Independent advocacy service for children and young people for Youth Justice Board

Independent advocacy service for children and young people for Youth Justice Board

The Youth Justice Board supported by the Ministry of Justice Procurement Directorate intends to procure independent advocacy service to children and young people held in STCs and under-18 YOIs within England and Wales. During 2011-2012 advocacy services were accessed 7 039 times by young people detained within STCs and YOIs.

UK-London: services related to the detention or rehabilitation of criminals

2012/S 190-312592

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

The Youth Justice Board for England and Wales
102 Petty France
Contact point(s): Nicola Calvey
For the attention of: Nicola Calvey
SW1H 9AJ London
UNITED KINGDOM
Telephone: +44 2033345718
E-mail: YJB_DSA_Advocacy_Project@yjb.gsi.gov.uk

Internet address(es):

General address of the contracting authority: http://www.justice.gov.uk/about/yjb

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting 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)Description
II.1.1)Title attributed to the contract by the contracting authority:

Independent advocacy service for children and young people.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: England and Wales.
NUTS code UK

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)

The Youth Justice Board supported by the Ministry of Justice Procurement Directorate intends to procure independent advocacy service to children and young people held in STCs and under-18 YOIs within England and Wales. During 2011-2012 advocacy services were accessed 7 039 times by young people detained within STCs and YOIs.
All young people in under-18 YOIs and STCs should be able to access independent advocacy services to support their period in custody and to support young people to understand and exercise their rights. The service will support young people who struggle to speak on their own behalf and to enhance their ability to do so by themselves in the future. Access to advocacy services is important during periods of vulnerability and crisis.
The Youth Justice Board will be procuring the contract through a restricted process.
II.1.6)Common procurement vocabulary (CPV)

75231200, 75230000

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

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
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:

An indicative value based on a 3 year contract duration is c. 3 750 000. This represents the maximum contract value eg: both lots. An indicative value based on a 5 year contract is c. 6 250 000.
Estimated value excluding VAT:
Range: between 3 750 000,00 and 6 250 000,00 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

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

Information about lots

Lot No: 1 Lot title: Independent advocacy service to children and young people (Northern Region)

1)Short description

Independent advocacy service to children and young people held in secure training centre’s (STCs) and under-18 young offender institutions (YOIs) in the following secure establishments:
— Oakhill STC: 80 beds accommodating males only, located in Milton Keynes,
— Hassockfield STC: 58 beds accommodating males and females, located in County Durham,
— Rainsbrook STC: 87 beds accommodating males and females located in Warwickshire,
— Hindley YOI: 440 beds, accommodating males only located in, Hindley,
— New Hall YOI: 9 beds accommodating females only located in West Yorkshire,
— Werrington YOI: 160 beds, accommodating males only located in Stoke on Trent,
— Wetherby YOI: 396 beds, accommodating males only located in, West Yorkshire.
2)Common procurement vocabulary (CPV)

75231200, 75230000

3)Quantity or scope

A service is required to provide independent advocacy to young people to assist them and resolve any issues they may have whilst they are in custody, either within or outside the secure establishment, and to report on the service to the Authority and to secure establishments.
An indicative value based on a 3 year contract duration is c.603 000 GBP. This represents the maximum contract value for lot 1. An indicative value based on a 5 year contract is c.1 010 000.
Estimated value excluding VAT:
Range: between 603 000,00 and 1 010 000,00 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 36 (from the award of the contract)
5)Additional information about lots
Lot No: 2 Lot title: Independent advocacy service to children and young people (Southern Region)

1)Short description

Independent advocacy service to children and young people held in secure training centre’s (STCs) and under-18 young offender institutions (YOIs) in the following secure establishments:
— Medway STC: 76 beds accommodating males and females located in Kent,
— Ashfield YOI: 360 beds, accommodating males only located in Bristol (privately operated),
— Cookham Wood YOI: 131 beds, accommodating males only located in, Kent,
— Downview YOI: 16 beds, accommodating females only located in Surrey,
— Eastwood Park YOI: 16 beds, accommodating females only located in Gloucester,
— Feltham YOI: 240 beds accommodating males only located in, Middlesex,
— Parc YOI: 64 beds, accommodating males only located in, Bridgend (privately operated),
— Warren Hill YOI: 192 beds, accommodating males only located in, Suffolk.
2)Common procurement vocabulary (CPV)

75231200, 75230000

3)Quantity or scope

A service is required to provide independent advocacy to young people to assist them an resolve any issues they may have whilst they are in custody, either within or outside the secure establishment, and to report on the service to the Authority and to secure establishments.
An indicative value based on a 3 year contract duration is c. 647 000 GBP This represents the maximum contract value for lot 2. An indicative value based on a 5 year contract is c. 1 080 000.
Estimated value excluding VAT:
Range: between 647 000,00 and 1 080 000,00 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 36 (from the award of the contract)
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

