Framework for the Delivery of Childcare Placements

Framework for the Delivery of Childcare Placements

Lot 1 – Social Services Childcare Placements. The Children’s Social Services Childcare Placements will be provided for children and young people between the ages of 0 and 18, who are assessed under the Children Act 1989.


1 Authority Details


Authority Name and Address

Caerphilly County Borough Council

Procurement Services, Penallta House, Tredomen Park, Ystrad Mynach,


CF82 7PG


Helen Sellwood

+44 1443863161

+44 1443863167


Address from which documentation may be obtained

As in 1.1


Completed documents must be returned to:

As in 1.1

2 Contract Details



Framework Agreement for the Delivery of Childcare Placements


Description of the goods or services required

Caerphilly County Borough Council – Early Years, Social Services and Communities First, are looking to establish a Framework Agreement to deliver Social Services Childcare Placements, Assisted Places and Supported Places and Childcare Provision to Support Communities First Activities with childcare providers in the non-maintained sector as per the lots detailed below.

Social Services Childcare Placements – Lot 1

Assisted Places and Supported Places Scheme – Lot 2

Childcare Placements to Support Communities First – Lot 3

Brief description of each lot below, please see the tender documentation for full details

Lot 1 – Social Services Childcare Placements

The Children’s Social Services Childcare Placements will be provided for children and young people between the ages of 0 and 18, who are assessed under the Children Act 1989.

Lot 2 – Assisted Places and Supported Places

The Early Years Service area of the Council operates an Assisted Places Scheme where children who have emerging needs are referred for a 10-week placement into a childcare setting. The purpose of the scheme is to support the improvement in the welfare or quality of life of the child by providing access to quality childcare placements to support a child’s development and to address a child’s emerging needs. An additional element of Lot 2 is the Supported Places Scheme. Community based childcare settings can be funded to employ an extra member of staff to support children who require additional support in order to attend.

Lot 3 – Childcare Placements to Support Communities First

The purpose of this Lot is to support short term and ad hoc childcare placements whilst parents attend Communities First projects, events and activities. Placements will be monitored appropriately and reports for each child will be made to the Communities First Officer following each placement

Providers may bid for one or multiple lots.

Childcare Placements can be made with Childminders, Day Nurseries, Playgroups, Cylch Meithrin and After School Clubs.

All Lots are subject to the Council successfully attaining the levels of funding, which will be confirmed each financial year.

Full details on the tender specification can be found within the Invitation to Tender (ITT)

The contract period for this arrangement is from the 1st December 2015 – 31st March 2017, with the option to extend for up to a further period of twelve months.

It should be noted that being on the Framework is no guarantee of receiving any business from the Council.

The tender documentation can be accessed via the etendering portal

Further details can be found under “Additional Information” 5.1

Any clarifications in regards to the tender process must be submitted through Proactis Plaza portal system utilising the dialogue system and received by 12:00 Friday 16 October 2015. Any clarifications received after this date shall not be responded too. All clarifications responses shall be issued to all providers via Proactis-Plaza

The tender process is a two stage process

Stage One – Selection stage

This section consists of pass / fail questions and scored questions out of 10 marks. Providers are required to pass all pass/fail questions and obtain a minimum score of 6 per question from the scored questions to proceed to the award stage.

Stage Two – Award Stage

The award methodology will be based upon 100% price. Prices are fixed and organisations bid on the basis that they accept the prices, which may vary during the period of the framework. Further details are in the ITT.

If providers require assistance with the e-tender system Proactis Plaza or the tender documentation, please contact Natasha Ford on 01443 863075

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at


Notice Coding and Classification

80100000 Primary education services
80110000 Pre-school education services
85312110 Child daycare services

1016 Gwent Valleys (Torfaen, Blaenau Gwent, Caerphilly)


Total quantity or scope of tender

3 Conditions for Participation


Minimum standards and qualification required

4 Administrative Information


Type of Procedure

Single stage – Any candidate may submit a tender.


Reference number attributed to the notice by the contracting authority



Time Limits

a) Time-limit for obtaining documentation

b) Time-limit for receipt of completed tenders
23-10-2015  Time  12:00

c) Estimated award date 01-12-2015


Language or languages in which tenders or requests to participate can be drawn up



Tender Submission Postbox

5 Other Information


Additional Information

The process will be undertaken using Caerphilly CBC’s Proactis Plaza e-tendering system where the tender documents are available to be accessed.

The clarification period for any queries shall be up to 12:00 Noon Tuesday 19 October 2015. Any queries shall be issued via the dialogue facility on the Proactis Plaza system but please note that No clarification queries will be responded to after this date.

The closing date for tender return via the e-tendering system is 12 noon on Friday 23 October 2015. The system will not accept any tenders after this time and date.

Companies are invited to follow the following directions to register on to the system if you are not already registered and how in addition to have access to the documentation:-

1. Log in to the Proactis Supplier Portal at

2. Click the “Sign Up” option on the Portal homepage

3. Enter your correct Organisation Name, Details and Primary Contact Details.

4. Please 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. Please 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 please 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. Please remember to register with Caerphilly this ensures that you will be alerted to all relevant opportunities.

9. Terms & 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 please 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. Please note 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.

If you require assistance please contact

Natasha Ford 01443 863075 –

(WA Ref:34891)


Additional Documentation


Publication date of this notice


Express an interest online