Section one: Contracting authority
one.1) Name and addresses
Caerphilly CBC
Penallta House
Hengoed
CF82 7RG
Contact
Helen Sellwood
Telephone
+44 1443863282
Fax
+44 1443863167
Country
United Kingdom
NUTS code
UKL16 - Gwent Valleys
Internet address(es)
Main address
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0272
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://supplierlive.proactisp2p.com/account/login
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://supplierlive.proactisp2p.com/account/login
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
https://supplierlive.proactisp2p.com/account/login
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Dynamic Purchasing System for the Provision of Childcare in the Non-Maintained Sector
Reference number
DPS1003584/22/HS
two.1.2) Main CPV code
- 85312110 - Child daycare services
two.1.3) Type of contract
Services
two.1.4) Short description
The Council is establishing a Dynamic Purchasing System for the provision of Childcare in line with the Light Touch Regime and Public Contract Regulations 2015. The Council is looking to engage with suitably experienced and qualified childcare providers to provide
Lot 1 - Early Years
Lot 2 - Flying Start
Lot 3 - Assisted Places and Supported Places
Suitably qualified childcare providers are able to tender for one or more lots.
This DPS shall replace an existing arrangement for the provision of Childcare PS1609/17/HS, which is due to expire on the 31 March 2023. Service Providers currently awarded to the existing arrangement (PS1609) must apply to join the new DPS arrangement. The existing arrangement shall be terminated when all service providers have joined the new DPS arrangement, which must happen prior to the 31 March 2023 when the existing arrangement shall naturally come to an end. The Council reserves the right to terminate the existing arrangement end date at its own discretion. Service providers who have not successfully joined this DPS arrangement by such a time will not be utilised by the Council until they have successfully joined the DPS for the provision of childcare (DPS1003584).
For the purpose of this arrangement, the term ‘childcare provision’ will be used for the non-maintained sector including Playgroups, Cylchoedd Meithrin, Day Nurseries, Childminders, Out of School provision in both Welsh medium and English medium, including Wrap around, before and after school provision.
Service Providers who satisfy the criteria to their application to join this arrangement shall be subject to relevant inspection methods depending on the area of work as set out in the ITT and by Early Years Officers.
All costs and charges are set by the Council. All lots are subject to the Council successfully attaining grants and ongoing levels of funding each year. Early Years shall inform Service Providers the ongoing costs and charges at the being of the financial year.
Full details are provided within the initiation to tender (ITT) documentation
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
Early Years Education
Lot No
1
two.2.2) Additional CPV code(s)
- 85312110 - Child daycare services
- 80100000 - Primary education services
- 80110000 - Pre-school education services
two.2.3) Place of performance
NUTS codes
- UKL16 - Gwent Valleys
Main site or place of performance
Within the boundaries of Caerphilly County Borough Council
two.2.4) Description of the procurement
In accordance with Welsh Government guidance, Caerphilly County Borough Council offers every child, whose parent want it, a free part-time early years education place within an approved setting, from the term following their third birthday.
An approved setting could be a ‘maintained’ setting, i.e. a nursery class in a school, or a ‘non-maintained’ setting, which could be an English or Welsh medium playgroup, a private day nursery or a childminder.
All non-maintained settings must be named in the Council’s Early Years Plan, and must therefore be registered with the Councils Early Years Service to offer Early Years Education. This service is funded by the Welsh Government.
Settings must have been established for a minimum of six months prior to delivery of placements, and be registered with Care Inspectorate Wales (CIW), and have obtained a Caerphilly County Borough Council approved Quality Award. Settings will also need to meet the standards for delivery through an EAS observation report prior to delivery of placements.
