Evaluation of the Want to Work? Trial

Ref: T BUS16-01

Invitation Document

Derry City & Strabane District Council

Council Offices

98 Strand Road

Derry

BT48 7NN

Email:

Web:

Table of Contents

Contents2

Introduction & Scope of Works3

Instructions to Tenderers9

Evaluation / Award Criteria17

Form of Tender20

Terms & Conditions21

Form of Assurance 22

Collusive Tendering Certificate23

Declaration of Commitment to

Promoting Equality of Opportunity24

Fair Employment Declaration26

Prompt Payment Certificate 27

Statement Relating To Good Standing 28

Freedom of Information31

Non Submittal Form32

Appendix33

Introduction & Scope of Works

  1. Introduction

Introduction

Following a successful bid to the Executive’s Change Fund, £300,000 was awarded to the Department for Social Development to trial Want to Work? which aims to develop and deliver a model of early work-focused support in which central government departments and agencies (the Department for Employment & Learning / the Department for Social Development / the Social Security Agency) collaborate with new councils through the Community Planning process and with employers, the independent advice sector and other local partners to build on, further develop and supplement existing work-focussed support.

Want to Work? is not an employment programme in the traditional sense, rather it will provide a bridge between the benefits system and work, through earlier, more frequent and community level engagement. Want to Work? will link participants who are ready and want to work to relevant job opportunities, employers who want to offer job tasters and to existing programmes and opportunities for improving employability whilst pursuing job opportunities.

The trial is targeted towards individuals who have submitted a fresh Employment and Support Allowance (ESA) claim and offers them an intensive package of early intervention and support from the time they agree to participate through to the time they have an ESA assessment at approximately 13 weeks. The trial is being piloted by Derry City and Strabane District Council (DCSDC) within the Council area and commenced on 07th September 2015.

The pilot is underpinned by the following design principles as drawn up by a co-design group.

  • Early Intervention – but mindful that timing (of contact & offer of support) is important;
  • Intensive support (weekly face to face interviews);
  • Voluntary Participation;
  • Work First – programmes are secondary;
  • Support is person centered, flexible and responsive to changing needs;
  • Partnership & Collaboration between all sectors is vital;
  • Sustainability – person isn’t left without support should they wish to continue;
  • The economic, social and health benefits of work are continuously promoted; and
  • Independence of the advice offered.

Consultancy contract

A budget of £15,000 has been set aside for the evaluation. DCSDC, together with the Department for Social Development, monitors and reports on the performance of the Want to Work? trial on an ongoing basis. All such monitoring data will be made available to the successful Consultants. Information gathered for monitoring purposes, especially data relating to outcomes will be taken into account in the evaluation of the trial. An Outcomes Framework which has been developed for the trial is included at Appendix 1.

Any data, analysis and reports collected and produced in the evaluation will be the property of Derry City & Strabane District Council and the Department for Social Development and may be used by it at a later date.

The final output will be an independent evaluation report. The evaluation should be undertaken commensurate with the principles set out in the Department of Finance and Personnel “Northern Ireland Guide to Expenditure Appraisal and Evaluation (NIGEAE)”. In addition to assessing the Project’s performance against its targets and objectives, the successful Consultants will report on:

  • The extent to which the aims and objectives of the key elements of the Want to Work? trial were met (as set out in the Outcomes Framework at Appendix 1 and in the DSD/DCSDC Want to Work? Letter of Offer/Memorandum of Understanding).
  • The contribution that the Want to Work? trial has made to reducing economic inactivity in the Derry City & Strabane District Council area and to informing future actions under Theme 1 of ‘Enabling Success - a Strategy to Tackle Economic Inactivity’.
  • How the Want to Work? trial has performed against the Executive Change Fund aims, namely;

-to encourage innovation in the public sector and support the introduction of new and/or proven ways of working;

-to improve integration and collaboration between government departments, arms lengths bodies, the private sector and the third sector;

-to support a decisive shift towards preventative spending, with a focus on improving outcomes for citizens;

-to support transformational change required to sustain medium to long term efficiency measures.

