Invitation to Tender

For the Delivery of Education and Training Services

During academic year 2015/16

Specification and Instructions

Issued September 2015

The separate submission document should be completed and returned in accordance with the information and instructions set out in this document.
Repliesto besubmitted by: / 12 Noon – Monday 2nd November 2015
E-mail address: /

1. Requirements

1.1 Information

Harrow College (HC) is a successful further education college with approximately 6,000 students (4000 are 19+, 2000 aged 16-18) located in West London. The college offers hundreds of courses at many levels – BTEC, A Levels and HNC/HND. HC trains around 280 apprentices each year (250 Intermediate and Advanced level apprentices).

At HC, delivery of training through sub-contracted partners is firmly linked to the College’s strategic objectives and to the local, regional and national agenda of skills development, employer engagement and widening participation in education, training and employment. The college seeks to work with organisations who have established links with those groups and individuals that have been traditionally under-represented in education, training and employment and that remain “hard to reach”. The College also seeks to increase the breadth of its offer by engaging commercial organisations that deliver specialist provision.

In compliance with the requirements of our funders, sub-contracted delivery is subject to robust quality assurance and compliance monitoring processes. For the academic year 2015-16 the college is revising the process whereby it creates an approved supplier list and then invites approved suppliers to bid for deliver when funding is available.

This Invitation to Tender (ITT) is a tendering opportunity for training providers to deliver a range of Education Funding Agency (EFA) and Skills Funding Agency (SFA) funded qualifications.

1.2 Instructions for applicants

These instructions apply to the tendering process for this contract to ensure that all tenderers are treated equally and fairly and to provide for compliance with other relevant legal requirements. Failure to comply with these Instructions and Conditions may invalidate your tender.

a) The agreement and any subsequent contracts will be subject to HC’s general terms and

conditions of contract (attached separately) and also to any special conditions of contract which may be included within the tender document. Where the standard conditions are inconsistent with the special conditions, the special conditions will prevail.

b) Depending on circumstances of the tender process the contract will commence on 1st
January 2016 and will expire on 31st July 2016, unless terminated or extended in

accordance with the contract conditions.

c) A submitted tender is an irrevocable offer by the tenderer and the tenderer separately

undertakes with HC that the tender will remain open for acceptance by HC for a period of 3

calendar months calculated from the day following the closing date for receipt of tenders.

d) HC reserves the right to accept tenders in whole or in part.

e) HC reserves the right to cancel the entire or parts of the tender, without such an action

conferring any right to compensation on the Tenderers.

f) Only the information contained within this invitation to tender, or otherwise communicated in
writing to tenderers with direct reference to this tender should be considered by tenderers

when making their offer.

g) The submission of false or incorrect information or declaration(s) will invalidate your tender

and, if not identified by HC until after the award of the contract, will be considered a

fundamental breach of contract.

h) Tenders must be submitted on the official Submission Form provided with the tender

documents. The Submission Form must be completed in all material respects. Please use Arial font, size 11 within the specified word counts. Tenders not complying with these requirements may be rejected.

i) Tenders shall only be submitted on the basis that they are bona fide competitive tenders. It is

therefore agreed that HC shall have the power to cancel the contract and to recover from the

Tenderer the amount of any loss arising from the cancellation if the Tenderer shall have

offered or given or agreed to give any officer or member of HC staff any gift or consideration

of any kind as an inducement or bribe to influence its decision in the tendering procedure.

The word ‘Tenderer’ for these purposes shall be deemed to include any and all persons

employed by the Tenderer, or who are purporting to act on the Tenderers behalf whether the

Tenderer is aware of their acts or not.

j) To enable HC to assess your organisation’s suitability, we require you to provide all of the

information requested. Failure to complete the tender documentation in full or to provide any

of the documents requested may result in your application being rejected. Rather than

leaving answer spaces blank, if the question does not apply to you please write ‘Not

applicable’ or ‘N/A’. If you do not have/know the answer please write ‘Not Known’ or ‘N/K’.

