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Health and Disability Assessment Services Framework Instructions to Bidders and Tendering Procedures January 2012


HEALTH AND DISABILITY ASSESSMENT FRAMEWORK - INSTRUCTIONS TO BIDDERS AND TENDERING PROCEDURES

Instructions to Bidders and Tendering Procedures 1.

About These Instructions

1.1. These instructions are designed to ensure that all tenders are given equal and fair consideration. It is important, therefore, that you provide all the information asked for in the format and order specified. 1.2. Please note that, unless otherwise indicated, references to the "Authority" or to “DWP” throughout these documents mean The Secretary of State for Work and Pensions acting through his/her representatives in the Department for Work and Pensions and references to “Supplier” mean any person or organisation responding or, where the context requires, potentially responding to this ItT 2.

Timetable and Administration Arrangements

2.1 ItT available for download

23/01/12

Supplier Briefing Event

31/01/12

Supplier Q&A Opens

31/01/12

Return of Annex 2 of the Invitation to Tender letter regarding proposed changes to draft Framework and Call-Off Terms and Conditions

10/02/12

Final submission of Supplier Q&A

21/02/12

Return of Annex 1 of the Invitation to Tender letter regarding bidding intentions.

24/02/12

Final issue of Q&A log

24/02/12

Issue revised draft Framework and Call-Off Terms and Conditions if appropriate

27/02/12

Final Date for Receipt of Tenders

Noon 05/03/12

Notify suppliers of results

16/04/12

Voluntary Standstill Period (Alcatel)

17/04/12 – 27/04/12

Framework Agreement Award

30/04/12

2.2

The Authority reserves the right to change the timetable at any stage of the procurement process.

3.

Briefing Session

3.1. A briefing session is to be held at: Department for Business Innovation and Skills Conference Centre, 1 Victoria Street, London. SW1H OET on 31 January 2012 at 10.30 am. This will allow us to provide you with more details about the requirement and

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will give you an opportunity to ask any questions you may have, or raise any issues that you feel are important.

3.2. Due to space limitations within the venue and to facilitate adherence to the timescales for this exercise, entry to the event is restricted to those organisations that have a genuine interest in taking part in this competition. In addition each organisation is asked to send no more than two representatives. In order that appropriate security arrangements can be made will you please advise the Commercial team via the following address: IA.FRAMEWORK@DWP.GSI.GOV.UK by no later than 27 January 2012 whether you intend to send representative(s) to this session and if yes, the names of those who will attend. 3.3. We will record all Questions and Answers from the event and will publish via BravoSolutions within five working days. 4.

Questions

4.1. Suppliers have the opportunity to raise questions about the ItT and request clarification about the requirement. All questions raised must be submitted in writing via the dwp.bravosolution.co.uk portal from 31 January 2012, and made no later than 21 February 2012.

4.2. If the Authority considers any question or request for clarification to be of relevance to Suppliers generally, both the question and the response will be made anonymous and circulated via the dwp.bravosolution.co.uk portal to all Suppliers. If you deem a question is specific to you then this should be indicated on the question accordingly for the Authority to consider. If the Authority intends to make a specific question into a generic one then it will inform you before sharing the question and response with all Suppliers which will provide you with an opportunity for the question to be withdrawn. 4.3. If you deem a question to be commercially confidential, then you should indicate that you believe that to be the case. The Authority will consider this and if in agreement, will exercise due discretion in handling the question and limiting the circulation of the answer(s) to your organisation. However DWP shall not be bound by any statement from you that certain information is commercially confidential. 4.4. All other questions and answers considered by the Authority to be of material significance will also be made anonymous and circulated to all Suppliers. 4.5. Questions will be accepted between 31 January 2012 and 17:00 hours on 21 February 2012. The Authority will aim to respond to all questions by 24 February 2012. This should give you sufficient time to finalise bids before submission. 5.

Tender Clarification

5.1 We may need to clarify details of your tender. Where possible this will be undertaken by telephone or email, but if this is not possible, we will arrange to meet with you. Once we have examined your tender, we will contact you if we consider that such a meeting will be required. DWP may seek independent financial and market advice to validate information declared, or to assist in the evaluation. 6.

Conditions Applying to this Tender 6.1 The Framework is to be for a period of four years, unless terminated by the Authority in accordance with the terms of the Framework Agreement.

7

Draft Framework Agreement and Call-Off Contract Terms

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7.1

A draft Framework Agreement (including draft Call-Off Contract terms and conditions) is included in this ItT. DWP considers the draft Framework Agreement to be fair and appropriate for the Services requirement and, subject to what is explained below, intends that this will be the form of Framework Agreement that successful Suppliers will enter into with DWP. Suppliers are thus not permitted to tender their own terms and conditions, whether standard or otherwise, but may comment on the Authorities terms and conditions as detailed below.

