Project Extra Care

Provider Briefing

18th October 2012

House keeping

W.C.

Agenda

• Project Extra Care – An overview• Building on the February Workshop• Developing a mixed approach to delivery• Establishing the Procurement Framework

» Background» Our Approach» Procurement Process & Options» E-tendering Process» Timeline » HCC expectations of bidders» PQQ Do’s

• Questions

Project Extra Care – An overview

• Transform the provision of services for Older People in Hampshire

• Shift the balance in OP provision between Extra-Care and residential

• Increase the availability of extra care housing in all market segments

• Build a successful partnership between local authorities, third sector and private sector

Why Extra Care?

• Extra Care delivers benefits to all:– For individuals:

– Increased sense of safety & security– Promotes independence wellbeing & choice

– For Social Care:– Compatible with personalisation, with Care needs tailored

to meet individual needs– A less institutionalised and more cost effective option than

traditional alternative of a registered care home

– For wider community– Opportunity to release family housing back into the market– Helps to maintain overall balanced community

Learning from February Workshop

• Support for aim of mixed tenure developments

• Adopt a flexible approach

• Avoid being over prescriptive

• Need to assist in site identification

• Develop open honest partnership working

Progress

• Developing the framework to include development, landlord function and, where appropriate, care provision

• Revised Design guide• Further developing our approach to

identifying need• Working with Districts around planning issues• Developing a site evaluation tool

Design Guide

Identifying Need

• Thinking has moved on

• Looking at local issues including• tenure mix• benefit levels• levels of care• as well as population and age profiles

Over 75 Population change to 2030

2011 2015% increase from 2011 2020

% increase from 2011 2025

% increase from 2011 2030

% increase from 2011

Basingstoke & Deane 10,800 12,300 13.89% 14,900 37.96% 18,900 75.00% 21,300 97.22%East Hants 10,200 11,600 13.73% 13,800 35.29% 17,200 68.63% 19,300 89.22%Eastleigh 9,800 10,800 10.20% 12,700 29.59% 15,600 59.18% 17,500 78.57%Fareham 11,800 13,000 10.17% 15,400 30.51% 18,700 58.47% 20,700 75.42%Gosport 7,100 8,000 12.68% 9,300 30.99% 11,700 64.79% 13,200 85.92%Hart 6,600 7,800 18.18% 9,600 45.45% 11,800 78.79% 13,000 96.97%Havant 13,000 14,300 10.00% 16,100 23.85% 19,400 49.23% 21,100 62.31%New Forest 23,100 24,900 7.79% 28,900 25.11% 34,900 51.08% 38,800 67.97%Rushmoor 6,100 6,900 13.11% 8,000 31.15% 9,800 60.66% 11,300 85.25%Test Valley 9,800 11,100 13.27% 13,700 39.80% 17,100 74.49% 19,100 94.90%Winchester 10,800 11,900 10.19% 13,900 28.70% 17,200 59.26% 19,200 77.78%Hampshire 119,100 132,800 11.50% 156,300 31.23% 192,200 61.38% 214,600 80.18%

Population aged 75 and over projections

OverallEstimatedNeed – All Tenures

LocationsofDelivered Care

Methods of Delivery

1. Framework

2. Grant Funding

3a.Local Government Act sale

3b. Joint Local Government Act sale

Establishing the Procurement Framework

• Prior Information Notice (PIN) – 26/09/12• Previous Provider Event – 14/02/2012• Cabinet Members approve Procurement Strategy and

Procurement Process 10/07/2012• Contract Notice in OJEU – will be published soon• Will be advertised in a range of publications:

– Coummunity Care – 26/10/12– Housing News – 26/10/12– Inside Housing – 26/10/12– HCC website – 22/10/12– In-tend Opportunities Listing – 22/10/12– South East Business Portal – 22/10/12

Our Approach

HCC proposes to:

• Provide an overview of the PQQ process • Keep the PQQ process as simple as possible & minimise

resource requirement for all (bidders and HCC)• Provide full information in respect of the electronic tendering

process• Provide answers to your questions as quickly as possible - (We

undertake to respond in 3 working days or less)• Be responsive to your issues• Create a level playing field • Ensure we are open, fair and transparent

Procurement Process (1)

• Restricted procurement process– Currently at PQQ stage – anyone can apply – All procurement documents are/will be available via Hampshire e-Sourcing portal: https://in-tendhost.co.uk/hampshire/ – Submit a completed application (Pre Qualification

Questionnaire (PQQ))• MUST answer ALL questions & submit all relevant

documents required

Procurement Process (2)

Deselect bidders on evaluation PQQ submissions- technical/financial / legal capability

HCC will select bidders to participate in the Invitation to Tender – up to 15

HCC will select bidders to award the framework to – up to 8

HCC has not defined the number of contracts it will award

to be determined by the procurement process

Contract(s) award Criteria Most Economically Advantageous Tender (MEAT)

Procurement Process (3)Compliance check

all MANDATORY questions answered

all REQUIRED documents submitted (ensure in correct envelope)

Must pass this stage to be taken forward to Stage 1

Stage 1 – Qualification Questions

Turnover & finance raising capability (pass/fail)

Insurances (pass/fail)

Business information (pass/fail/information)

Health & Safety (pass/fail)

Registrations (pass/fail)

Must pass this stage to be taken forward to Stage 2

Stage 2 – Technical Questionnaire

Capacity and capability to deliver the Extra Care service

These questions are scored – up to the 15 highest that meet the minimum criteria will be invited to the next stage and submit tenders