  • The quality of the service delivery from the perspective of the partners and funders, with particular reference to the way the service was delivered.
  • The quality of the service delivery from the perspective of the service recipient, with particular reference to the way the service was delivered.
  • An examination of outcomes for the trial as set out in the Outcomes Framework (Appendix 1) which should include an analysis of the effectiveness and efficiency of case loading, continuous engagement, numbers of clients entering and sustaining employment, mentoring, assessment and action planning processes.
  • An examination of the discretionary funding element of the project in terms of the uptake/benefits/innovation shown in addressing barriers to participation in the labour market.
  • An assessment of what type of support works for what type of clients.
  • An analysis of the outcomes for the target group i.e. all ESA claimants from 29-6-15 to 28-6-16 at each stage of the Want to Work? journey with reference to claim, 1st contact, referral to Council, assessment outcome (RAG), take-up of work-focussed support, take-up of programmes of support, moves into work or other benefits and destination of all claimants 13 weeks after they found work or participated on the programmes.
  • Establish a suitable counterfactual, using the control group(s) developed by the Want to Work? project team; estimate what would have happened had Want to Work? not been implemented.
  • The promotion and delivery of the service in the Derry City and Strabane District Council area i.e. Cityside, Waterside, Rural, NRAs with regard to equality.
  • The measurement of equality outcomes for Section 75 groups.
  • An analysis of cost effectiveness, i.e. does the service provide VFM; particular consideration should be given to cost per client case loaded and cost per job outcome compared against suitable benchmarks.
  • The effectiveness of the co-design approach in delivering outcomes.
  • The identification of side effects and distributional effects, including added value, deadweight and displacement.
  • An analysis of what has worked, the aspects of the trial which demonstrated the greatest successes and areas for improvement and lessons learned.
  • A comparison of the actual project risks against the estimated risks in the original business case, as well as against the known risks associated with the traditional ESA routes.
  • Recommendations with regard to the need for and potential for future development of the Want to Work? trial beyond June 2016, in light of the current economic and policy context e.g. Welfare-to-Work reform, Community Planning, Government Departmental restructuring and ongoing Departmental service initiatives.

Project Supervision

A Steering Group will be set up by DCSDC and DSD to oversee the Evaluation (proposed membership details are attached at Appendix 2). This will keep the work under review and make and take necessary decisions, in conjunction with successful Consultants, about re-ordering priorities as the evaluation progresses.

The successful Consultants will be expected to be available, if required, to meet with the Steering Group to:

  • ensure the evaluation is completed as per the timetable
  • discuss the Interim and Final Draft reports

The main day-to-day point of contact in DCSDC will be Tina Gillespie. The successful Consultants will be expected to have at least weekly contact with Tina Gillespie to provide updates.

In addition, a system of communicating areas for improvement in a timely way, to the DCSDC in order to facilitate programme development, will be agreed with the successful Consultants.

The DCSDC is not averse to Consultants forming partnerships with other Consultants in order to bring particular expertise to the evaluation. However, partnerships will be required to nominate a Project Manager who will oversee all aspects of the evaluation.

Timescale

Timescale and key milestones for the study:

Consultants selected and study start / 08th February 2016
Evaluation approach and timetable schedule agreed / 15th February 2016
Progress Report - A written report showing results/findings etc. (where obtainable) and a setting-out of progress-to-date with the evaluation / 11th March 2016
Interim Report / 22nd April 2016
Final report and recommendations / June 2016 ( Date to be agreed)

The phasing of payments to the successful consultancy will be:

  • 25% on receipt of an acceptable Progress Report
  • 25% on receipt of an acceptable Interim Report
  • 50% on receipt of an agreed and acceptable Final report

Instructions to Tenderers

  1. Invitation To Tender

1.1Derry City & Strabane District Council principally invites detailed and costed proposals for Tender brief defined in Introduction & Scope of Works. Please ensure your submission includes all details as per section 19 of Instructions to Tenderers.

