions have been met comprehensively
Section A - Organisational Competency & Compliance
Organisational Competency & Compliance
In order to assess organisational eligibility to bid for Commissioning of Northumberland Getabout Car Scheme, organisations must be able to demonstrate that they meet certain prerequisite requirements failure to meet these requirements will result in the bid being discounted.
1.1 Location and delivery
The Getabout Car Scheme service must be delivered within Northumberland and the lead organisation must have a base in the county.
Tick to confirmDoes the lead organisation have a base in Northumberland
(please provide evidence)
1.2 Third Sector Organisation/Social Enterprise ethos
Tick to confirmPlease include/attach a copy of your governing documents and annual accounts
1.3 Canvassing
Any organisation found guilty of canvassing will be excluded from the commissioning process. The lead organisation on behalf of all partners in the bid is required to agree to and sign the following declaration.
We hereby certify that we have not canvassed any member, director, employee or adviser of the Council in connection with this commissionand the proposed award of the Grant by the Council and that no person employed by us or acting on our behalf, or advising us, has done any such act.
We further hereby undertake that we will not canvass any member, director, employee or adviser of the Council in connection with this commissionand the proposed award of the Grant and that no person employed by us or acting on my behalf, or advising us, will do any such act. we agree that the Council may, in consideration of this bid, and in any subsequent actions, rely upon the statements made in this application.
Signed / Dated1.4 Agreement to share information
In order to maximise achieving the best possible outcomes and in line with good practice outcome commissioning, NCC will proactively consider individual tenders and, identify at this stage, if there are specific packages or elements contained within one or a number of tenders the LA would wish specific applicantsto explore further by considering how these could be linked, shaped or integrated within one or more proposals. This will provide the opportunity for applicantsto have a dialogue with other organisations who have tendered and consider shaping proposals at this point.
In order to achieve this in an open and fair manner, so not to disadvantage any one organisation we do require the lead organisation to agree for NCC to share certain information with other organisations tendering. We recognise that information contained in this tender is business sensitive and confidential, the information that potentially would be shared with other applicantswould be the name and contact details along with a brief description of the element or package, no financial information would be disclosed by NCC .
Tick to confirmPlease indicate that you are happy for information to be shared on this basis.
1.5 Financial Stability
The lead organisation and all named partners with governance responsibility are expected to provide the following financial information in order to demonstrate its financial stability.
What was your turnover in the last two years?
£ ……… for the year ended__ / __ / ____ / £ ……… for the year ended
__ / __ / ____
Please provide copies of your audited Financial Accounts for the last two years.
Tick to confirm attachedFinancial Accounts
Has your organisation met all its obligations to pay its creditors and employees during the past year?
YES /NO (delete as appropriate)If the answer to the above question is no, please explain why not:
Section B: Financial planning, management and value for moneyThis section will make up 20% of the value of the total assessment, each aspect will be scored out of 10 according to the Scoring Principles on page 2
2.1Robustness of the 3-year financial plan(10%)
Please provide a copy of your organisation’s financial plan for this funding agreement. It should provide a break down of costs for each of expected area of service. This should include labour, equipment, materials, etc. that will be needed to achieve the outcomes as well as the KPIs proposed by you. Providers should describe the staff roles which they will put in place to deliver their proposed delivery model and identify which sit within the lead organisation and which in the delivery partners organisations. You must also ensure that management and central costs are easily identified within the plan. Please provide details on any relevant timeframes involved.
Tick to confirm attachedFinancial Plan
2.2Identifying financial risks and issues(5%)
Please identify any risks and issues in the box below that you have considered that could affect this budget for 2016-2019
2.3Social Value(5%)
Under the Public Services (Social Value) Act, all public bodies in England and Wales are required to consider howthe services they commission and procure might improve theeconomic, social and environmental well-being of the area.
Please explain in the box below:
- What current additional funding and skills does your organisation/partnership bring that are linked to the outcomes of this proposal
- Are there other wider impact such as making provision for apprenticeships, linking to education/curriculum activity in schools hat wider social activity would it support over and above that detailed in the specification.
The number of words in this method statement should be no more than 500 words. If method statement exceeds 500 words you will only be assessed on the first 500 words.
