City of Lincoln Council s1

Services quotation – completed document

Issue Date: Thursday 5th June 2014

Return Date: 17:00 on Thursday 26th June 2014.

North West Leicestershire District Council Council Offices London Road Coalville Leicestershire LE67 3FJ

Tel: 01530 454545 Fax: 01530 454506

1 Preamble Page 3

2 Background Page 4

3 Submission of Quotation Page 6

4 Specification Page 7

5 Evaluation & Contract Award Criteria Page 10

6 Pricing Schedule Page 14

7 Quotation Application Page 15 1 GENERAL REQUIREMENTS

1.1 Quotations are invited for the provision of the Children’s Centre services. The services will be broken into four lots:

Lot 1 - Healthy Lifestyles Lot 2 - Early Communication Development Lot 3 - Creative Communication Lot 4 - Community Arts Project

The Council’s detailed requirements are defined in the Specification.

1.2 The timetable for this quote is:

Invitation to quote: Thursday 5th June 2014 Deadline for submission of quotations: 17: 00 Thursday 26th June 2014

3 The Leicestershire Sure Start Children’s Centre programme is a targeted programme aimed at improving outcomes for children 0-5. It is an ‘early help’ service that is concerned with:

 Prevention - i.e. working with universal colleagues to ensure problems do not arise/develop in the first place.

 Early Intervention - for those families with additional needs or vulnerabilities/risk factors. The programme seeks to tackle emerging difficulties and problems at the earliest point possible; delivering interventions to support families to get back on track.

The primary focus of the Children’s Centre programme is to support parents in the early years of a child’s life including pre-birth; our emphasis is on:

 families with additional needs or vulnerabilities/ risk factors (see table below)

 ‘narrowing the gap’ for those children most at risk of poor outcomes

 raising aspiration and addressing intergenerational disadvantage

 addressing inequalities in health well-being and attainment

 the engagement of parents to increase knowledge, parenting skills, confidence and to build resilience

 keeping children at the centre of all intervention

The provider will also need to develop a model that will reach parents that are classified as “priority groups” and include:  H5 - Parents with mental health needs  H6 - Infant with mental health needs/parent child attachment  A2 - Poor home learning environment  A3 - adults with learning needs  E1 - Families living in poverty - debt or benefit issues  P1 - Isolated parents, limited networks, lacking in confidence  P2 - identified gaps in parenting skills and knowledge  P3 - vulnerable adults in parenting role  C2 - safeguarding concerns  C3 - domestic abuse

4 Lot 1 and Lot 2 are to be delivered in the Coalville, Measham, Moira and Warren Hills areas of North West Leicestershire as these are the areas of highest concern regarding poor outcomes for families.

Please submit your quotation (ensuring you have included everything requested) by 17: 00 on Thursday 26th June 2014). Your quote can be sent electronically to [email protected] or by post to

Sarah Seymour Locality Partnership Support Officer North West Leicestershire District Council Coalville Leicestershire LE67 3FJ

Tel: 01530 454681 Fax 01530 454506 Email [email protected]

Contact

Initial contact and any queries should be addressed to;

Sarah Seymour Tel: 01530 454684 Sarah [email protected]

Voluntary Action Leicestershire is able to provide free and confidential advice to Voluntary and Community Organisations bidding for contracts. If you would like to access support in relation to this request for quote process, please contact us on 0116 257 5050 or [email protected]

IT IS IMPERATIVE THAT YOU CLEARLY STATE THE LOT(S) YOU ARE BIDDING FOR IN YOUR SUBMISSION.

6 Lot 1 - Healthy Lifestyles

We are aware that there is a high prevalence regarding children in reception year who are overweight or obese in North West Leicestershire. There is a great deal of evidence which relates to the early indicators of lifestyle development. There are strong links between weight gain in pre-school children and later obesity, and following on to obesity in adult life.