2Explanation of Documents / queries during the tender period / registration of intent to tender

2.1It is the responsibility of prospective facility/service providers (hereafter referred to as ‘tenderers’) or parties submitting ‘expressions of interest’ to obtain for themselves at their own expense any additional information necessary for the preparation of their proposals (hereafter referred to as ‘tenders’) or ‘expressions of interest’.

2.2Tenderers are advised to ensure that they are fully familiar with the nature and extent of the obligations to be accepted by them if their tender is accepted.

2.3Should any tenderer be in doubt as to the interpretation of any part of the contract documents, Procurement shall endeavour to answer written enquiries. All queries must be submitted in writing to arrive with Procurement not later than 12Noon 15th January 2016by email to:

Email –

2.4All copies of written queries received, together with written replies will be sent to all tenderers not later than 5days before the date of return of tenders. All responses will also be posted on the Councilswebsite

2.5In order to ensure receipt of written replies, all prospective tenderers are therefore requested to register their intent to tender in writing to Procurementby email as noted in Clause 2.3 above, not later than 13th January 2016, including full contact details and indicating tender will be submitted.

2.6No representation, explanation, or statement made to a tenderer, or anyone else, by or on behalf of the Council, as to the meaning of any of the tender documents, or otherwise in clarification as aforesaid, shall bind the Council in exercise of its powers and duties under any subsequent Contract(s).

3Accuracy Of Tender

Tenders must be submitted for the supply of all the services specified in the Form of Tender. Tenders submitted for part of the services only will be rejected. Tenderers must price separately for all items listed in the Form of Tender. The Council may reject any tender that is not priced separately.

4Information to be provided

Tenderers should provide a brief description of the overall organisation of their company. Tenderers must also include subcontracting information in this section if subcontractors will be engaged. Subcontractors must be named and their roles in the project briefly described.

Tenderers should provide this general background information:

  • Company Address
  • Contact person (s)
  • Year established and company background
  • Number of customers currently being serviced
  • Comprehensive list of available services
  • Provide any additional background information

Tenderers must complete and return all relevant tender/pricing, assurance and declaration forms etc.

5Submission of Tender Documents (and/or Additional Proposals and Expressions of Interest)

5.1The tender(s) shall be made on the Form of Tender(s) provided, and signed by the Tenderer. All Contract Documents, together with these Instructions and completed Form of Tender(s) should be forwarded, by registered post or delivered by hand and a receipt obtained to:

Tender REF: Ref: T BUS16-01“Evaluation of the Want to Work? Trail”

Stephen Gillespie

Director of Business and Culture,

Derry City & Strabane District Council

98 Strand Road, Derry

BT48 7NN,

so as to arrive not later than 12.00 noon on 29th January 2016

Please provide 4 copies of your tender submission and one copy on USB Stick. These copies will enable your submission to be reviewed by tender panel

No UNAUTHORISED alteration or addition should be made to the Tender Form(s), or to any other of the Contract Documents. IF ANY SUCH ALTERATION OR ADDITION IS MADE OR IF THESE INSTRUCTIONS ARE NOT FULLY COMPLIED WITH THE TENDER MAY BE REJECTED.

5.2All documents requiring a signature shall be signed.

(a)Where the Tenderer is an individual, by that individual

(b)Where the Tenderer is a partnership by the two duly authorised partners.

(c)Where the Tenderer is a company by two directors or by a director and the secretary of the company, such persons being duly authorised for that purpose.

5.3Tenders shall be submitted strictly in accordance with the tender documents.

5.4 No alteration to the text of any of the Tender Documents will be permitted, and if any are made, the tender may be rejected. Failure to complete any part of the documents may also incur rejection of the tender.

5.5 Tenderers must ensure that all requested documentation is returned with the completed tender.

5.6No name or mark, including any franking machine slogan, is to be placed on the envelope to indicate in any way the identity of the sender.