k) When completing the document on-line you may enlarge the answer boxes to ensure you

have sufficient space to respond within the specified word count. However, you must not alter

or amend the questionnaire in any other way and under no circumstances should the

questions be altered in any way as doing so will result in your application being rejected.

l) Where supporting documents are requested, these should be clearly cross referenced to the

appropriate section of the ITT. HC reserves the right to call for further evidence or copies of such documents at any stage during the procurement process.

m) Tenderers are requested to specify with reasons if any information contained in its tender

submission is confidential. HC will use reasonable endeavours to keep such information confidential but does not guarantee to do so if it is obliged to disclose such information pursuant to its duties under the Freedom of Information Act 2000.

n) HC reserves the right to seek clarification, after tenders have been received, from any

tenderer, on any aspect of their tender.

o) Electronic written acceptance by HC of this tender, (or part of this tender), shall create or

constitute an agreement between HC and the tenderer, expressly incorporating the Submission Form, the Conditions of Contract, any Special Conditions of Contract and the Specification. The tender documents require the Sub-Contractor to enter into a formal written agreement with HC then unless and until that formal written contract is executed by HC and the tenderer, together these documents shall form the contract.

p) HC will as requested under the SFA guidance publish details of the successful Sub-Contractors and the total contract value.

q) Should there be any doubt or confusion as to the meaning of any provision contained in the tender documentation or you have any queries or concerns with the tender documentation including the terms and conditions of contract, you should obtain clarification prior to the submission of your tender. All tenderers will be informed of any points of clarification and HC’s response. The identity of the tenderer requesting clarification will not be disclosed.

r) All requests for clarification should be submitted electronically to the email address with the subject “HC SC-2015 Clarification Request”. No other form of communication will be permitted.

s) Requests for clarification will be accepted until 17.00 on Friday 25thSeptember 2015, after which time HC will be unable to provide any further clarification.

t) HC will not be liable for any costs or expenses incurred by the applicants in completing and submitting their tender or re-tender whether or not it is successful.

u) The Tenderer agrees to notify HC and provide additional information if at any stage after submitting the tender any information contained in it becomes no longer true or accurate.

v) HC reserves the right to retain all and any of the information supplied to it by the Tenderer(s)

w) HC reserves the right to amend its tender documents in any respect at any time prior to the closing date and time for receipt of tenders. Any such amendment will be notified to all tenderers via email to the contact who originally requested the ITT, before the closing date and time. You must confirm in writing when you submit your tender that it provides for compliance with all amendments so notified.

x) HC may at its discretion extend the closing date and time for receipt of tenders by electronic written notification to all tenderers via email.

2. Application Timescales

Timeframes

Activity / Responsibility / Date
Publish the Advert and tender documents / HC / Thursday
9th September 2015
Deadline for receipts for clarification / Tenderer / Friday
25th September 2015
17:00
Maintain and publish Q & A Sheet / HC / Final update
Monday
28th September 2015
Deadline for receipt of Proposals
Note that any late submissions will not be accepted. / Tenderer / Monday
2nd November 2015
12:00 Noon
Complete the evaluation of responses
Note: Ongoing from point of receipt / HC / 16thNovember 2015
Notify tenderers of outcome / HC / 16th November 2015
Presentations for organisations that have been successful at ITT stage – Provisionally scheduled for 25th and 26thNovember 2015.
Please ensure that you keep these dates free in case you are invited to present. / Tenders / w/c
23rd November 2015
10 day standstill period
Issue Contract to successful suppliers / HC / Friday
11th December 2015
Delivery Start Date / Sub-Contractor / Date of contract
Publish contract award notice in OJEU / HC / Friday
29th January 2016
Contract End date / Sub-Contractor / 31st July 2016

The following should be emailed with the subject “HC SC-2015 Submission” to by 12 Noon on Monday 2nd November 2015:

1. Completed submission Form Part 1 – Due Diligence

2. Completed Lot submission Form for each Lot tendered

3. A scanned signed copy of the Declaration Form.

3 Service Requirements

The College is seeking organisations to deliver the following provision:

Lot
Number / Funder / Provision / Sector Focus / Priority
1. / Skills Funding Agency / 16-18 Apprenticeships
19+ Apprenticeships /
  • Priorities as per SFA Letter 26 Feb 2015
  • As London LEP priorities

2. / Education Funding Agency / 16-18 Traineeships / Capacity to deliver GCSE qualifications
3. / Skills Funding Agency / 24+ Loans / Eligible Provision

Notes:

1. HC management fees are in line with the published supply chain policy which can be found on

3.1 Lot 1: 16-18 and 19+ Apprenticeships

Apprenticeship suppliers will be required to ensure their delivery programmes that comply with the requirements of the Skills Funding Agency “Funding Rules 2015 to 2016” and the relevant awarding body criteria. They will be expected to meet Ofsted Grade 1/Grade 2 quality standards as specified in the Common Inspection Framework through (in order of preference): Ofsted inspections, or externally moderated Self-Assessment Reports or External Verification reports from Awarding Bodies. Providers are required to be registered on the SFA Register of Training Organisations.

The service requirements are as follows:

  • Generate appropriate apprenticeship opportunities with both employers and learners
  • Effectively market apprenticeship qualifications, in order to ensure that contracted volumes are delivered
  • Utilise the services of the Apprenticeship Service
  • Undertake initial engagement meetings with learners, which will include eligibility checks and the completion of Matrix standard Information Advice and Guidance and diagnostic assessments
  • Work with local employers to identify apprenticeship opportunities and support employers through the process of apprenticeship delivery
  • Provide learners with high quality learning through the duration of their programme. This will include all elements defined in the published Framework covering knowledge, competence, functional skills, Employment Rights and Responsibilities and Personal Learning and Thinking Skills
  • Retention, achievement and success rates to be at or above national benchmarks, for all learning aims and whole frameworks.
  • Provide evidence of learner progression to either higher level apprenticeships or other training with employers
  • Manage Awarding Body registrations and assessment arrangements including Internal and External Verification.
  • Maintain individual learner records that comply with Skills Funding Agency requirements and HC’s contract management framework

HC is interested in organisations that can offer unique and innovative approaches to their service delivery.

We are seeking to work with organisations that have existing infrastructure and a proven track record of delivery in the following areas:

  • Greater London and the Home Counties

Organisations are reminded that:

  • Providers above £100,000 SFA/EFA income must be listed on the Register of Training Providers
  • Second level sub-contracting is not permitted.

3.2 Lot2: 16-18 Traineeships

16-18 Traineeship suppliers will be required to ensure they deliver qualifications that comply with Education Funding Agency and awarding body requirements including Maths and English qualifications. They will be expected to meet Ofsted Grade 1/Grade 2 quality standards as specified in the Common Inspection Framework through (in order of preference): Ofsted inspections, or externally moderated Self-Assessment Reports or External Verification reports from Awarding Bodies.

The service requirements are as follows:

  • Effectively market Traineeships, in order to ensure that contracted volumes are delivered
  • Undertake initial engagement meetings with learners, which will include the completion of Matrix standard information Advice and Guidance and diagnostic assessments
  • Retention, achievement and success rates to be at or above national benchmarks, for all learning aims and programmes
  • Manage Awarding Body registrations and assessment arrangements including Internal and External Verification
  • Maintain individual learner records that comply with Education Funding Agency requirements and HC’s contract management framework
  • Provide learners with high quality learning through the duration of their programme. This will include all elements defined by the Education Funding Agency in their “Funding guidance for young people 2015 to 2016” and the Skills Funding Agency “Funding Rules 2015 to 2016” including by not limited to:

- English & Maths requirements
- Planned hours (both less than 450 hours and 450 or more hours)

- Qualification hours
- Personal and social development
- Traineeship work-preparation training and work placement

We are seeking to work with organisations that have existing delivery infrastructure and a proven track record of delivery in Greater London and the Home Counties.

HC is interested in organisations that can offer unique and innovative approaches to their service delivery.

Organisations are reminded that:

  • Providers above £100,000 SFA/EFA income must be listed on the Register of Training Providers
  • Second level sub-contracting is not permitted.