Research informs us that lifestyle choices such as food choices and physical activity have their roots in a child’s early years. We know that under 5s are likely to be more receptive at this age therefore, creating the need to make changes before a child reach school in these informative years.

In addition positive parenting is vital for managing daily routines, achieving tasks, managing family mealtimes, communication and controlling child behaviours. Through a functioning family environment levels of parental stress will be reduced thus creating an environment which will have more capacity to support a healthy lifestyle; creating a cycle of healthier lifestyles and positive mental wellbeing.

We are looking for a service which will support and develop parents understanding of the need for a healthy home environment for their young children. It will work with parents to understand the implication of their behaviour on the development of the eating pattern of their child.

The service will work with families with children under 5 to deliver a whole family approach to developing a healthy lifestyle. The service will provide practical direction in order to reduce the risks of obesity for very young children and the families will have increased activity levels and take up leisure activities.

The service will provide group lifestyle activities such as cooking sessions, physical activities and behaviour management and one to one support for families in the home to positively impact on the health of the whole family.

Sessions may draw on expertise within the Centres and partner organisations but will need to include:

 Encouraging parents and carers to model a healthy lifestyle  Helping parents enhance their parenting skills and develop an approach to positively shape their children’s lifestyles  Encouraging parents and carers to take a whole family approach  Link to the Healthy Child Programme  Training for staff how to help parents make lifestyle changes  Encourage practitioners to model healthy lifestyles themselves

Performance Measures

7  All relevant data requirements to be recorded using Children’s Centre paperwork  Number of group sessions facilitated and attendance details  Number of sessions attended by children and families  Number of individual families referred for support and from which source (i.e. referrer)  Number of families referred to other agencies for additional and or specialist support  Number of sessions/activities undertaken  Evidence of improved outcomes for all families supported (case reports and distance travelled for children/families)  Parents accessing parenting advice, support and services

Outcomes:  Improved mealtime experiences  Parents report they have found alternatives to food for comfort and reward  Parents report they have increased understanding of good parenting  Parents report lower stress levels  Improved confidence and understanding of weaning  Improved understanding of portion sizes  Increase in the acceptance of healthy foods  Reduced sedentary behaviour and screen time  Improved children’s sleep patterns Life It is expected that each lot will commence at the beginning of August 2014 and will finish at the end of March 2015.

We estimate that the contract value of Lot 1 to be £20,000

8 Lot 2 - Early Communication Development

We are looking for a provider who is able to deliver a targeted project around very early communication in babies of up to 8months.

The activities will encourage:

 positive parent and child attachment  parental understanding of a baby’s cues in order that they respond to the needs of the baby and during very early speech development  parents responding to their baby's needs in a loving and consistent way in order that they develop a secure and positive relationship with their baby  parents to establish their own support networks with other parents thus reducing social isolation

The provider will deliver age appropriate activities using a variety of mediums to promote cognitive, social, gross motor and fine motor developmental milestones recognising that all babies are different and will develop their skills at different times.

The provider will engage in shared dialogue to support parents understanding of their baby’s development and experiences. Support, advice and positive affirmation will be offered to parents/carers to inform their knowledge and confidence in their parenting role as their child’s main educators.

All staff will have a minimum NVQ Level 3 Early Years Childcare and Education qualification or equivalent.

Performance Measurements  All relevant data requirements to be recorded using Children’s Centre paperwork  Group sessions facilitated and attendance details  Number of sessions attended by children and families  Number of individual families referred for support and from which source (i.e. referrer)  Number of families referred to other agencies for additional and or specialist support  Number of sessions/activities undertaken  Evidence of improved outcomes for all families supported (case reports and distance travelled for children/families)

Outcomes  Parents feel confident to interact with their child  Parents reporting increased skills and confidence in language development  Improved parent/child relationships  Children develop attention and listening skills  Parents report reduced social isolation  Parents feel confident in their parenting skills

It is expected that each lot will commence at the beginning of August 2014 and will finish at the end of March 2015. 9 We estimate that the contract value of Lot 2 to be £15,000

10 Lot 3 - Creative consultation

Parental engagement and the voice of parents has been a feature of Sure Start Children’s Centres from the beginning. Parental engagement is beneficial to parents and children, with parents able to spend time with their children in a positive learning environment, as well as developing their skills and allowing them to engage further in the community.