7.2 Given that this is the case, Suppliers are given an opportunity to comment on the draft Framework Agreement prior to submitting their tenders (whether such comments are intended to seek clarity or to seek amendment). Suppliers must do so by 10 February 2012 following the procedure detailed in Annex 2 of the Invitation to Tender letter as issued by DWP on 23 January 2012. 7.3

DWP will consider all such comments submitted and, if appropriate, a revised form of Framework Agreement will be issued on the BravoSolution system no later than 27 February 2012. The revised Framework Agreement will reflect such matters as general requirements for a specific amendment, amendments with general application and comments where an ambiguity or error has been highlighted.

7.4

Given the requirement to treat all Suppliers fairly and equally, whilst comments that have been flagged as being commercially sensitive and/or confidential may not (subject to paragraphs 17.1(iii) and 19 – Freedom of Information Act) be released to all Suppliers, any resulting changes to the drafting of the Framework Agreement will be released to all Suppliers.

7.5

DWP reserves the right, at its entire discretion, to accept or reject any amendments proposed by Suppliers. DWP also reserves the right itself to clarify and/or amend the terms of the draft Framework Agreement prior to submission of tenders. 8.

8.1

Incomplete Tender

Tenders may be rejected if the complete information called for is not given at the time of tendering

. 9.

Submission of Tenders

9.1

DWP will be administering the Framework procurement process electronically via the dwp.bravosolution.co.uk portal.

9.2

The benefits to Framework Suppliers include: • Access 24 hours a day, 7 days a week and 365 days a year anywhere in the world via the internet; • Eliminates postal, printing and storage costs; • Structured process and online questionnaires help you achieve compliant responses; • Electronic approach means a faster process with less time spent on administration.

9.3

Support available to help you to understand and use the system includes: • Toll-free helpdesk, available Mon-Fri 8am to 6pm (UK time in English language only); • Help guides.

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9.4

Supplier organisations must ensure that their BravoSolution registration directly relates to the Organisation that submits the Framework tender.

9.5

This means that Organisations intending to submit a Framework tender, in their own right, to the Authority, would register their organisation on the BravoSolution system. Where a consortium/SPV is formed to submit a Framework tender, this must only be submitted by the name of the organisation chosen as the “Lead” Organisation for that consortium/SPV.

9.6

Where there is a change of organisation chosen to “lead” a Consortium/SPV PRIOR to bid submission, the new lead organisation must register on Bravo and the previous lead organisation should immediately “decline” their option to submit a Framework tender.

9.7

Please note that BravoSolution is the eSourcing managed service provider for the DWP portal; should you have any queries, please contact BravoSolution’s dedicated supplier helpdesk by calling 0800 011 2470 or emailing: help@bravosolution.co.uk.

9.8

The Tender comprising the information set out in the Tender and Supplier Information form must be submitted via the BravoSolution e-tendering portal no later than the closing deadline of Noon on 5 March 2012.

9.9

Please allow sufficient time to submit your forms, as it will not be possible for you to upload any further information after this time. IT problems within your own system will not be considered reasonable grounds for late submission.

9.10 Responses must not exceed the pre-set margins and space allocation. Any response in excess of these allocations will be ignored. The page limits are provided in the Tender and Supplier Information form, Part 5, the Tender Proposal. 9.11 You can use the space allocation provided however you wish to ensure that you provide a clear response. Therefore, bullets, tables, graphs and charts in support of your responses are all permitted. Responses must be presented using Arial font size 12, the only exception permitted is where this is not practicable for illustrative graphs or charts, which should be presented within the allocated page limit for the question they are relevant to and must not be embedded separately as this information will be disregarded. 9.12 Tenders must be completed using Microsoft Word (a version which is compatible with Word 97), in English, black typeface and in Arial font size 12 and Excel documents must be completed in a version compatible with Excel 2002. Files submitted in Microsoft Project format will not be accepted. All acronyms and abbreviations, if used, must be fully explained. 9.13 The Tender and Supplier Information Form has been specifically designed to be compatible with DWP e-tendering and e-evaluation requirements and must not, under any circumstance, be altered. 9.14 The Tender and Supplier Information Form has been individually labelled for each Lot but requires you to insert your name where requested. You are required to submit a separate Tender and Supplier Information Form for each Lot in which you wish to submit a bid. These labels are also part of DWP e-tendering and e-evaluation requirements and must not be altered. In addition, the other tender document file names must not be altered under any circumstance. 9.15 You should answer all questions using the templates provided, presenting them in the same sequence and using the same references. Please ensure all answers are self

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contained with no cross-referencing. When assessing and scoring Tenders evaluators will only consider the response given at each question, i.e. if information is provided in another part of the Tender Form it will be disregarded, for the purposes of evaluating and scoring responses to the specific part/question. 9.16 You are required to upload your last 2 years audited accounts at the same time as you upload Tender and Supplier Information Form(s). Any documents which have related financial information should be submitted in GBP. BravoSolution instructions will clearly identify where you should upload these documents. You should use the following naming convention for each set of accounts; (Your Organisation Name)_Finance_(Account dates) for example ABCLtd_Finance_2009-2010 and ABCLtd_Finance_2010-2011 9.17. The information or text contained within this ItT (including its Annexes) and your response, any variation of them and any formal interchange of correspondence or information, may be incorporated, whether by reference or otherwise, into any subsequent agreement that DWP may enter into for inclusion on the Framework Agreement as contemplated by this ItT. 9.18. Only information provided as a direct response to the ItT will be evaluated. Information that forms part of general company literature or promotional brochures will not form part of the evaluation process and should not be submitted. 10

