Scope
Reference
IA3711
Description
The service will comprise of three main elements:
• Independent Advocacy as required in statute for Staffordshire Looked After Children (5-25yrs), Children involved in Child Protection Proceedings (5-18yrs), and Children and Young People with Special Educational Needs and Disabilities (including Learning Disabilities) 5-25yrs: The overall aim of the Service is to fulfil the authority's statutory requirements with respect to the availability of independent advocates to a high standard and improve outcomes for vulnerable groups. The Provider will do this by ensuring the views of children and young people are well represented and where required, they are provided with appropriate advocacy.
• Independent Visitors Service for Staffordshire Children in our Care: Will improve outcomes for Staffordshire Children in Care by using trained independent volunteers to visit, befriend and advise eligible young people. The independent visitors will provide consistency within the lives of young people who may be experiencing a number of changes. They will be a source of support, information, and guidance, encouraging young people to achieve their full potential and access the full range of opportunities that are available to them.
• Parenting Advocacy Services: The Provider will provide a Parenting Advocacy Service for adults who are aged over 25 years of age and have assessed Special Education Needs and Disability or have had a cognitive/capacity assessment that has deemed that the individual lacks the capacity to advocate for themselves. This Parenting Advocacy Service is to be provided to parent/parents of a Child who is subject to open Child Protection Planning/Early Intervention and Child in Need planning.
There is an additional requirement to fulfil the following services, but these are of a much more limited volume:
• Independent Person(s) for Secure Accommodation Reviews: Will advocate on behalf of the child, ensuring their wishes and feelings are given due consideration by the local authority. The Independent Person will also be a member of the secure criteria review panel who decides whether the criteria for a young person remaining in secure accommodation is met.
• Appropriate Adult for Independent Age Assessments for Unaccompanied Asylum-Seeking Children & Young People: Will have the skills to support the child or young person in and to challenge social workers if they feel the interview is not being conducted appropriately. They should advocate on behalf of the child or young person, represent their best interests, and ensure that the child or young person's welfare needs are met during the interview process.
Total value (estimated)
- £700,000 excluding VAT
- £840,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2028
- Possible extension to 31 March 2029
- 3 years
Description of possible extension:
The contract will commence on 1st April 2026 and, subject to earlier termination in accordance with its terms, will continue until midnight on 31st March 2028. At the Authority's entire discretion, the term may be extended by 12 months until the 31st March 2029 on the same terms for such period in accordance with the condition set out in the contract.
Options
The right to additional purchases while the contract is valid.
The right to additional purchases while the contract is valid.
At the Authority's entire discretion, the term may be extended by 12 months to the 31st March 2029 on the same terms for such period in accordance with the contract.
Main procurement category
Services
CPV classifications
- 85000000 - Health and social work services
Contract locations
- UKG24 - Staffordshire CC
Participation
Legal and financial capacity conditions of participation
For Participation, please refer to Part 3 Condition of Participation within the IA3711 Procurement Specific Questionnaire.
Technical ability conditions of participation
For Participation, please refer to Part 3 Condition of Participation within the IA3711 Procurement Specific Questionnaire.
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
7 November 2025, 11:59pm
Tender submission deadline
17 November 2025, 12:00pm
Submission address and any special instructions
Suppliers should register on the Councils' eProcurement system, Proactis:
https://supplierlive.proactisp2p.com/Account/Login
Suppliers will need to log in and select "Opportunities" then enter the tender reference "IA3711" in the box and select "Search". All tender documents will be found in the request document section.
Please note the specific clauses within the Terms and Conditions with regards to further information on the Local Government Re-Organisation.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
6 January 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Price | Price will be weighted as set out in the document IA3711 - Pricing Matrix. |
Price | 60% |
| Quality | Quality will be weighted as set out in the documents (i) IA3711 - ITT Procurement Pack and (ii) IA3711 - Procurement Specific Questionnaire. |
Quality | 40% |
Other information
Payment terms
Please see the document IA3711 High Value Above Threshold Competed Model Terms.
Upon expiry of the Agreement the Authority shall consider Schedule 5 Direct Award Justifications, Additional or repeat goods, services or works Section 8 where is it the authorities intention to carry out a subsequent procurement of similar services in reliance of this direct award justification.