We are looking for a provider who will work alongside the Parent Engagement project, the Parents Forum and Family Outreach Worker to capture the voice of parents. The provider will use creative methods to work with the parents, providing a safe and friendly space for discussion and for parents to raise their ideas and views. Working with the parent forum groups the provider will facilitate a creative activity to support discussion about the Centres and focus on key areas as directed by Centre leadership and the Parental Engagement Workers. The provider will use a creative approach that can be utilised throughout the Centres to capture parent and child voice.

Outputs of this project  Six parent meetings are attended  Notes from the meetings are captured and photographic evidence produced to illustrate the activity. Outcomes of this project  Parents report they feel they are contributing to decision making  Parents report they are feeling confident to speak out in a open environment  Parents report they are an active part of the Children’s Centre system

It is expected that each lot will commence at the beginning of August 2014 and will finish at the end of March 2015.

We estimate that the contract value of Lot 3 to be £2,000

11 Lot 4 - Community Arts Project

North West Leicestershire Children’s Centres (NWL) are inviting the opportunity to develop a community art project. This project will focus on providing a piece of art work to celebrate children and families. We are looking for an artist/s to provide a long-lasting form of artwork to be displayed within NWL Children’s Centres. There must be an involvement of parents and children in the production of the work to be displayed and the work must reflect their voices.

The successful supplier will work with small groups of parents and children who have been involved in Children’s Centre services. The supplier will be expected to facilitate a number of sessions with the participants to plan and deliver the project. The project is to creatively reflect parenting joys and childhood memories identified during the workshops.

The successful project will:  Demonstrate experience of adult art education and public art  Demonstrate an understanding and have experience of socially engaged arts practice  Demonstrate how the parents and children will be actively encouraged to interact with the development of the artwork and show how their contribution will be integrated into the finished piece  Utilise Children’s Centres in NWL for the planning workshops where the themes and type of artwork will be developed  Supply and prepare all related project materials for participants  Work as part of a team with the Children’s Centre team to deliver aspects of the project  Provide feedback and any relevant documentation upon completion of the project

Outputs  All relevant data requirements to be recorded using Children’s Centre paperwork  Group sessions facilitated and attendance details  Number of sessions attended by children and families  Number of sessions/activities undertaken  Evidence of parental and child voice

It is expected that each lot will commence at the beginning of August 2014 and will finish at the end of March 2015.

We estimate that the contract value of Lot 4 is £2,500 inclusive of promotional activities, facilitation, artists, materials, and any other costs associated with the delivery of the project. To be completed by March 31st 2015.

12 North West Leicestershire District Council reserves the right to write to or meet with tenderers for clarification of any point.

Tenders will be evaluated against the criteria laid down in Section 7 below.

Contract Award Criteria

Evaluation of Quotations

The Council will undertake evaluation to establish the Quotation which it considers to be the most economically advantageous.

The assessment of the quotation will be qualitative and quantitative. The qualitative element will be weighted at 60% of the evaluation. The financial element will be weighted at 40% of the evaluation. The Council will evaluate the Quotation against a number of quality criteria, each weighted in line with its importance, each criteria will receive a mark out of a maximum as indicated below. The total points available for quality represent 60% of the award. Each lot will be evaluated separately.

Lot one - Healthy Lifestyles

Quality Evaluation

Tenderers are invited to submit a qualitative submission against each of the components set out in the table below and will be awarded points up to the maximum shown against each component. The maximum total points available for the quality submission are 80. Each question has been given a weighting according to the importance of the issue.

Question Component Maximum Weighting Points Score per Available Component 1 Relevant experience 5 3 15 2 Methodology 5 3 15 3 Engaging priority groups 5 3 15 4 Outcomes delivery 5 3 15 5 Details of personnel 5 2 10 6 Safeguarding 5 2 10 Total Points Available 80

Lot 2 - Early Communication Development

Quality Evaluation 13 Tenderers are invited to submit a qualitative submission against each of the components set out in the table below and will be awarded points up to the maximum shown against each component. The maximum total points available for the quality submission are 80. Each question has been given a weighting according to the importance of the issue

Question Component Maximum Weighting Points Score per Available Component 1 Relevant 5 3 15 experience 2 Methodology 5 3 15 3 Engaging priority 5 3 15 groups 4 Outcomes delivery 5 3 15 5 Details of 5 2 10 personnel 6 Safeguarding 5 2 10 Total Points Available 80

Lot 3 - Creative Consultation

Quality Evaluation

Tenderers are invited to submit a qualitative submission against each of the components set out in the table below and will be awarded points up to the maximum shown against each component. Set out a clear plan of how the project will be undertaken, specifying content, methodology and timeframes for each stage. The maximum total points available for the quality submission are 55. Each question has been given a weighting according to the importance of the issue

Question Component Maximum Weighting Points Score per Available Component 1 Relevant 5 3 15 experience 2 Methodology 5 3 15 3 Providing feedback 5 3 15 4 Safeguarding 5 3 10 Total Points Available 55

14 Lot 4 - Community Arts Project

Quality Evaluation

Tenderers are invited to submit a qualitative submission against each of the components set out in the table below and will be awarded points up to the maximum shown against each component. Set out a clear plan of how the project will be undertaken, specifying content, methodology and timeframes for each stage. The maximum total points available for the quality submission are 55. Each question has been given a weighting according to the importance of the issue

Question Component Maximum Weightin Points Score per g Available Component 1 Relevant experience 5 3 15 2 Methodology 5 3 15 3 Feedback 5 3 15 4 Safeguarding 5 3 10 Total Points Available 55

The scoring methodology for all lots is set out in Table below.

Scoring Methodology

Assessment Score Very Poor – either no answer provided or the answer 0 completely fails to demonstrate that any of the Councils key requirements in the area being measured will be delivered Poor – provides only limited assurance that the Councils 1 requirements in the area being measured will be delivered Barely Adequate - demonstrates how some of the Councils 2 requirements in the area being measured will be delivered so as to provide a basic service that will be reasonably responsive to the needs of residents, the Councils and other stakeholders Satisfactory – demonstrates how most of the Councils 3 requirements in the area being measured will be delivered so as to provide an acceptable service that will mostly be responsive to the needs of residents, the Councils and other stakeholders Good – demonstrates how all of the Councils requirements 4 in the area being measured will be delivered so as to provide a good service that will be responsive to the needs of residents, the Councils and other stakeholders Very Good – demonstrates clearly how all of the Councils 5 requirements in the area being measured will be fully delivered so as to deliver an excellent service that will be highly responsive to the needs of residents, the Councils and other stakeholders

Failure to score a minimum of 3 in any one category will result in the bid being disqualified

Financial Evaluation

The Council will be evaluating the cost proposals submitted with a view to ensuring that the proposals are within the Council’s budget. This financial element forms 40% of the overall evaluation. It is anticipated that the fees will follow the guidelines set out below:

 Eliminate any tender which fails to meet any minimum criteria.  Eliminate any tender which is found to be too low to be credible (after making enquiries) or too high to be acceptable, however many points it scores in all other respects.  The Council may disregard any bid that is more than a 30% variation in price from the mean of all tenders received for this Contract.  All other bids are scored using the formula: Bid’s score = (maximum score available) x (lowest total cost / bid price)

So for example, where there are 30 points available: Bidder 1 submits the lowest price of £50 Bidder 2 submits a price of £65

Bidder 1 will score 30, as their price is lowest Bidder 2 will score 23.07, based on the formula 30 x (50÷65)

Summary Evaluation

Lot 1 & Lot 2

Quality points scored out of the possible 80, forming the 60% weighting on quality, will be added to the score out of 40 from the financial evaluation to give a grand total out of a possible 140.