Acceptance and Return of Tenders

10.1 By issuing this invitation the Authority is not bound in any way and does not have to accept any tender. 10.2 The Tender comprising the information set out in Tender and Supplier Information form must be completed and uploaded in its entirety (including financial information) to the Bravosolution e procurement system by the deadline indicated above. 10.3 Tenders will be unopened until the deadline for receipt has passed. All Tenders will then be formally opened and logged in accordance with DWP procurement procedures. The Tenders will undergo an initial compliance check to ensure that all information requested has been received. 10.4 The qualitative information contained within the Tender and Supplier Information Form will subsequently undergo detailed compliance checking to ensure that the information provided is in the format and order specified within these instructions. Failure to comply with any of the instructions given above will be considered to present a compliance issue and will be dealt with as follows: •

Minor compliance issue, e.g. Supplier forgets to sign the declaration, a second chance would be given to provide the signature; Supplier exceeds the allocated page limit any additional information would be disregarded for evaluation purposes.

•

Major compliance issues, i.e. action could be perceived to have given the Supplier a material advantage over other Suppliers e.g. alters formatting of the Questionnaire to create additional space; alters instructions regarding page number allocation, consistently exceeds page limits. Any of these may result in a Supplier being immediately eliminated from the competition.

10.5 Your Tender may be rejected if instructions are not complied with, if any of the documents in this ItT pack are altered (except so far as is necessary to add your tender

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response in accordance with these instructions) or if all of the required information is not submitted by the stated deadline. 11 Period for which Tenders shall Remain Valid 11.1 Tenders shall remain valid and capable of acceptance for six months from the closing date for receipt of tenders. 12 Amendments to the Tender Documents by the Authority 12.1 The Authority reserves the right to vary the tender process and/or amend the enclosed tender documents (including this Instruction to Bidders document) at any time prior to the deadline for receipt of tenders. Any such amendment will be numbered, dated and issued by the Authority via the BravoSolution e-procurement system. Where amendments are significant, the Authority may at its discretion extend the deadline for receipt of tenders. 12.2 The Authority reserves the right to discontinue this tendering process at any time and not to award a Framework Agreement. 13

Inducements

13.1 Offering an inducement of any kind in relation to obtaining this or any contract with the Authority will disqualify your tender from being considered and may constitute a criminal offence. Also, Suppliers must not try to obtain any information about anyone else's Tenders before the completion of this competition, or make any arrangements with anyone else about how or whether they should participate. Subject to any discussions which a Supplier may need to have with other organisations with whom it intends to submit a joint bid on a consortium or similar basis, any breach of requirements in this paragraph will result in exclusion from the competition. 13.2 Direct or indirect canvassing of any Ministers, public sector employee or agent by any Supplier concerning this requirement, or any attempt to procure information (other than under the formal process provided for in this ItT) from any Ministers, public sector employee or agent concerning this Framework ItT may result in the disqualification of the Supplier from consideration for this requirement. 14

Conflicts of Interest

14.1 DWP requires all actual or potential conflicts of interest (including in particular those arising where a consortium or supply chain member put forward by one Supplier is the same firm or company or is a member of the same group of companies as that put forward by another Supplier or is working for the DWP on this or similar schemes) to be resolved to the DWP’s satisfaction prior to the delivery of tenders in response to this ItT. Failure to declare such conflicts and/or failure to address such conflicts to the reasonable satisfaction of DWP could result in a Supplier being disqualified. 15

Costs and Expenses

15.1 Suppliers will not be entitled to claim from DWP any costs or expenses which a Supplier may incur in preparing and/or submitting its Tender or in otherwise participating in this tender process at any stage of this procurement exercise. 15.2 This applies whether or not the Supplier or any other organisation is successful. It also applies to any additional cost a Supplier may incur if DWP modifies or amends its requirements or if DWP cancels this procurement exercise for whatever reason.

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16

Feedback

16.1 Notwithstanding the fact that this procurement is for Part B Services, following evaluation of tenders and prior to Framework award, the Authority proposes to operate a voluntary 10 day standstill period. In addition, following the award of an Agreement, feedback will be provided on request. 17

Confidentiality

17.1 All information supplied by the Authority to you must be treated in confidence and not disclosed to third parties except insofar as this is necessary to obtain sureties, quotations or legal, financial, technical or insurance advice for the purposes of submitting the tender. All information supplied by you to the Authority will similarly be treated in confidence except: i) for the disclosure of such information with regard to the outcome of the procurement process as may be required to be published in the Official Journal of the European Union in accordance with EU Directives or elsewhere in accordance with the requirements of UK government policy on the disclosure of information relating to government contracts; ii) that as part of the feedback process we will inform any eliminated Supplier, who has made an admissible tender, of the characteristics and relative advantages of the successful tender(s), as well as, where appropriate, the qualitative evaluation score(s) achieved by and name(s) of the successful Supplier(s); iii) in pursuance of the Authority’s obligations under the Freedom of Information Act 2000. iv) that references may be sought from banks, existing or past clients, or other referees submitted by a Supplier. 18

Transparency

18.1 Please note that the Government has set out the need for greater transparency across its operations to enable the public to hold public bodies and politicians to account. This includes commitments relating to public expenditure, intended to help achieve better value for money. DWP in this case is obliged to publish Invitation to Tender documents for contracts with a value over £10,000. In addition, organisations looking to bid for public sector contracts should be aware that if they are awarded a new contract with a value of over £10,000, the resulting contract with DWP will be published. In circumstances where it can be justified, redactions will be made to contracts before they are published in order to comply with existing law and for the protection of national security. 19

Freedom of Information Act

19.1 The Authority is committed to open government and to meeting its legal responsibilities under the Freedom of Information Act 2000. Accordingly, all submitted to the Authority may need to be disclosed by the Authority in response to a request under the Act. The Authority may also decide to include certain information in the publication scheme which we maintain under the Act. 19.2 If you consider that any of the information included in your tender is commercially sensitive, please identify it and explain (in broad terms) what harm may result from disclosure if a request is received, and the time period applicable to that sensitivity.

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19.3 You should be aware that even where you have indicated that information is commercially sensitive, the Authority may be required to disclose it under the Act if a request is received. Please also note that the receipt of any material marked ‘confidential’ or equivalent by the Authority should not be taken to mean that the Authority accepts any duty of confidence by virtue of that marking. If a request is received, the Authority may also be required to disclose details of unsuccessful tenders. 20 Complaints 20.1 The Authority has published a commercial complaints process for use during competitive procurement exercises. The documents listed below can be viewed at: http://www.dwp.gov.uk/supplying-dwp/purchasing-in-dwp/dwp-commercialcomplaints/ • • •

The DWP Commercial Complaints Process Information to accompany a commercial complaint DWP Commercial Code of Practice – Competitive Tendering

21

Accuracy of the ItT Information and Liability of the DWP and its Advisers

21.1

The ItT information has been prepared by the DWP in good faith but does not purport to be comprehensive or to have been independently verified. Suppliers should not rely on the detailed information contained in the ItT and should carry out their own due diligence checks and verify the accuracy of the detailed information contained in the ItT. Nothing in this ItT is, or should be construed as, a promise or representation as to the future.

21.2

Suppliers considering entering into a Framework Agreement with the DWP should make their own enquiries and investigations of the DWP’s requirements beforehand. The subject matter of this ItT shall only have binding effect when it is contained in the express terms of an executed Framework Agreement.

21.3

None of the Contracting Authorities (which expression includes for the avoidance of doubt the DWP) , the Contracting Authorities' directors, officers, employees, agents or advisers make any representation or warranty as to, or (save in the case of fraudulent misrepresentation) accept any liability or responsibility in relation to, the adequacy, accuracy, reasonableness or completeness of the ItT information or any part of it (including but not limited to loss or damage arising as a result of reliance by the Supplier on the ItT information or any part of it).

22

Intellectual Property

22.1

The copyright in this ItT is vested in DWP and may not be reproduced, copied or stored in any medium without the prior written consent of the DWP except in relation to the preparation of a tender. All documentation supplied by the DWP in relation to this ItT is and shall remain the property of the DWP and must be returned on demand, without any copies being retained.

23

Publicity

23.1

Suppliers and any consortium or supply chain member shall not undertake (or permit to be undertaken) at any time, whether at this stage or after financial close, any publicity

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activity with any section of the media in relation to this procurement process or any Framework award under it other than with the prior written agreement of the DWP. Such agreement shall extend to the content of any publicity. In this paragraph the word "media" includes (but without limitation) radio, television, newspapers, trade and specialist press, the internet and email accessible by the public at large and the representatives of such media. 24

Parent Company Guarantee

24.1

Suppliers that are successful in securing a place on the Framework will be required to provide a Parent Company Guarantee (PGC) should they subsequently be awarded any contracts let through the Framework. If the parent company is a charity, DWP would need to understand whether there is anything in the provisions of the charity's constitution that prevents them from being able to offer a PCG. In these circumstances DWP may require an alternative guarantor. Performance bonds, deposits, subcontractor warranties or other forms of appropriate security may be required in appropriate circumstances.

25

Evaluation Methodology - Introduction

25.1

Evaluation of tenders by DWP for inclusion on the Framework Agreement will consist of the following elements; • • • • •

Tendering requirements compliance check Supplier Eligibility Qualitative Evaluation (comprising initial Pass/Fail Criteria and Scored Criteria) Financial Evaluation Allocation of places on Lots

These elements are explained in more detail in paragraphs 26 to 31.2 below 25.2

Overall criterion: DWP will award places on the Framework Agreement (in respect of the relevant Lot) to Suppliers who best demonstrate the capacity and capability to deliver good quality, efficient and effective Health and Disability Assessment Services to the Contracting Authorities by reference to the detailed criteria set out in this ITT.

25.3

Suppliers who currently undertake, or have previously undertaken, work for DWP should note that they will be evaluated purely on their response to this ItT. DWP’s prior knowledge or experience of organisations will not form part of the evaluation.

26

Tendering Requirements Compliance Check

26.1

The Authority will undertake a check of each Tender for compliance with the requirements of this ItT. See paragraphs 10.3 – 10.5 above.

27

Eligibility

27.1

In Part 5, Sections 1 and 2, the Authority will undertake an appraisal of your organisation to satisfy itself that you are fundamentally eligible to tender. In this regard, the Tender and Supplier Information Form, contains questions relating to mandatory and discretionary grounds for exclusion of tenderers on the grounds of eligibility. •

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An answer of ‘Yes’ to any of these mandatory question will effectively constitute elimination from the competition.

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28

If you cannot answer ‘No’ to every question it is possible that your tender may be eliminated from the competition. Qualitative Evaluation

28.1

Initial Pass/Fail Criteria The Qualitative Evaluation will initially test Suppliers’ commitment and ability to meet the Authority’s requirements in important areas on a Pass/Fail basis. The requirements in these areas are detailed in the Specification for the Provision of Framework for Health and Disability Assessment Services and summarised in the table set out in para 31.1 below. DWP reserves the right to reject any Tender that receives a Fail in any of these areas.

28.2

Scored Criteria

28.1

Suppliers’ responses to Part 5, Sections 10 to 13 of the Tender and Supplier Information Form will then be scored against the criteria set out in the table set out in paragraph 31.2 below , using the scoring scale set out in paragraph 29 below and the weightings set out in paragraph 30 below.

28.2

Suppliers should note that the evaluation of Part 5, Sections 10 to 13 of the Tender and Supplier Information Form incorporates a minimum threshold requirement. DWP reserves the right to reject any Tender that fails to score more than 50% of the total available score for the scored element of the Qualitative Evaluation, i.e. a score of 28.

28.3

Suppliers should also note that any sub criteria question, i.e. 10.1, 10.2, etc. scoring ‘0’ may be eliminated from the competition.

29

Marking System/Scoring Methodology Bidders responses will be scored on the scale outlined below;

Score 0

Evidence provided fails to satisfy the stated requirement.

1

Evidence provided does not satisfy significant parts of the requirement.

2

Evidence provided satisfies most of the requirements with minor gaps in coverage or detail.

3

Thorough and detailed evidence provided which fully satisfies the requirements.

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30

Weighting A weighting will be applied to questions within each criterion for 10 to 13. These are set out below.

Part 5 Sections

Tender Questions (Key Criteria)

No of Questions (Sub Criteria)

Total Available Score Per Section

Weighting

1 -9

Qualification Criteria (1 to 9) Delivery Capability (10.1 to 10.5) Implementation (11.1 to 11.3) Stakeholder Management (12.1) Contract Performance (13.1)

9

Pass/Fail

N/A

5

15

X2

30 (52.6%)

3

9

X2

1

3

X 1.5

18 (31.6%) 4.5 (7.9%)

1

3

X 1.5

19

30

10 11 12 13 Total

Overall Total (and % of total response) Pass/Fail

4.5 (7.9%) 57 (100%)

31

Qualitative Evaluation Tables

31.1

Initial Pass/Fail Criteria (Part 5, Sections 1 to 9) This is the table referred to in paragraph 28.1 above:

Part 5

Mandatory Questions

Evaluation Criteria

Section 1 Grounds for Mandatory Rejection (para 27 above) Section 2 Grounds for Discretionary Rejection (para 27 above) Section 3 Commitment to adhere to Equal Opportunities meet Equal Opportunity requirements.

Pass/Fail

Pass/Fail

Section 4 Health and Safety

Commitment to adhere to meet Health and Safety requirements.

Suppliers are expected to fully comply with the requirements as specified. Suppliers are expected to fully comply with the requirements.

Section 5

Commitment to adhere to

Suppliers are expected to

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Pass/Fail

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Part 5

Mandatory Questions

Evaluation Criteria

Fraud Prevention

the DWP four principles of fraud prevention.

Section 6 Supplier Charter

Commitment to adhere to the Supplier Charter.

Section 7 Sustainable Development (SD)

Commitment to adhere to DWP requirements.

Section 8 Business Continuity

Commitment to adhere to DWP requirements.

fully comply with the Departments standards/requirements. Suppliers are expected to fully comply with the Departments standards/requirements. Suppliers are expected to fully comply with the Departments standards/requirements. Suppliers are expected to fully comply with the requirements.

Section 9 Human Resources and TUPE

Commitment to adhere to TUPE regulations and Cabinet Office “A Fair Deal for Staff Pensions” ability to meet these requirements and further assurance that policies and processes are in place within the supplier’s organisation and their supply chain(s) to maintain a committed and motivated workforce.

31.2

Suppliers are expected to fully comply with the legal requirement.