Description of risks to contract performance
Risk: Legislation and Registration.
Modification: Changes in Legislation or Registration requirements are detailed within the Contract & Specification.
Risk: Cost, Budget and Contractual requirements
Modification: the Contract has a Change in Law clause and appropriate modifications are permissible under the Procurement Act.
Risk: Budget reduction
Modification: Contract terms allow for termination due to funding removal or modification due to budget reduction. Pricing schedules in the contract would need to be updated.
Risk: Fixed Budgets Constraints
Modification: The Provider & Council will meet through Contract Review Meetings (CRM) to flag any capacity pressures that may need addressing through the relevant clauses & schedules within the contract.
Risk: Provider failure
Modification: Clauses within the contract to serve notice & terminate.
Risk: Increase in demand for advocacy services.
Modification: The contract allows for modifications. The Council will comply with the modification grounds within the PA.
Risk: Local Government Re-organisation
Modification: If any legislative changes result in a significant impact upon referral numbers & subsequent service capacity pressures, the Council will meet with the Provider to jointly agree any mitigating action and/or possible resolutions through the relevant clauses within the contract.
Risk: IT systems and development
Modification: The Provider will complete an updated Third-Party Security Questionnaire. Modifications will be captured through the relevant clauses & schedules within the contract.
Risk: Resource Availability
Modification: the Provider will have the opportunity through regular meetings to notify the Council of any such capacity pressures & work with the Council to find a solution. The contract allows for appropriate modifications in compliance with the procurement act.
Risk: Value for Money
Modification: The Council will have regular meetings with the Provider to ensure continuous monitoring of service outcomes; Modifications will be captured through the relevant clauses & schedules within the contract.
Risk: Implementation/mobilisation
Modification: There will be a mobilisation period supported by a mobilisation plan. Exit meeting(s) will take place . The Contract allows modification to the commencement & end date for all contracts.
Risk: Engagement
Modification: The Council will develop relationships through regular meetings & support facilitation of innovative means of engagement. Appropriate modifications can be made through the relevant clauses and schedules within the contract.
Risk: Accessibility
Modification: The Council will have regular meetings with the Provider to ensure the Service can evidence it is targeting those hard to reach & reducing barriers for Individuals. The tender documents will address providers service delivery model and accessibility. Appropriate modifications can be made through the relevant clauses and schedules within the contract.
Risk: Training
Modification: The Specification outlines expectations around the levels of qualifications & the timescales to achieve them. It gives an opportunity for providers to develop none qualified advocacy staff and/or volunteers to supplement (where appropriate) qualified advocates. The Council will maintain compliance of this through regular meetings. Required modifications can be made through the relevant clauses & schedules within the contract.
Risk: Credentials/Experience
Modification: The tender process will assess and request bidders to evidence their ability to meet the Specification . Tender submissions will be evaluated on Price and Quality. The Council will monitor performance through regular meetings. Modifications can be made through the relevant clauses and schedules within the contract.
Risk: Quality
Modification required: The Council will have regular contract meetings to review KPI's and establish a mutual quality framework to measure the quality of Service. Modifications can be made through the relevant clauses & schedules within the contract.
Risk: Operational
Modification: The contract has clear escalation processes, regular meetings will take place and the Specification supports continuous improvement. Providers will submit their Business Continuity Plan within their tender submission.
Risk: External Factors
Modification: The Provider will have a business continuity plan in place. The Council will have regular meetings, good lines of communication and provider relationship management to facilitate discussions with regards to mitigating actions and/or possible resolutions. Required modifications can be made through the relevant clauses & schedules within the contract.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Special regime
Light touch
Contracting authority
Staffordshire County Council
- Public Procurement Organisation Number: PZDG-2995-QQMD
1 Staffordshire Place, Tipping Street,
Stafford
ST16 2DH
United Kingdom
Contact name: Steven McLuckie
Email: steven.mcluckie@staffordshire.gov.uk
Website: https://www.staffordshire.gov.uk
Region: UKG24 - Staffordshire CC
Organisation type: Public authority - sub-central government