Contract for Residential and Community Short Breaks North Staffordshire

Contract for Residential and Community Short Breaks North Staffordshire

To provide residential and community short breaks in North Staffordshire.

United Kingdom-Stafford: Social work services

2019/S 170-415517

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Staffordshire County Council
Number 2 Staffordshire Place, Tipping Street
ST16 2LP
United Kingdom
Contact person: Caroline Clarke
Telephone: +44 1785854653
NUTS code: UKG24

Internet address(es):Main address:

I.2)Information about joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement


Contract for Residential and Community Short Breaks North Staffordshire

Reference number: IA1895

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Residential and community short breaks in North Staffordshire.

II.1.5)Estimated total value

Value excluding VAT: 1 002 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKG24
Main site or place of performance:


II.2.4)Description of the procurement:

Staffordshire County Council is seeking to secure a suitable provider to provide services to meet the assessed needs of disabled children and young people and their families’. The service will ensure that the child is supported to become as independent as possible, and their families are supported in a way which enables them to maintain their caring role and responsibilities for their child and sustain an everyday family life for the family, including siblings.

Services need to be available to enable all eligible children and young people and their families across Staffordshire, including rural and less populated areas, to have equitable access to quality overnight residential short breaks and community short breaks based in the northern area of the County of Staffordshire.

The families in Staffordshire whom require support will have a range of requirements relating to their children’s disabilities and needs. The provider will be expected to offer appropriate support packages for a range of different needs and complexity, that will be individually delivered and relate to the individual assessment of needs and build on each family’s strengths and assets where possible.

The service shall comprise of 2 elements:

Service 1: residential short breaks:

1) The provision of accommodation and care at the provider’s premises based on 5 disabled children and young people at any one time at weekends (Friday night to Sunday afternoon) and school holiday periods (Monday to Friday), provided in accordance with the requirements of Ofsted and the needs and compatibility of the disabled children and young people using the service at any particular time;

2) The provision of accommodation and care outside of school holidays and weekends, upon request when there is an emergency situation whereby it is not appropriate for a disabled child or young person with disabilities to remain at home (in the geographical area covered by the service).

Service 2: community short breaks:

1) The provision of support for the eligible disabled children and young people in community settings, to enable the child or young person to participate in agreed, age appropriate activities that will contribute to their personal development and meet their assessed needs. This could include leisure and recreational activities;

2) The provision of four after school clubs in term time (39 weeks per year), lasting 3 hours. Four staff are to supervise each club and up to eight disabled children and young people are to attend each session;

3) The provision of focussed, time limited assessments for the eligible disabled children and young people on an ad hoc basis.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 1 002 000.00 EUR

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

It is envisaged that contract advert notices for the next contract may be placed within the next 1 or 2 years. This cannot be guaranteed.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

The agreement term will be from 1.4.2020 to 31.3.2021 with an additional option to extend by 12 months to 31.3.2022. In the event the agreement is extended the extension shall be on the same terms and conditions of contract as the original agreement period and will ultimately be at the County Council’s sole discretion.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

This is an electronic tender. See VI.3). Suppliers should register by completing their details on the Proactis e-tendering system: https:// and then register an interest in this opportunity.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 10/10/2019
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 3 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 10/10/2019
Local time: 12:00

2 Staffordshire Place, Tipping Street, Stafford, ST16 2DH.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

It is envisaged that contract advert notices for the next contract may be placed within the next 1 or 2 years. This cannot be guaranteed.

VI.2)Information about electronic workflows

Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

This is an electronic tender. All submission must be made via the formal contracting authority electronic tendering platform.

All requests for information to be sent through the electronic tendering portal and message facility on the Proactis electronic tendering system.

How to register — follow the link to Proactis electronic tendering:

If you require urgent assistance regarding the initial usage of the e-Tendering package please contact the contracting authority point-of-contact in Section I.1) of this notice. On failure to reach this contact, please immediately email the nature of the difficulty to

This procurement is for a contract between the appointed providers(s) and the contracting authority, to supply predominately services on an ad hoc call-off basis, as and when required.

The contracting authority or its public sector partners/customers makes no guarantee as to the volume of business on offer or to be awarded, and any volumes given are indicative only and intended as a general guide.

As part of the Governments National Procurement Strategy, collaborative working and supporting other authorities now forms part of the contracting authority’s procurement remit. This agreement may be made available to other contracting authorities including without limitation Councils and Public Bodies within Staffordshire and neighboring geographical areas as prescribed by the NUTS codes in this notice. These will include Health and NHS Bodies, local authorities, contracting authorities, any other Government Department, Defence, Police and Emergency Services, Metropolitan/District Councils, Utilities, Educational Establishments and Utilities, including the contracting authorities named in this notice. These organisations will be afforded third party rights or be named as beneficiaries under the contract or contracts where appropriate.


Payments may be made following acceptance by the banking agents of Staffordshire County Council.

Legal form of groups of providers:

No special legal form is required by the grouping of providers but each provider will be required to be come jointly or severally responsible for the contract before acceptance.

For reference the following website outlines the contracting authority’s policy on the Community Right to Challenge:

VI.4)Procedures for review

VI.4.1)Review body

Staffordshire County Council
Staffordshire Place 2, Tipping Street
ST16 2DH
United Kingdom
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The contracting authority will incorporate a minimum 10 calendar days standstill period (or 15 days where non-electronic or fax methods are used) at the point that an award decision notice is communicated to tenderers.

The award decision process will specify the criteria for the award of the contract/framework agreement, the reasons for the decision, including the characteristics and relative advantages, the name and score of the successful tender(s), and will specify when the standstill period is expected to end or the date before which the contracting authority will not conclude the contract/framework agreement.

If an appeal regarding the award of a contract/framework agreement has not been successfully resolved, the Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or are at risk of a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).

Any such action must be brought promptly (generally within 3 months). The Court may order the setting aside of the award decision or may order the contracting authority to amend any document and may award damages.

If an agreement has been entered into the Court may make a declaration of ineffectiveness or may order that the duration of any relevant specific contract be shortened and additionally may award damages.

The time-limit for seeking such a declaration is generally 30 days from notification of the award (either by award decision notification or contract award notice depending upon the circumstances) or otherwise 6 months.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice: