Community Activities Approved List of Providers

Herefordshire Council is seeking to establish an accredited list of providers to deliver a range of community activity Services.

United Kingdom-Hereford: Health and social work services

2016/S 051-085060

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Herefordshire Council
Council Offices, Plough Lane
For the attention of: Ms Rachel Horne
HR4 0LE Hereford
Telephone: +44 1432383729

Internet address(es):

General address of the contracting authority:

Further information can be obtained from: Herefordshire Council
Council Offices, Plough Lane
For the attention of: Ms Rachel Horne
HR4 0LE Hereford
Telephone: +44 1432383729

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Herefordshire Council
Council Offices, Plough Lane
For the attention of: Ms Rachel Horne
HR4 0LE Hereford
Telephone: +44 1432383729

Tenders or requests to participate must be sent to: Herefordshire Council
Council Offices, Plough Lane
For the attention of: Ms Rachel Horne
HR4 0LE Hereford
Telephone: +44 1432383729

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

General public services

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract


II.1.1)Title attributed to the contract by the contracting authority:

Specialised community activities for adults through an accredited list of approved providers.

II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 25: Health and social services

NUTS code UKG11

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

Herefordshire Council is seeking to establish an accredited list of providers to deliver a range of community activity Services (‘the Services’) for adults, aged 18 and over, who are eligible for social care financial assistance and wish the council to arrange the community activity service for them through spot purchase arrangements.
This list will include a wide range of community activities in order to reflect customers’ individual choices, and may include a focus on accessing and integrating community resources. In order to facilitate this element of the service, the Council will continue to work with the market to grow and nurture community-based alternatives, including social and community enterprises, to ensure choice for individuals to live independently and reduce social isolation.

II.1.6)Common procurement vocabulary (CPV)

85000000, 85300000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The remodelled community activities services should enable service users to take part in social and leisure activities within the community. In addition, they should be designed to support people to take part in activities that will improve their quality of life, delay further deterioration of their physical and mental health, and ensure that they have a positive and fulfilling experience. Furthermore, the Services should also include activities that support access to learning, training and employment. All of the activities which are delivered should be designed to enable service users to achieve their personal key outcomes.
The service should provide specific support in a range of daily life situations including but not limited to:
Access to leisure opportunities;
Fulfilling social roles such as visiting relatives and socialising with peers;
Access to a range of centre-based and non centre-based activities as requested by the service user involved;
Access to education, employment and voluntary work;
Assisting in accessing day activities based on set, transparent costs and accessible, up to date information;
Finding out about organisations and services that could be of use to people;
Physical and emotional well being.
Service providers must ensure that services are developed around promoting independence and re-ablement in both the short and the longer term where appropriate. In addition enabling service users to set their own outcomes and achieve them.
There should be a focus on reducing dependencies and care needs.
In future the local authority will develop an adult social care assessment process that can be delivered by a ‘trusted assessor’, and providers will be invited to be trusted assessor organisations.
In addition, it may be necessary for providers to support people with personal care and administrating medication if and when needed during the day opportunity.
This Service will also encompass the provision to support all service users, which includes those who have a Personal Budget, through Direct Payments, and also Self Funders. Service providers will be required to individually market their service towards those on direct payments, and self- funders, who will be accessing day opportunities independently of the council.
The service should aim to offer service users flexible access to a range of personally selected activities, which are tailored to meet the needs and outcomes identified in their Personal Support Plan. The service users’ views and preferences, and where appropriate the views of their circles of support, should also be central to all discussions as to how those outcomes should be achieved.
Service Users should be supported in retaining all their existing social and emotional links with family, friends and the community, in so far as they wish to do so.
In addition, the community activities service should contribute towards alleviating Service User loneliness and isolation.
Daily living skills such as shopping, doctor’s appointments and attending hairdressing appointments should be facilitated by the use of volunteers to add value to chargeable services and deliver added value to service users.
The community activities service should not be constrained by the physical location of a “traditional day centre”. Instead, the Services should be delivered in a community based hub from which service users can access complementary services which support their individual needs and engage with the local community.
The intention for the service is to use existing assets within communities and to prevent duplication. The council would encourage partnership working in all areas of the business to provide innovative, effective and outcomes based services for the individuals.
Progression model:
The new community activities service should focus on training/employment and the achievement of service user’s personalised outcomes rather than just leisure services. In addition, the service should be based on the principle of progression through services. Service users should be supported to lead as independent and fulfilling lives as possible and only receive services whilst they need them. At every opportunity providers should be promoting independence.
An important caveat is that the progression model will not be of benefit to all service users, in recognition of the varying levels of disability and support needs of service users. The Council does not envisage, for example that service users with profound and complex needs and/behaviours that challenge will be progressed through services in the same way as those with less support needs.
Service Availability:
The availability of the Services will be based on the assessed need and individual outcomes of the service user. The Council encourages providers to deliver flexible access times to the Services 7 days a week (including evenings where relevant). In addition, a booking facility in relation to the Services should be available for at least 50 weeks of the calendar year.
The services which are the subject of this specification should be provided during the hours of approx. 7:00 to 23:00 at a location outside a service user’s home.
The Council is committed to delivery of outcomes desired by the citizens who are being supported. The success of any support received is determined by the end result achieved for the person being supported (the outcome) and not the volume or resources deployed in its delivery (the input).
These outcomes are in line with the Adult Social Care Outcomes Framework 2015-2016. The service provider has a high degree of freedom and flexibility to shape service delivery to meet the outcomes set within predetermined parameters.
Estimated value excluding VAT:
Range: between 267 000 and 300 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: Range: between 1 and 2
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 0 (from the award of the contract)

II.3)Duration of the contract or time limit for completion

Duration in months: 36 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Not applicable.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
III.2.3)Technical capacity
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

12.4.2016 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

IV.3.8)Conditions for opening of tenders

Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice: