Issue - meetings

Report CS16017

Report CS16017 provided a summary of the process for tendering three learning disability supported living schemes with details of the tendering and evaluation outcome provided in a linked Part 2 report. The schemes related to supported living services for eleven people with significant disabilities living in three properties. The services would also be required for future service users to prevent a move to expensive residential care. In commissioning, an emphasis was placed upon the continued safety and wellbeing of vulnerable service users whilst achieving efficiency savings.

Executive agreed on 15^th July 2015 that the procurement procedure should be commenced with the schemes grouped for tendering in order to drive the best possible quality/pricing. Potential providers were required to implement innovation into future service development/delivery so providing improved outcomes for those living in the properties and efficiencies for the Council.

A two-stage open tender procedure was used. Following evaluation of the Pre-Qualification Questionnaire, eight suppliers were shortlisted to proceed to the second ‘service specific’ stage of the process, this being evaluated on the basis of award criteria questions and pricing schedules from the suppliers. The tender submissions were evaluated on a 40% finance/ 60% quality split, as agreed by Executive on 15^th July 2015.

Members confirmed that they had no questions to ask or points to discuss on the linked Part 2 report. As such, it was agreed to take the decision on award of contract under Part 1 proceedings for the meeting.

Accordingly, Members RESOLVED that:

(1)  the summary of the tendering process be noted;

(2)  the Contract for provision of Supported Living Services at three properties be awarded to Southside commencing on 25^th April 2016 until 24^th April 2019, with the potential to extend for a further period of up to two years; and

(3)  authority to extend the Contract for a period of up to two years be delegated to the Chief Executive in consultation with the Portfolio Holder for Care Services.

Report CS16017

The Committee considered the Contract Award for Supported Living Services – Scheme 1 (3 Properties) – Summary Report which outlined the process for the tendering of three learning disability supported living schemes.

At its meeting on 15^th July 2015, the Council’s Executive considered a Gateway Report on the provision of supported living services for eleven people with significant disabilities living in three properties, and projecting the need for these services to be maintained for future service users in order to reduce residential care placements.  The report detailed the proposed commissioning strategy for the tendering of these services which placed an emphasis on ensuring the continued safety and wellbeing of vulnerable service users whilst achieving efficiency savings.  The Council’s Executive agreed that the schemes be grouped for tendering in order to drive best quality and pricing and that commencement of the procurement procedure be approved to enable award of contract in accordance with the Local Authority’s financial and contractual arrangements. 

The tender process was undertaken using ProContract, the Local Authority’s electronic tendering system.  As it was considered that there would be significant interest in providing this service, a two stage open tender procedure was used.  A total of 106 suppliers expressed an interest in providing the service, of which 19 suppliers submitted compliant bids.  Following evaluation of the Pre-Qualification Questionnaire, eight suppliers were shortlisted to go through to the second ‘service specific’ stage of the tender process.  The second stage of the tender process was evaluated on the basis of Award Criteria questions in accordance with the Public Contracts Regulations 2015 and the suppliers’ submitted pricing schedules and were evaluated by a Panel of Officers on a split between finance (40%) and quality (60%).  Interviews were also held with suppliers to clarify any issues identified in the tender submissions, which included representation from a service user.

RESOLVED that:

1)  Member’s comments be noted; and,

2)  The Council’s Executive be recommended to note the Contract Award for Supporting Living Services – Scheme 1 (3 Properties) – Summary Report when considering the award of the tender.