Scoring

Pass/Fail

Pass/Fail

Pass/Fail

Pass/Fail

Scored Criteria (Part 5, Sections 10 – 13)

Key Criteria Part 5, Sections 10-13 Section 10 Delivery Capability 10.1

Sub Criteria Questions Please describe in detail how you would recruit and retain suitably qualified health professionals from a range of disciplines, to ensure delivery of an effective Health and Disability Assessment service across the full Framework Lot.

Evaluation Criteria The response should provide a detailed description of the processes to be used for the recruitment and retention of suitably qualified health professionals from a range of disciplines including assessment of their competence. The response should demonstrate analysis of requirements and provide assurances of the ability to deliver Health and Disability

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10.2

Please describe in detail how you would provide training and quality assurance of suitably qualified health professionals from a range of disciplines to ensure high quality and consistent standards of delivery.

Assessment services. It will clearly demonstrate the ability to meet potentially challenging deadlines. The response should demonstrate your strategy for local delivery utilising existing or developing new infrastructures. The response should clearly describe the approach to training and continuing professional development and demonstrate how it will ensure consistency in assessment recommendations.

X2

The response should also include how monitoring of ongoing quality will be addressed and compliance with relevant professional standards.

10.3

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Please describe in detail the challenges you see in delivering a range of health and disability related assessments. Please also describe your strategy for how you would overcome these challenges to deliver Health and Disability Assessments. Please give an example of successful deployment of a large scale professional service for similar or equivalent services.

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The response should demonstrate your strategy for local delivery utilising existing or developing new infrastructures. The response should describe your understanding of the challenges of undertaking assessments to specified guidelines, legislative constraints and standards using different types of health professionals. The example should demonstrate experience and capability of successfully deploying large scale

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10.4

10.5

Section 11 Implementation 11.1

11.2

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Please describe in detail how you would source sufficient, appropriate and accessible premises for conducting Health and Disability Assessments across the full Framework Lot.

Please describe in detail how you would adapt your service delivery to meet the needs of sick and disabled people.

Sub Criteria Questions Describe your processes for implementing service contracts to be let under this Framework.

Please provide an example of successfully setting up and mobilising a service contract across

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professional resources capable of dealing with high volume customer services The response should describe an effective, scalable estates strategy and should demonstrate how the service will ensure full geographical coverage across the full Framework Lot and parity of access throughout the period of the contract. The response should evidence an understanding of the needs of sick and disabled people, how services need to be tailored to meet these needs and how feedback will be addressed. The response should demonstrate your strategy for local delivery utilising existing or developing new infrastructures. Evaluation Criteria The response should include a clear description of the processes to be used to ensure successful implementation of service contracts let under this Framework. The response should demonstrate your strategy for local delivery utilising existing or developing new infrastructures. The response should demonstrate experience of successfully

X2

X2

Weighting

X2

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11.3

Section 12 Stakeholder Management 12.1

Section13 Contract Performance 13.1

diverse geographical areas and to challenging timescales, and how you would bring this experience to bear under the Framework.

implementing services across diverse geographical areas to challenging timescales.

Please describe how you would manage change for services to be let under this Framework.

The response should clearly describe how changes to the service will be handled as part of continuous improvement and in response to evolving requirements.

Sub Criteria Questions Please describe in detail your strategies and processes for ensuring effective engagement of appropriate stakeholders.

Evaluation Criteria

Tender Questions Please detail the processes you would use to manage, monitor and evaluate the delivery performance of all potential Call-Off contracts to ensure that the whole provision is of a consistently high standard and quality.

The response should evidence proposed strategies for identifying and engaging stakeholders. This should include those key to delivery of potential services as well as disability groups, those with challenging views, the media and also parliamentary interest. Evaluation Criteria The response should clearly describe the quality assurance systems and processes to be used, including the setting and monitoring of quality standards and improving quality of service delivery to ensure consistency of outputs and outcomes in relation to services delivered especially the assessments they undertake. The response should clearly describe planning for data gathering to support

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X2

Weighting

X 1.5

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HEALTH AND DISABILITY ASSESSMENT FRAMEWORK - INSTRUCTIONS TO BIDDERS AND TENDERING PROCEDURES

quality assurance and service performance, and also in relation to the above, utilising IT to support service delivery and experience of this. The response should demonstrate your strategy for local delivery utilising existing or developing new infrastructures. Total

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100%

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32

Financial Evaluation Criteria for the Framework Agreement

32.1

This document outlines the process and scoring methodology for the financial evaluation of Suppliers. The aim of the evaluation is to ensure as far as possible that the Suppliers who proceed have sufficient resources to successfully deliver the Services with a minimal risk of failure. The assessment will consist of the assessment of accounts and other financial and organisational data that the Supplier makes available to the Authority. SPV’s (Special Purpose Vehicles) will be assessed using the same approach as other companies, except each member of the SPV will have their contribution to the key metrics apportioned based on their equity holding in the SPV (or proposed equity holding if the SPV has not yet been formed). Suppliers should note that price is not being evaluated at this stage. It will however be an evaluation criterion in the mini competition call-off contract stage.

32.2

The analysis of the accounts will consider the size of the business, its age and which sector of industry it is trading in, as well as focusing on appropriate ratio analysis and organisational growth.The financial appraisals will be conducted by suitably qualified and experienced staff to ensure an accurate, consistent and professional approach.

32.3

Individual Supplier responses will be assessed on the following three areas:

• • •

Organisational Stability, and Growth Management, and Financial Stability

32.4

If the Growth Management assessment, produces a RAG rating of RED or the organisation has a negative balance sheet, further investigation and clarification will be required by the Authority to more fully understand the issues causing the red rating. As part of such investigation and clarification the Authority may require the Supplier to provide supplementary information relating to the matters specified. If, following such clarification the Authority is satisfied that there are clear and robust mitigating circumstances which provide satisfactory assurance that there is minimal risk of contract failure as demonstrated by the clarification and/or supplementary information provided, the Authority reserves the right not to eliminate the Supplier from the procurement process, and to amend the RAG rating from RED to AMBER. If you identify that your organisation will be rated RED, but believe there to be mitigating circumstances, then you should submit an explanation and supporting evidence of the mitigating circumstances with your annual accounts.

32.5

Suppliers will be awarded a rating of either AMBER or GREEN for financial stability and cannot be awarded a RED rating. Please see Annex 3 for more detail.

32.6

For a Supplier who achieves an AMBER rating for any criteria, it may be necessary for a Supplier to supply additional supporting evidence as required so that the Authority can be assured that there is minimal risk of contract failure. An AMBER rating does not eliminate a Supplier from the procurement process.

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33

Organisational Stability

33.1

This section focuses on the overall stability of the Supplier based on set criteria. Using the data supplied in the financial statements, an assessment will be completed to determine the stability of the Supplier. If the organisation has a negative balance sheet, further investigation and clarification will be undertaken by the Authority in accordance with paragraph 32.4 above. For all other criteria under this heading, if the assessment raises major concerns about the Supplier (please see the qualification table at Annex 1 for more information) this will result in the Supplier being given a RED rating which will result in elimination from the process.

33.2

Suppliers who do not fall into the above rating category will receive a GREEN rating. There is no AMBER rating for this category.

34 34.1

Growth Management This section provides an initial assessment of a Supplier’s ability to manage contracts let through the Framework. The analysis will be used to identify how the Supplier is likely to achieve the following:

• •

Financial Strength - can the Supplier cope financially with the size of contracts or asset requirement, and Capacity - does the Supplier have the resource to carry out the work.

34.2

The minimum turnover requirement the authority has set for each Lot to pass this element of the evaluation is set out in Annex 2. Organisational / group / SPV structures will be taken into account where appropriate, as part of this calculation. The Supplier’s turnover must be equal to or higher than the stipulated minimum annual turnover requirement. If the Supplier’s turnover is lower than the minimum annual turnover requirement, further investigation and clarification will be undertaken by the Authority in accordance with paragraph 32.4 above. Annex 2 sets out the requirements for each Lot.

34.3

For those Suppliers who are successful in securing a place on the Framework, the Authority reserves the right to subsequently consult with them regarding the potential to use, by agreement, a growth capacity model. This would be to explore financial and non financial elements to further measure growth potential at any time during the life of the Framework for the purposes of identifying and applying, if appropriate, limits to overall levels of business capable of being carried out [at any one time] by each Supplier. Such non financial elements may include, but not be limited to:

• Strategic Management; • • • •

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Supply Chain Management; Infrastructure; People and Skills; and Policies and Procedures.

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HEALTH AND DISABILITY ASSESSMENT FRAMEWORK - INSTRUCTIONS TO BIDDERS AND TENDERING PROCEDURES

35

Financial Stability

35.1

This section involves completing a ratio analysis of the financial information contained in the Suppliers’ financial statements and will inform the outcome of this part of the assessment.

35.2

Two ratios will be analysed: the Acid Test ratio (1) and the Debt ratio (2). Please see Annex 3 for details of the scoring and weighting criteria that will be attributed to this assessment.

35.3

Suppliers will be required to explain how they will fund the working capital requirements for contracts that they bid for in their financial proposals for individual procurements let from the Framework. Should an organisation be selected as the preferred bidder for any contract let from the Framework, DWP will require tangible evidence that the organisation has access to sufficient working capital before contract execution.