3.3 Lot 3: 24+ Loans provision

Suppliers will be required to ensure they deliver programmes that comply with the requirements of the Skills Funding Agency “Funding Rules 2015 to 2016” and the relevant awarding body criteria. They will be expected to meet Ofsted Grade 1/Grade 2 quality standards as specified in the Common Inspection Framework through (in order of preference): Ofsted inspections, or externally moderated Self-Assessment Reports or External Verification reports from Awarding Bodies. Providers are required to be registered on the SFA Register of Training Organisations.

The service requirements are as follows:

  • Plan a programme of eligible qualifications at or above Level 3 which are:

- leading to employment progression.
- in line with the priorities identified in the letter from the SFA dated 26 Feb 2015 and
- in line with London LEP priorities

  • Effectively market programmes, in order to ensure that contracted volumes are delivered
  • Undertake initial engagement meetings with learners, which will include eligibility checks and the completion of matrix standard Information Advice and Guidance and diagnostic assessments.
  • Provide learners with high quality learning throughout the duration of their programme.
  • Retention, achievement and success rates to be at or above national benchmarks, for all learning aims.
  • Provide evidence of learner progression to higher level training or within employment
  • Manage Awarding Body registrations and assessment arrangements including Internal and External Verification.
  • Maintain individual learner records that comply with Skills Funding Agency requirements and HC’s contract management framework.

HC is interested in organisations that can offer unique and innovative approaches to their service delivery.

We are seeking to work with organisations that have existing infrastructure and a proven track record of delivery in the following areas:

  • Greater London and the Home Counties

Organisations are reminded that:

  • Providers above £100,000 SFA/EFA income must be listed on the Register of Training Providers
  • Second level sub-contracting is not permitted.

4. Completion of the Submission Form

When completing the form, it is important to have read the service requirements and consider your response in relation to the service. Completion of this document does not constitute any contractual agreement between HC and your organisation, but rather will help us to assess your organisations ability to work with us.

HC run all procurement activities in a fair and open manner; therefore all ITT forms will be assessed and where an organisation is unsuccessful feedback will be provided.

5. Scoring Methodology

When considering tenders the following criteria will be applied by HC.

5.1 Due Diligence Stage

The Supplier Selection Questionnaire must be completed in full and with satisfactory answers to progress to the tender award stage.

Each section will be scored on a Pass/Fail basis. The table below provides guidance on the responses required to achieve a Pass mark.

Section / Pass Mark Criteria
1. / Details of your organisation and structure. / All fields completed as required. Information.
1.2 / Mandatory Requirements / You must be registered with UKRLP, on the SFA’s RTO, with the Information Commissioner’s Office and have matrix accreditation.
1.3 / Management Details / The named directors must not be on the list of disqualified directors held by Companies House.
2. / Grounds for Mandatory Exclusion / Negative response to all questions or satisfactory explanation where requested.
3. / Grounds for Discretionary Exclusion / Negative response to all questions or satisfactory explanation where requested.
4. / Economic and Financial Standing / Positive response to questions a)
Negative response to questions b) and c) or satisfactory explanation where requested Question d); either positive response or if negative response then positive response to e) which will require HC using financial benchmarks to assess financial risk.
5. / Disputes / Negative response to all questions or satisfactory explanation where requested.
6. / Health, Safety, Insurance and Staff Recruitment
6.1 / Insurance Details / £5,000,000 Employer Liability Public Liability and Professional Indemnity insurance held.
6.2 / Details of Policies / Current policies in place
6.3 / Details of Incidents / Negative response to all questions or satisfactory explanation where requested
7. / Accreditations and References
7.1 / Inspections and Self Assessment / Evidence of meeting Ofsted Grade 1/Grade 2 quality standards as per the Common Inspection Framework.
7.2 / Standards and Accreditations / Indicators of quality.
7.3 / References / Provision of 2 referees and satisfactory reference obtained by HC

Those Tenderers who fail the Due Diligence stage will not progress to the tender award stage and their Tender Application form will not be evaluated.