Page 1 of 14
Section C: Management of service delivery and implementationThis will make up 20% of the total assessment. Each area will be marked out of 10
according to the Scoring Principles on page2
3.1 Management Plan(10%)
Please provide a management plan setting out how you propose to deliver the services/outputs and meet the outcomes described in the documentation (including any KPIs that you propose). Providers should describe their proposed management model and how they will manage performance. Please describe both operational management and governance management structures. Please describe the service delivery roles of the lead organisation and all delivery partners. Please provide a copy of any agreement which sets out the arrangements between the lead organisation and any sub-grantee organisations).
Tick to confirm attachedManagement Plan
Risk assessment of Model and mitigation plans
Providers should set out their assessment of potential risks to successful delivery and mitigation actions to minimise these risks. If problems do occur that affect the services, how will they be communicated to the Council? Please set out your answer in the boxes below
(Insert additional lines as required)
Risk / Mitigation / Control1.
2.
3.
Additional Information
Organisational Structure
Please describe your organisation, including its constitution, governance structure, objectives, current projects and activities Also please provide details of your proposed organisational structure to deliver Getabout Car Scheme Northumberland (including governance and delivery, staff)
Tick to confirm attachedOrganisational Structure
3.2 Implementation(10%)
Please supply a copy of your organisation’s timetable for implementation of the service.
Tick to confirm attachedCopy of your organisation’s timetable for implementation
Please outline your organisation's implementation proposals in the text box below, detailing critical tasks and actions required to ensure the provision of services commences without any interruptions or transitional problems. At a minimum your proposals must include details of how you will:
- Liaise with current providers to prepare for the switchover to the new model
- What staff skills you currently have in place and how you propose to recruit (or buy in) staff/services to cover any gaps in service delivery
- Identify and solve any implementation problems to ensure that the switchover is smooth, without disruption to services
- Ensure that, if applicable, TUPE issues are dealt with efficiently and in accordance with statutory requirements
- Keep the commissioners updated on progress during the implementation phase.
Section D: Quality of the proposal
Components of Getabout Car Scheme Northumberland
This section will make up 60% of value of assessment. You are required to complete the following method statements relating to the four key components of Getabout Car Scheme Northumberland
Method statement 1: Delivery model (10%)
Method statement 2: Affordability (10%)
Method statement 3:Attracting and managing volunteers (8%)
Method Statement4: Communication, engagement and marketing (8%)
Method statement 5: Working with the Council and other partners.(10%)
Method Statement 6: Cross Cutting ThemesEquality and Diversity, Quality and Environmental Impact(4%)
Components of the Getabout Car Scheme - See Note
4.1 Method Statement 1–Delivery model (10%)
Please explain in the box below the model your overall delivery model for the Getabout Car Scheme and what systems you will use and how this model will achieve the stated Outcomes for the scheme
Background to Method StatementTo help you complete this Quality method statement you will need to be aware of the outcomes and challenges that will need to be addressed (See pages 3 -4 of the specification).
The number of words in this method statement should be no more than 500 words. If method statement exceeds 500words you will only be assessed on the first 500 words. Diagrams or flow diagrams to illustrate your answer will not be included in the word count.
4.2 Method Statement 3 – Affordability (10%)
Please explain in the box below your proposed financial model for Getabout, and demonstrate how fares are to be kept affordable (300 words max)
Background to Method StatementTo help you complete this Quality method statement you will need to be aware of the outcomes and challenges that will need to be addressed (See pages 3 -5 of the specification).
The number of words in this method statement should be no more than 500 words. If method statement exceeds 500 words you will only be assessed on the first 500 words. Diagrams or flow diagrams to illustrate your answer will not be included in the word count
4.3 Method Statement 4 –Attracting and managing Volunteers (8%)
Please explain in the box below how you willrecruit, train and support volunteers – include details of the training standards that will be attained
Background to Method StatementTo help you complete this Quality method statement you will need to be aware of the outcomes and challenges that will need to be addressed (See pages 3 -5 of the specification).
The number of words in this method statement should be no more than 300 words. If method statement exceeds 300 words you will only be assessed on the first 300words. Diagrams or flow diagrams to illustrate your answer will not be included in the word count.