Lot 3 & Lot 4

Quality points scored out of the possible 55, forming the 60% weighting on quality, will be added to the score out of 40 from the financial evaluation to give a grand total out of a possible 95.

The Council reserves the right not to award the Contract to the lowest or any quotation, reserving also the right to accept the same in whole or in part. Any acceptance of a Quote by the Council shall be in writing and shall be communicated to the Contractor Upon acceptance the Contract shall thereby be constituted and become binding on both parties notwithstanding which the Contractor shall, upon request of the Council, forthwith execute a formal contract in the form of the Articles of Agreement.

Insurance

The following insurances are required. Please submit copies of all insurance documentation within your proposal. However, applicants are not necessarily required to hold the required levels of insurance prior to contract award, but the Council needs to see a commitment to attaining the required cover prior to commencing work if successful:

o Employer’s Liability: £10 Million

o Public Liability: £ 5 Million

Contractor’s staff

The parties declare that the Services involve working with children and/or vulnerable members of society and the Contractor shall ensure that all Contractor’s Staff involved in the provision of the Services have the relevant Criminal Records Bureau (CRB) check at an enhanced level no older than twelve (12) months or valid Disclosure and Barring Service Certificate and the Contractor shall ensure that these are current at all times and renewed on their third anniversary at the latest. Lot 1 - Healthy Lifestyles

Cost element £ (excl.VAT) Service delivery staff costs Support staff costs Materials Overheads (inc. buildings rental, utilities, IT & communications, administrative and managerial staff costs) Travel Other (please specify) Total project cost

Lot 2 - Early Communication Development

Cost element £ (excl.VAT) Service delivery staff costs Support staff costs Materials Overheads (inc. buildings rental, utilities, IT & communications, administrative and managerial staff costs) Travel Other (please specify) Total project cost

Lot 3 - Creative Consultation

Cost element £ (excl.VAT) Service delivery staff costs Support staff costs Materials Overheads (inc. buildings rental, utilities, IT & communications, administrative and managerial staff costs) Travel Other (please specify) Total project cost Lot 4 - Community Arts Project

Cost element £ (excl.VAT) Service delivery staff costs Support staff costs Materials Overheads (inc. buildings rental, utilities, IT & communications, administrative and managerial staff costs) Travel Other (please specify) Total project cost NOTE. Tenderers are required to respond to the questions below: Each response to each question must not be longer than two sides of A4 using Aerial font size 12. Responses over this length will not be taken into consideration.

Lot 1 & Lot 2

Question 1

Describe in detail your current and previous experience of providing similar Services.

Question 2

Please outline your overall methodology in engaging with and reaching parents.

Question 3

What strategy would you undertake to ensure engagement of priority groups (see specification for further details).

Question 4

Please outline your processes that will ensure that the projects outcomes are delivered and evidenced.

Question 5

How will you ensure the project will be delivered across the district?

Question 6

Please provide details of all the personnel and roles that will be working on the project, including details of the contribution.

Question 7

How would you ensure that all staff and volunteers are safe to work with children and families? Lot 3

Question 1

Question 2

How would ensure that all feedback is recorded and reported back to both Council management and the Children’s centres.

Question 3

How would you ensure that all staff and volunteers are safe to work with children and families?

Question 1

Question 2

How would ensure that all feedback is recorded and reported back to both Council management and the Children’s centres.

Question 3

How would you ensure that all staff and volunteers are safe to work with children and families?