Request for Exemption [insert service/needs title]

Community Services

Request for Exemption from the Aboriginal Youth Services

Investment Principles

Drafting Instructions

Please note the following drafting instructions designed to assist in completing this ‘Request for Exemption – Aboriginal Youth Services Investment Principles template (‘Request for Exemption’/ ‘this template’).

Sections in this template that are in:

  • Black text on a grey background represents drafting instructions to assist with completing this template and must be deleted prior to submission to the State Party Accountable Authority.
  • [Black text highlighted in yellow], represents areas that must be completed by the State Party.
  • Black, represents text that must be retained in the template.
  • Black text italicised and bolded, represents optional text and must be un-italicised and unbolded if included in this template.

Provision of: [insert service/needs title]

Drafting Note: Use the ‘Current Service Provider’ table below if the Request for Exemption is for an existing Service Agreement or Grant. Delete this table if there isn’t an existing Service Agreement or Grant.

Current Service Provider/ Grant Recipient

Service/ Grant Arrangement / [insert titleof service / grant arrangement]
Service Provider Name(s) / Grant Recipient(s) / Program Name(s) / [insert name of current service provider(s)/ grant recipient(s)]
Service Agreement / Panel Contract / Grant Arrangement Commencement Date / [insert commencement date of current Service Agreement/ Panel Contract / Grant Arrangement]
Current Service Agreement / Panel Contract / Grant ArrangementTerm / [insert term of current Service Agreement/ Panel Contract, including all extension options/ Grant Arrangement]
Estimated Value of Current Service Agreement/ Panel Contract / Grant Arrangement / [insert estimated value of current Service Agreement, including GST, over the entire term of the Service Agreement, including all extension options/ Panel Contract / Grant Arrangement]

Drafting Note: Use the ‘New Service Agreement / Grant Arrangement’ table below if the Request for Exemption is for a new Service Agreement / Grant Arrangement. Delete this table if it is not applicable.

New Service Agreement/ Grant Arrangement

Service/ Grant Arrangement / [insert titleof service/ grant arrangement]
Estimated Value of New Service Agreement/ Panel Contract / Grant Arrangement / [insert estimated value of new Service Agreement/ Panel Contract, including GST, over the entire term of the Service Agreement, including all extension options/ Grant Arrangement]
Anticipated Service Agreement / Panel Contract / Grant ArrangementCommencement Date / [insert anticipated Service Agreement/ Panel Contract / Grant Arrangementcommencement date]
Estimated Term of New Service Agreement/ Panel Contract / Grant Arrangement / [insert term of new Service Agreement/ Panel Contract, including extension options/ Grant Arrangement]

Drafting Note: Include details of the State Party Agency Action Officer and the date when this Request for Exemption was prepared.

Prepared by / [insert State Party Agency Action Officer name]
[insert title]
[insert phone number and/or e-mail]
Date / [insert date]

Approved by:

[to be signed after CSPRC endorsement]

...... /./201...

[Insert State Party Accountable Authority Title]

Community Services Procurement Review Committee Endorsement

Date://201...

1.REQUIRED SERVICES

Drafting Note: Select the appropriate exemption category or categories applicable to this service, program of services, or grant arrangement. Provide details of the required services, including all related services. Include information on how long the current service provider or grant recipient has been providing the service and whether there have been any significant changes to the service during this period. Please note that the definition of non-government service providers used in this document includes Not-for-profit (NFP) organisations and Local Government Authorities.

If this exemption request relates to a program of services or grant arrangement, provide details for each service (and where appropriate each service provider) for which an exemption is being sought. If the program of services relates to multiple service providers (or grant recipients), for example for multiple service providers under a single panel arrangement, attach an appendix to the exemption request providing details of each service provider (or grant recipient). Include details for each service provider (or grant recipient) for 1.1 Service review; 1.3 Estimated service agreement value or Grant Arrangement value; and 2 Justification.

An exemption is sought from the Aboriginal Youth Services Investment ReformsInvestment Principle 5 – Scale: a minimum contact value of $300,000 per annum for grants and service agreement arrangements with non-government service providers; and/orInvestment Principle 6 – Sustainability: minimum contract length of three years for service agreements with non-government service providers for the supply of [insert details of requirement – include specific service components where necessary].

The grounds for the exemption are[insert reason that request for exemption is required]. The [State Party name] requires a further period of [#] months in order to meetInvestment Principle 5 – Scale and/or Principle 6 – Sustainability.A project plan indicating how the [State Party name]will meet thePrinciple(s) is at section 2 Justification.

Drafting Note: For the intended exemption category, explain the ongoing (identified) community need, and provide an indication of the criticality of the requirement and impact on the community if the exemption is not approved.

The procurement of [insert service title] from [Service Provider] is important for the [State Party name] as it will [detail how the procurement will contribute to the achievement of community outcomes for the State Party].

In the event that this Request for Exemption is not approved, the following impacts are likely: [detail how the community will be adversely affected].

1.1Service Review

Drafting Note: Delete this ‘Service Review’ section if this exemption is for a new service.

A service review was undertaken on [date] the results of which are attached as Appendix [B].

1.2Term

The proposed Service Agreement/ Grant Arrangement term is [number]months/years.

Drafting Note:Delete the next sentence ifno extension options are available.

There will be [number] options to extend the term, available at the absolute discretion of the [State Party name], each option having a [number] month/year duration.

1.3Estimated Service Agreement Value

The estimated total Service Agreement value of the procurement over the proposed term of the Service Agreement (including all extension options) is $[value] (GST inclusive).

This value has been determined by [insert rationale for how this value has been determined].

Drafting Note:Choose one of the optionsbelow, or insert the applicable price method to be used.

A fixed price for all services required under the proposed Service Agreement will be sought, and the Service Agreement will be awarded at a fixed price.Or;

Prices for the services will be sought on a unit basis (e.g. number of hours). However a maximum Service Agreement value of $[value] (GST inclusive) will apply to the Service Agreement. The maximum Service Agreement value is based on [detail how the maximum value was determined].

Drafting Note:If the proposal is for a Grant Arrangement, replace 1.3 Estimated Service Agreement Value with the following section.

1.4Grant Arrangement Value

The Grant Arrangement value is $[value] (GST inclusive).

1.5Availability of Funding

The availability of appropriate funding has been confirmed by [State Party Agency Action Officer name], [title].

2.JUSTIFICATION

Drafting Note:In accordance with the Aboriginal Youth Services Investment Priorities and Principles Implementation Guidance (refer to Appendix A for an overview), provide a brief justificationas towhy an exemption is being sought from Investment Principle 5 and/or Principle 6 by addressing the points listed below.

Exemption is sought fromInvestment Principle 5 – Scale: A minimum contact value of $300,000 per annum for grants and service agreement arrangements with non-government service providers; and/or Investment Principle 6 – Sustainability: A minimum contract length of three years for service agreements with non-government service providers, as circumstances exist which support Investment Principle 5 and/or Investment Principle 6 not applying. The justification, including details of how the steps in the Implementation Guidance have been addressed,is outlined below.

  • Apply the Delivering Community Services in Partnership (DCSP) Policy, including the section on Nature of the Relationship (e.g. defining community outcomes, undertaking a community needs analysis and developing a strategic response strategy in partnership with the not-for-profit sector).

[insert justification]

  • Identify mechanisms to engage with individuals, families and communities in the planning, design and delivery of programs or services.

[insert justification]

  • Engage with other agencies, local government and non-government service providers to understand existing service delivery to targeted cohorts and in specific locations. Regional Human Services Managers Forums should be used as a starting point.

[insert justification]

  • Seek to combine (both within and between agencies) programs and services funded or purchased in a specific geographical location and/or for a specific cohort of young people.

[insert justification]

  • Foster a diversified mix of service providers (including a role for smaller locally based and/or Aboriginal controlled organisations) by supporting approaches involving consortia and/or sub-contracting arrangements.

[insert justification]

  • Consider the level of resourcing for measurement, evaluation and coordination.

[insert justification]

A Project Plan detailing how the [State Party name] intends to meet Investment Principle 5 and/or 6and addressing the InvestmentPriorities and Principles (IPPs)and Implementation Guidance follows.

PROJECT PLAN
Purpose 1:Define the Community Outcome
Activity 1a:Undertake Community Needs Analysis
How: [insert tasks involved in undertaking this activity]
Activity 1b:Develop a strategic response in partnership with the Not-for-profit sector
How: [insert tasks involved in undertaking this activity]
Timeframe: [insert key dates, for example, February to May 2016]
Purpose 2:Planning, design and delivery of Aboriginal youth programs and services
Activity 2:Identify mechanisms to engage with the community in planning, design and delivery of Aboriginal youth programs and services.
How: [insert tasks involved in undertaking this activity]
Timeframe: [insert key dates, for example, March to May 2016]
Purpose 3:Research and understand existing service delivery to targeted cohorts in specific locations.
Activity 3:Engage with other government agencies, local government, Regional Human Services Managers Forums and Not-for-profitservice providers.
How:[insert tasks involved in undertaking this activity]
Timeframe: [insert key dates, for example, June to July 2016]
Purpose 4:Co-design/Combine Aboriginal youth programs and services.
Activity 4:Engage with stakeholders (both within and between agencies).
How:[insert tasks involved in undertaking this activity]
Timeframe: [insert key dates, for example, July 2016]
Purpose 5: Foster diversified mix of service providers (involving consortia and/or sub-contracting arrangements).
Activity 5:Engage with stakeholders (including smaller local and/or Aboriginal controlled organisations).
How:[insert tasks involved in undertaking this activity]
Timeframe: [insert key dates, for example, August to September 2016]
Purpose 6: To determine resources needed to achieve the project action plan activities.
Activity 6:Identify resources such as staffing, capital, communications, travel, external consultants etc needed to measure, evaluate and coordinate all activities.
How:[insert tasks involved in undertaking this activity]
Timeframe: [insert key dates, for example, October 312016]

3.RECOMMENDATION AND UNDERTAKING

It is recommended that the [Accountable Authority or Delegate Title] of [State Party name] approves this Request for Exemptionfrom the Aboriginal Youth Services Reforms Investment Principle 5 and/or Principle 6 for the provision of [title of services/ grant arrangement]. The [State Party name] will then be required to fulfil all obligations under State Supply Commissionpolicies and the DCSP Policy.

4.SUBMITTING OFFICER

Agency Action Officer
Name:
Title:
Comments:
Signature
______/ Date
____/____/______

APPENDIX A –Aboriginal Youth Services Investment Reforms Overview

The Aboriginal Youth Services Investment Reforms (the Reforms) were developed in May 2015 in response to the Aboriginal Youth Expenditure Review (AYER) 2013 findings. The aim of the Reforms is to drive improved outcomes for Aboriginal youth and increased effectiveness of government expenditure in all Aboriginal youth programs and services. State Government investment in Aboriginal youth services is prioritised in two areas, including:

  • participation and engagement programs and services that build resilience in Aboriginal youth by developing the skills they need to complete school and gain meaningful employments; and
  • targeted programs and services that provide support to engage in education, training, employment, and are responsive and tailored to address individual complex needs of Aboriginal youth who are at risk or demonstrate at-risk behaviours (caused by substance abuse, criminal behaviour and/or mental health issues).

All State Government funded programs and services targeted[1] at Aboriginal youth[2] delivered either directly by State agencies or by non-government service providers must be developed and applied in a manner consistent with the principles of the Delivering Community Services in Partnership Policy and should demonstrate the Reforms’ Investment Principles listed below.

Investment Principles

  1. Partnerships – Local collaboration, including engagement with the Aboriginal community, local government, non-government service providers, individuals and their families.
  2. Design – Clear articulation of the target population and how the service will be made attractive and accessible to that population.
  3. Measurement – Build-in performance management (appropriate to program value) that includes a clear definition of outcomes and regular reporting of progress towards those outcomes.
  4. Linkages – Defined approaches to address underlying issues that affect young people at risk such as family dysfunction, substance abuse and mental health.
  5. Scale – A minimum contract value of $300,000 per annum for grants and service agreement arrangements with non-government service providers.
  6. Sustainability – A minimum contract length of three years for service agreements with non-government service providers.

Implementation Guidance

Effective 1 July 2015, the Reforms are to be implemented through the application of above mentioned Investment Priorities and Principles (IPPs). The IPPs include Implementation Guidance in relation to applying the priorities and principles to new and existing arrangements. Government agencies must consider and address the Implementation Guidance when applying for an exemption.

A Government agency may approve an exemption from Investment Principles 5 and 6 only, if circumstances exist that support these principles not applying, and the justification including details of how the steps in the Implementation Guidance have been pursued, has been considered by the CSPRC. Note that the CSPRC will not consider requests for exemption that are retrospective.

Government agencies should ensure consistency with the IPPs prior to:

  • Seeking funding for new Aboriginal youth programs and services;
  • Contracting or re-contracting of Aboriginal youth programs and services; and
  • Granting or re-granting funds for Aboriginal youth programs and services.

COMMUNITY SERVICES REQUEST FOR EXEMPTION FROM ABORIGINAL YOUTH SERVICES PRINCIPLES

Document Version: 1 / Version Date: November 2015 / Page 1 of 9

[1] Where at least 50% of clients are Aboriginal People

[2] Typically defined as a cohort between 8 and 24 years of age.