4.4Method Statement 5 - Communication, Engagement and Marketing(8%)
Please explain in the box below how you will market the Getabout service to ensure the service develops in line with the Outcomes (300 words max)
Background to Method StatementTo help you complete this Quality method statement you will need to be aware of the outcomes and challenges that will need to be addressed (See pages 3 -5 of the specification).
The number of words in this method statement should be no more than 300 words. If method statement exceeds 300 words you will only be assessed on the first 300words. Diagrams or flow diagrams to illustrate your answer will not be included in the word count.
4.5 Quality method statement 4 – Working with the Council and other partners (10%)
Please explain in the box below how you proposebuild good relationships between the Council and partners and with delivery organisation/s
Background to Method StatementTo help you complete this Quality method statement you will need to be aware of the outcomes and challenges that will need to be addressed (See pages 3 -5 of the specification).
The number of words in this method statement should be no more than 500 words. If method statement exceeds 500words you will only be assessed on the first 500words. Diagrams or flow diagrams to illustrate your answer will not be included in the word count.
4.6Cross Cutting Themes(4%)
Equality and Diversity
Providers should provide evidence of how equality and diversity good practice will be integral to all components so as to ensure Getabout Car Scheme will meet the requirements of the 2010 Equality Act.Quality
Providers should provide evidence of how their plans will manage quality within their organisation and the wider partnership and how they will assure quality in the services that are being delivered.Environmental Impact
Providers should provide evidence of how their plans will contribute to carbon reduction and wider environmental sustainability within their scope of operation, noting particular references to energy, transport, sourcing and waste. This may include reference to the organisation's interaction with other partners and providers as well as own organisational change4.7 Getabout Outcomes and Key Performance Indicators (KPIs)(10%)
Outcomes – what Getabout to achieve is summarised across eight basic outcomes in the table below. Each outcome is to be measured and evidenced by the provider as indicated, and reported to NCC on a quarterly basis (unless otherwise specified).
Bidder are invited to submit realistic and achievable KPIs against outcomes 1), 2) 4) and 6). These must indicate growth and development of the service over the three years period from the existing baseline.
Outcome / Measure / Baseline / Yr1 KPI / Yr2 KPI / Yr3 KPI1) Reduction in numbers of residents who have difficulty accessing essential services /
- Number of active users – count of new users per quarter (minus inactive / defunct users)
- 300 users
2) Increase in numbers of residents who find the car scheme an attractive and affordable service /
- Number of active users (as 1 above)
- Number of single passenger trips (as 6 below)
- Satisfaction levels from periodic survey of users and other feedback
- 300 users
- [Not aware of any previous satisfaction survey]
3) Increase in the availability of the car scheme across Northumberland /
- Number of new users analysed by home address
- Number of new volunteers
- Willingness of vols.to be available for greater time period
- Locations of current 300 users
- Locations of current 105 vols.
- Current availability window of vols.
- To be agreed with successful bidder
- To be agreed with successful bidder
- To be agreed with successful bidder
4) Increase in number of journeys provided for the funding available /
- Single trips delivered
- 5,300 single passenger trips
5) Improved intelligence about access issues in Northumberland /
- Data collected and disseminated around access issues e.g. mapping of services, locations, demand etc.
- N/A
- To be agreed with successful bidder
- To be agreed with successful bidder
- To be agreed with successful bidder
6) Increased number of individuals active in volunteering /
- Number of active vols. – count of new vols. per quarter (minus inactive / defunct vols)
- 105 current vols.
7) A productive relationship between the provider and the Council that can be flexible and embrace new developments /
- Willingness and availability to engage in productive dialogue
- Responsiveness to emerging developments, opportunities, and needs
- N/A
- To be agreed with successful bidder
- To be agreed with successful bidder
- To be agreed with successful bidder
8) A productive relationship between the provider and other public sector organisations to explore developing a bigger “market place” for a social car scheme in public transport operations /
- Willingness and availability to engage in productive dialogue
- Responsiveness to emerging developments, opportunities, and needs
- Demonstrate commitment to general development and growth of service
- N/A
- To be agreed with successful bidder
- To be agreed with successful bidder
- To be agreed with successful bidder
Section F: Presentation
Once your bid has been assessedand scored, it will be ranked. The bids that have amassed over 60% will advance to the presentation phase of the commissioning process.