Qualification

Qualification QuestionsSection Question Type Location

Organisation Details Information Questionnaire

Financial Standing Pass/Fail Attachment & Questionnaire

Insurances Pass/Fail Attachment & Questionnaire

Sustainability Pass/Fail Questionnaire

Equalities Pass/Fail Questionnaire

Professional & Business Standing Pass/Fail Questionnaire

Health & Safety Pass/Fail Questionnaire

Landlord (RP) Pass/Fail Questionnaire

Care & Support Provider (CQC etc) Pass/Fail Questionnaire

Declarations & Undertakings Pass/Fail Questionnaire

Technical (1)

Technical QuestionsMarks (maximum) Percentage

(maximum)

General 100 30%

Developer 100 20%

Landlord 100 35%

Care & Support Provider 100 15%

100%

Only full marks will be awarded by the Evaluation Team(May be averaged/moderated to 2 decimal places)

Technical (2)Technical Questions

Section Percentage (maximum)

44 General 12%

45 General 12%

46 General 6%

47 (2 parts) Developer 12%

48 Developer 4%

49 & 50 (references) Developer 4%

52 (2 parts) Landlord 16%

53 Landlord 5%

54 Landlord 5%

55 Landlord 5%

56 & 57 (references) Landlord 4%

67 (2 parts) Care & Support Provider 12%

68 & 69 (references) Care & Support Provider 3%

Total Available 100%

In-Tend can be accessed at: https://in-tendhost.co.uk/hampshire . You are recommended to save this website as a favourite for future use. When you first enter the In-Tend site, you will get the following screen:

You can navigate round the site using the tool bar near the top of the screen and using the buttons on the left hand side of the screen.

Registering your companyImportant: Do not register your company more than once. If you need to register your company, either click on the ‘register’ button on the left of the screen or click on ‘register’ on the toolbar at the top. This will take you to:

Business classification - click on the ‘Business Classifications’ tab.

Updating your company detailsYou can update your company details at any time. Once logged in, click on ‘Company Details’ in the toolbar then select the relevant tab to update.

In particular, the contact details tab gives details about the individual users in your company.

Expressing Interest in a PQQ or Tender• If you see an advert in an OJEU notice or another publication asking

you to express an interest then go to the website https://in-tendhost.co.uk/hampshire/

• Click on ‘Tenders’ then ‘Current’ in the toolbar. This will bring up a list of the current opportunities. Search for or scroll down to the tender that you are interested in and click on ‘View Details’ button. If once you have read the details and any clarifications, you are still interested in the project then click on the ‘Express Interest’ button.

• At this point, if you have not already done so, you will need to log into the website using the details that your company has already registered. If your company has not registered, click on the ‘Register’ button (see guidance above). If you require additional access to your existing registration then see the updating your company details section above.

• Once you have expressed an interest you will be returned to the tender management screen where you will be able to see the status of your project. See section on my tenders for more information about the tender management screen.

This takes you to the Tender Management Screen.

The ‘Tender Management’ Screen gives more details about the project including:A summary of the project

Tender documentsCorrespondence for the project

Clarifications for the project (this project is only visible if clarifications exist)A history for the project.

Having checked for clarifications and correspondence, click on the red tab to view further information on the tender and prepare your return. Note that the name of this tab will change depending on the stage that the tender has reached.

Provisional TimelineEvent Date

1 PQQ Documents Published 22/10/2012

2 Bidders’ Briefing / Supplier Day 18/10/2012

3 Deadline for Clarification Questions (on PQQ) 16/11/2012

4 Return of PQQs 03/12/2012

5 Shortlist of Suppliers invited to tender / ITT documents released

11/02/2013

6 Possible Additional Bidders’ Briefings TBC

7 Deadline for Clarification Questions (on ITT) 15/03/2013

8 Return of tenders 03/04/2013

HCC Expectations of Bidders

• Evidence that you understand what is required • You have the capacity and capability to deliver the service

and can implement the specification of requirements• A clear service delivery agreement with a focus on continuous

improvement• A positive working relationship – share information and

problems/issues• That you are open and honest and mutual trust• You submit high quality documents that are as easy and simple

as possible for evaluation

• Do not submit extraneous information

PQQ Dos (1)

Provide the evidence you can meet HCC requirements and:• Be Competitive & Profitable• Be Sustainable & deliver Continuity of service• Be Developmental & Innovative• Be Responsive & Flexible• Be a Quality supplier due to your uniqueness

..demonstrate you are the best choice & best value for money! Remember:• Assume we know nothing• We probably do not know your business in entirety • You are only as good as the evidence you present• We cannot evaluate information you do not present

PQQ Dos (2)

• Submit on time - if late will not be considered

• In accordance with the Conditions of Pre – Qualification

• Recognise you are in a competitive process

• Answer all questions – do not leave any blanks & state N/A

• Respond to requests for further information promptly

• Clarify ALL issues/concerns before you submit your tender

• Ensure you/colleagues QA all documents before submission

If you do not understand anything in the PQQ documentation ASK

Contact Details

• Correspondence within In-tend• Alistair Little – 01962 832 453• For technical issues with the portal - In-Tend

SupportPhone: 0844 272 8810Fax: +44 (0) 1709 331074E-mail: support@in-tend.comWeb Site: http://www.tendernotification.co.uk

Question and Answer Session