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HEALTH AND DISABILITY ASSESSMENT FRAMEWORK - INSTRUCTIONS TO BIDDERS AND TENDERING PROCEDURES

ANNEX 1 Elimination and Progression Criteria The following table shows the elimination/progression criteria for the assessment: Measure

Criteria

Action

Negative Balance Sheet ORGANISATIO N STABILITY

FINANCIAL STABILITY

The Supplier is Insolvent (actually or technically) or is in the process of being declared insolvent. The Supplier has been wound up or is in the process of being wound up. The Supplier is in administration or is in the process of being put into administration. Ratio Analysis AMBER = 3 to 7 points GREEN = 8 to 10 points (See Annex 3 for details)

The Supplier will exit the exercise, subject to paragraph 32.4 above. Elimination from the process Elimination from the process Elimination from the process Progression on the basis of paragraph ii) of Annex 3. Progression

RAG Rating Red Red Red Red

Amber

Green

GROWTH MANAGMENT

Growth Management - Under minimum annual turnover requirement (See Annex 2 for details) Growth Management - Under minimum annual turnover requirement, but with mitigating circumstances (See Annex 2 for details) Growth Management - Over minimum annual turnover requirement. (See Annex 2 for details)

The Supplier will exit the exercise, subject to paragraph 32.4 above. The Supplier has been rerated from Red to Amber in accordance with paragraph 32.4 above. Progression

Red

Amber

Green

ANNEX 2

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HEALTH AND DISABILITY ASSESSMENT FRAMEWORK - INSTRUCTIONS TO BIDDERS AND TENDERING PROCEDURES

Turnover Growth Methodology 1. The table below shows the scoring mechanism for Turnover Growth (section 34 refers). Criteria Turnover Growth

Score Supplier’s Annual Turnover < Minimum annual turnover requirement = Red (subject to paragraph 32.4 above) Supplier’s Annual Turnover > Minimum annual turnover requirement = Green

2. The table below shows the minimum annual turnover requirement for the Framework. Lot Number 1 2 3 4 5

Area Scotland, NE England, NW England & Isle of Man Wales, Central England London, Southern England Northern Ireland National (UK)

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Minimum Annual Turnover Requirement £12m £9m £8m £2m £65m

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HEALTH AND DISABILITY ASSESSMENT FRAMEWORK - INSTRUCTIONS TO BIDDERS AND TENDERING PROCEDURES

ANNEX 3 Financial Stability Scoring Methodology The financial tests performed during the evaluation process are as follows (section 35 refers): Criteria

Score >1.1 = 5

Acid Test Ratio (see iv) below)

>0.8 <1.1 = 3 <0.8 = 1 <0.5 = 5

Debt Ratio (see v) below)

>0.5 <1.0 = 3 >1.0 = 1

36

i)

All Suppliers will be given an Amber or Green risk rating based on this assessment. Both Green and Amber risk rated Suppliers will be deemed as having passed the analysis for the purposes of the evaluation of this element.

ii)

For those Suppliers achieving an Amber rating the Authority may seek further clarification and reassurance that any potential risks can be fully mitigated. As part of such investigation and clarification the Authority may require the Supplier to provide supplementary information relating to the matters specified.

iii)

Suppliers scoring between 2 and 6 marks in total are given an amber rating; Suppliers scoring above 6 marks in total are given a green rating.

iv)

Acid Test Ratio = (Current Assets â&#x20AC;&#x201C; Inventory) / Current Liabilities

v)

Debt Ratio = (Total Debt â&#x20AC;&#x201C; Pensions Liability) / Total Assets

Allocation of Places to Lots

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36.1

DWP will award between 3 to 8 places to the top ranking Suppliers on each of the 5 Lots.

36.2

Suppliers should note that DWP shall not be bound to award places on a Lot up to the maximum of eight, even though there are sufficient otherwise qualified Suppliers to enable it to do so. DWP reserves the right to award a number of places on a Lot that falls in the range 3-8. For example, if there are 7 Suppliers who are otherwise qualified for inclusion on a Lot, DWP shall be entitled to award places to 6 of them, for example, if it considers it appropriate to do so having regard to the following matters: •

the range of scores/ratings achieved by the Suppliers for each element and in total;

the degree of difference between Supplier’s scores, (for example, if a Supplier has only just exceeded minimum requirements and is trailing considerably behind the other Suppliers in terms of scores/ratings;

significant weaknesses in any area.

36.3

DWP reserves the right to appoint fewer than 3 Suppliers to a Lot if fewer than 3 Suppliers for that Lot pass the compliance, eligibility, Pass/Fail and minimum threshold tests.

36.3

Tie Breaker In the event that DWP decides to award the maximum of 8 places on a Lot and if there happens to be a joint score for eighth place then DWP would apply a tie breaker. Where a tie breaker is required, it will be applied to the scores of all suppliers with joint scores for the eighth place under the Scored Criteria element of the Qualitative Evaluation referred to above. Please note that the use of one tie breaker may not be sufficient to clearly identify the leader so a subsequent tie breaker will be used in the event that the first tie breaker does not produce a result which differentiates the Auppliers who have the same score.

36.4

The application of the tie-breaker will be as follows. If at any step this produces a clear result which differentiates the Suppliers who have the same score the process will be terminated. If a winner is identified at any step they will move on to the Framework. Step 1 10% of the total weighted score for question 10.1 of the response, Delivery Proposal, will be added to the final score. Step 2 If there is no clear winner identified following step one then 10.2 will be considered and 10% of the total weighted score for that question will be added to the final score.

37

Evaluation Award Criteria for Mini- Competitions For Call-Off Contracts under the Framework These are set out in Schedule 2 to the Framework Agreement .

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HEALTH AND DISABILITY ASSESSMENT SERVICES FRAMEWORK SPECIFICATION