5.7Tenderers or any representatives thereof will not be permitted to be present when the tenders are opened.

5.8All prices should be quoted in pounds sterling and shall be exclusive of VAT.

6The Basis of the Tender

The rates quoted in the form of tender section shall remain fixed for the duration of this contract.

7Period of Acceptance

The Tenderer is required to hold his tender open for acceptance for a period of 150 days from the closing date for the submission of tenders.

8Evaluation of Tender

8.1Evaluation/Award Criteria are outlined in next section.

8.2Derry City & Strabane District Council is not required to accept the lowest or any tender and may wish to award the contract as a whole or individual aspects depending on the strength of the successful team.

9Contract Documents take Precedence

The information given in these Instructions for Tenderers is given in good faith for the guidance of Tenderers, but if there is any conflict, the Conditions of Contract, Specifications, and the Pricing Documents / Form of Tender shall take precedence over these Instructions.

10Pre-Selection Interviews / Presentations

Tenderers are put on notice that they may be required to attend the Council Offices, 98 Strand Road, Derry, for procedural and technical presentations and/or interviews during the process of tender evaluation at no charge to Council.

11Contract Commencement Date

The contract will commence at the start of February 2016

12Questions

All questions, requests or other communications regarding this tender must be made in writing to

13Late Submissions

Tenders submitted after the closing date will not be accepted.

14Expenses and Losses

The Council shall not be responsible for, or pay for, any expenses or losses that may be incurred by any tenderer in preparing their tender proposals.

15Preparation of Tender

It is the responsibility of prospective tenderers to obtain for themselves, at their own expense, any additional information necessary for the preparation of their tenders.

16 Confidentiality

All information supplied by the Council in connection with this invitation to tender shall be treated as confidential by prospective tenderers, except that such information may be disclosed so far as is necessary for the purpose of obtaining sureties, guarantees and quotations necessary for the preparation and submission of the tender.

17 Ownership of Tender Documents

These documents are, and shall remain, the property of the Council and shall be returned with the tender. If no tender is to be submitted, the documents shall be returned pursuant to the Council’s Invitation to Tender.

18Insurances

The Supplier shall effect and maintain insurance necessary to cover their liabilities under this Contract.

19Format of Tenders

Those interested in tendering for this project should submit a tender document comprising of:

  • Form of Tender
  • Evidence of experience including references of track record of similar type projects
  • Company details as per section 4 of Instructions to Tenderers
  • Copies of Insurances: Public/Products Liability, Employers Liability etc
  • Any additional information to support your tender submission

20Offer and Acceptance of Contract(Above threshold Contracts only)

20.1Prior to the expiry of the tender validity period as defined in Clause 7 Derry City & Strabane District Council will send to the successful tenderer a letter of provisional acceptance of tender. This letter will make clear that the execution of the contract will be subject to a minimum mandatory standstill period of 10 calendar days, from the day after the date of letter of provisional acceptance.

20.2At the same time, Derry City & Strabane District Council will notify each unsuccessful tenderer.

20.3At the end of the standstill period, unless Derry City & Strabane District Council notifies the successful tenderer that there has been judicial interruption in the form of an order by the court of competent jurisdiction that the execution and/or implementation of the contract should be suspended pending a full hearing of the matter by a court of competent jurisdiction, Derry City & Strabane District Council will execute the contract documentation.

20.4If judicial interruption takes place Derry City & Strabane District Council will execute the contract documentation only following the conclusion of the Court proceedings (including any appeals) in favour of Derry City & Strabane District Council. If the Court proceedings are concluded against Derry City & Strabane District Council, no contract shall be entered into or executed.

212010 Bribery Act

The Supplier shall:

21.1comply with all applicable laws, statutes, regulations, and codes relating to anti-bribery and anti-corruption including but not limited to the Bribery Act 2010 (Relevant Requirements);