Each non-maintained setting will receive appropriate support from a qualified early years Improvement Partner (Advisory Teacher). The Improvement Partner will also support the setting prior to and during an ESTYN inspection. The setting must work in partnership with the Council, and the Improvement Partner to ensure the Council carries out its’ statutory responsibility in ensuring the quality of the Early Years education provided
Full detail are in the ITT
two.2.6) Estimated value
Value excluding VAT: £1,000,000
two.2.7) Duration of the contract or the framework agreement
Start date
31 October 2022
End date
31 October 2028
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
Full Details can be found in the Initiation to tender (ITT) documents
Please note that there is an option to extend the DPS for up to a further period of forty-eight (48) months
Please note that the estimated value includes the extension period
two.2) Description
two.2.1) Title
Flying Start
Lot No
2
two.2.2) Additional CPV code(s)
- 85312110 - Child daycare services
- 80100000 - Primary education services
- 80110000 - Pre-school education services
two.2.3) Place of performance
NUTS codes
- UKL16 - Gwent Valleys
Main site or place of performance
Within the Bounderies of Caerphilly
two.2.4) Description of the procurement
The purpose of the Flying Start programme is to support families to give children the best start in life; offer improved child opportunities through high quality registered childcare and universal parenting support programmes, for example, Early Language Development; and improve engagement of families with Flying Start opportunities by offering local services based within Flying Start communities. The Flying Start programme is Welsh Government funded.
The Flying Start childcare provision will be provided for children who live in the Flying Start postcode catchment areas from the term after their second birthday until the term of their third birthday, to enable smooth transition into their rising 3 place in Early Years Education.
Welsh Government Flying Start Guidance states that Childcare is required to run 5 days for 2.5 hours a day for 39 weeks a year (term time) with some Council and setting discretion for flexibility where parents are attending training or working. Settings should be able to offer some flexibility for no more than 2 sessions per day, but this arrangement is exceptional and must be agreed by the Council in advance of the offer being made to the family. Any arrangements made without prior Council approval of placement, will be the responsibility of the setting to finance.
Ideally Childcare provision (which includes sessional, day care and childminding settings), should be within a 15 minute walking distance of the Flying Start designated areas. A map of Current Flying Start Areas is included at Annex 1 (of the ITT), however, the number of areas on the list is likely to increase as the programme expands.
Full detail are in the ITT
two.2.6) Estimated value
Value excluding VAT: £6,000,000
two.2.7) Duration of the contract or the framework agreement
Start date
31 October 2022
End date
31 October 2028
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
Full Details can be found in the Initiation to tender (ITT) documents
Please note that there is an option to extend the DPS for up to a further period of forty-eight (48) months
Please note that the estimated value includes the extension period
two.2) Description
two.2.1) Title
Assisted Places and Supported Places
Lot No
3
two.2.2) Additional CPV code(s)
- 85312110 - Child daycare services
- 80100000 - Primary education services
- 80110000 - Pre-school education services
two.2.3) Place of performance
NUTS codes
- UKL16 - Gwent Valleys
Main site or place of performance
Within the Boundaries of Caerphilly Council
two.2.4) Description of the procurement
The Assisted and Supported Places scheme provides funding to support a child with emerging development needs by providing good quality childcare for the term immediately before they start nursery. The Assisted and/or Supported placement (herein after called the ‘placement’), will provide targeted intervention to identify the child’s needs in readiness for when they start Nursery.
An Assisted Place provides a set amount of funding to pay for the place at the childcare setting.
A Supported Place provides a set amount of funding for a specified period of time for the childcare setting to release staff to undertake targeted intervention work to support the child’s development within the childcare setting.
Funding supports children in registered childcare settings which have agreed with us to deliver Assisted and Supported Places.
Children with emerging needs would be supported either by the Portage team in Aneurin Bevan University Health Board or Join in and Play (JIAP) team in Caerphilly CBC. If a Childcare setting is caring for a child who may have emerging needs / developmental delays where the family is not receiving support, a Request for Support*1 can be made.
The placement provides time limited support for a term, for children who are likely to be identified through the Portage team or Join in and Play team. There may be occasions when children with emerging needs are identified by other professionals, but the Council aims to support children with emerging developmental delays long before they start an Assisted or Supported placement.
Children would be referred to our Early Years Emerging Needs Panel*2 for discussion and a decision on the type and length of a childcare placement in the term prior to starting the childcare placement. The key worker for the family would be responsible for submitting the Emerging Needs Support Form*3 to the Emerging Needs Panel and would be a key link for the childcare setting moving forward. The childcare setting is expected to link with the key worker for the family on an ongoing basis. The funded placement would be for up to 3 sessions per week for a term and in exceptional circumstances for up to 2 terms, prior to starting Nursery. Session days and times may vary but would be expected to be 3hours per session for 3 sessions per week or 2 sessions for a longer duration.
Additional support (staff time) for a childcare placement would be decided by the Emerging Needs panel, based on the child’s needs that have been presented to the Emerging Needs panel from the paperwork submitted, and would be to support specific interventions during the session the child attends.
Full detail are in the ITT
two.2.6) Estimated value
Value excluding VAT: £600,000
two.2.7) Duration of the contract or the framework agreement
Start date
31 October 2022
End date
31 October 2028
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
Full Details can be found in the Initiation to tender (ITT) documents
Please note that there is an option to extend the DPS for up to a further period of forty-eight (48) months
Please note that the estimated value includes the extension period
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.4) Objective rules and criteria for participation
List and brief description of rules and criteria
The mechanism of the DPS allows new childcare providers with the ability to join at any time during the period of the DPS as set out in the ITT. The nature of the DPS is to establish a list of childcare providers who are suitably qualified to deliver
Lot 1 - Early Years
Lot 2 - Flying Start
Lot 3 - Assisted and Supported Places
Childcare providers can tender for more than one lot.
Childcare providers will be able to join at any time additional settings and additional lots
Service Providers that meet the criteria shall be placed on the arrangement for the lot(s) they are successful for following their application. Being placed on the arrangement does not guarantee any business and award of any business shall be subject to meeting the required criteria in the specification as well as parental demand for places.
Section four. Procedure
four.1) Description
four.1.1) Form of procedure
Open procedure
four.1.3) Information about a framework agreement
The procurement involves the establishment of a framework agreement
In the case of framework agreements, provide justification for any duration exceeding 4 years:
This arrangement is the setting up of a Dynamic Purchasing System under the Light Touch Regime Schedule 3
four.1.11) Main features of the award procedure
Service Providers that meet the criteria shall be placed on the arrangement for the lot(s) they are successful for following their application. Being placed on the arrangement does not guarantee any business and award of any business shall be subject to meeting the required criteria in the specification as well as parental demand for places.
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
4 October 2022
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
Section six. Complementary information
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Additional Information
PLEASE NOTE REGISTERING AN INTEREST IN THE SELL2WALES NOTICE IS NOT
REGISTERING AN INTEREST IN THIS TENDER YOU MUST FOLLOW THE INSTRUCTIONS BELOW IN ORDER TO SUBMIT A TENDER:
1. Log in to the Proactis Supplier Portal at: https://supplierlive.proactisp2p.com/Account/Login ;
2. Click the ‘Sign Up’ option on the Portal homepage (If already registered go to point 11);
3. Enter your correct Organisation Name, Details and Primary Contact Details;
4. Make a note of the Organisation ID and User Name, then click ‘Register’;
5. You will then receive an email from the system asking you follow a link to activate your account;
6. Enter the information requested, clicking on the blue arrow to move on to the next stage and follow the instructions ensuring that you enter all applicable details;
7. In the Classification section ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice, it is essential that only CPV Codes specific to your organisation are added to your profile;
8. Buyer Selection — At this stage you are required to indicate which Buyer Organisations you would like to register with. Remember to register with Caerphilly this ensures that you will be alerted to all relevant opportunities;
9.Terms and Conditions — Read the terms and conditions of the use of this Supplier Portal and tick the box to denote you have read and understood the terms and that you agree to abide by them. If you do not agree you cannot complete the registration process. Once you have agreed click on the blue arrow to move on to the next stage;
10. Insert a password for the admin user and repeat it. The password Must be between 6 and 50 characters in length. It must contain at least 2 number(s). Once completed select ‘Complete Registration’ and you will enter the Supplier Home page;
11. From the Home Page, go to the ‘Opportunities’ icon, all current opportunities will be listed. Click on the blue arrow under the field ‘Show Me’ of the relevant opportunity then click to register your
interest on the applicable button;
12. Refresh your screen by clicking on the opportunities icon located on the left hand side, to view the opportunity click the blue arrow;
13. Note the closing date for completion of the relevant project. To find all available documentation drop-down the ‘Request Documents’ option and click to download all documents;
14. You can now either complete your response or ‘Decline’ this opportunity. All queries are to be made via the messaging system on the Proactis portal. We will not accept any questions/queries via telephone/email.
A supplier guide is available via the portal detailing how to use the Proactis Plaza system.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=124371.
(WA Ref:124371)
The buyer considers that this contract is suitable for consortia.
six.4) Procedures for review
six.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
Telephone
+44 2079477501
Country
United Kingdom