No deposits or company guarantees are required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Conditions and other requirements may be made. Details of financing conditions and payment arrangements will be outlined in the invitation to tender.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

The Youth Justice Board intends to enter into a contract with either a prime contractor or consortium. The prime contractor would be expected to be a single legal entity. Where a bidder is a consortium, the Youth Justice Board may require that each consortium member has joint and several liability. Where necessary for the performance of the contract, the consortium may be required to adopt a specific legal form. Joint ventures or group bids should make clear the status, shares and stakes of all the partners and the legal entity with whom the Youth Justice Board would contract. In the event of a joint venture or group bid, the partners must make clear how they intend to deliver the service. Restrictions on consortia may apply and if so, will be set out in the contract documentation provided.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The Youth Justice Board (YJB) has contracted independent advocacy service provision to all secure training centres since 2000 and young offender institutions since 2003. Section 44 of the secure training centre rules gives the Secretary of State the power to appoint independent persons to visit a centre. The YJB exercise this power on behalf of the Secretary of State by providing independent person services (advocates) to secure training centres under advocacy contracts. Whilst there is no equivalent legislative requirement for independent advocates in young offender institutions, as a direct result of the YJB Safeguarding Review 2003 and reinforced by the findings of the YJB Safeguarding Review 2008, the YJB commissioned advocacy services across all young offender institutions.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: A request for information (RFI) in the form of a pre-qualification questionnaire (PQQ) must be completed by parties wishing to participate in the competition (VI.3 below sets out how to access the pre-qualification questionnaire and related documentation).
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The minimum level(s) of standards required are as set out in the information and background document. Potential providers are to note that a number of criteria will be assessed on a pass/fail basis. See also III.2.1.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
See III.2.1 and III.2.2.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

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

Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: Potential providers will be selected to participate in the restricted procedure according to the responses given to the pre-qualification questionnaire. They must first meet a minimum threshold to be deemed “compliant” and will then be ranked relative to the other potential providers in accordance with the system described in the descriptive document.
There will be a requirement for bidders to present their solution to the YJB during the evaluation period. The presentation will not be evaluated but will be for the purpose of clarification. There will also be a requirement to present part of their solution to Young People in an STC and YOI.
The Authority will limit the number of bidders to be invited to invitation to tender per lot to 5 bidders.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated below

1. Independent advocacy services. Weighting 40

2. Working with relevant premises and stakeholders. Weighting 20

3. Staffing. Weighting 14

4. Reporting. Weighting 3

5. ICT. Weighting 3

6. Mobilisation. Weighting 10

7. Commercial / financial / legal (excludes price). Weighting 10

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:

2054-2-YJB-MC-RFI
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

of 2.8.2012

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

12.11.2012 – 09:00
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

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 3 or 5 years depending if the contract is extended
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

Youth Justice Board:
The Youth Justice Board for England and Wales is an executive non-departmental public body. Its board members are appointed by the Secretary of State for Justice. The Youth Justice Board:
— oversees the youth justice system in England and Wales,
— works to prevent offending and reoffending by children and young people under the age of 18,
— ensures that custody for them is safe, secure, and addresses the causes of their offending behaviour.
Ministry of Justice:
The Ministry of Justice Procurement Directorate will be supporting the Youth Justice Board with the process. The Ministry of Justice came into being on 9.5.2007. It brought together the responsibilities of the Department of Constitutional Affairs, the National Offender Management Service (NOMS) and the Office for Criminal Justice Reform.
Establishments:
During the tendering process there is a probability that an establishment(s) will be decommissioned. The Authority does not know as yet the timing which this may take effect or has yet to identify the establishment(s) that this is likely to affect, but bidders should take note. More information will be given within the invitation to tender on how bidders will reflect their amended cost for the decommissioning of an establishment(s) and how the possible change would take effect. Bidders should also note that the there could be further decommissioning of establishment(s) during the life of the contract.
Registration:
The Youth Justice Board will be using the Ministry of Justice eSourcing portal throughout this procurement exercise. The eSourcing portal is an online application that allows all potential suppliers to create and submit their responses to any requests for information, requests for quotes, or requests for proposals via the internet rather than in paper form (where they have been invited to respond). If you are not registered on the eSourcing portal please send an e-mail to the relevant buyer as stated in the notice/advert YJB_DSA_Advocacy_Project@yjb.gsi.gov.uk.

Company name.
Your name.
Contact e-mail.
Sourcing reference number: eg. 2054-2-YJB-MC-RFI The buyer will then contact you with the registration process. Once registered please confirm this with YJB_DSA_Advocacy_Project@yjb.gsi.gov.uk to ensure that you are added to the request for information. If you are already registered on the eSourcing portal please contact the relevant buyer expressing your interest in the sourcing event. You will then be notified by e-mail when the sourcing event has been opened.

Transparency:
HM Government requires that tender documentation issued by government departments for contracts with a value exceeding 10 000 GBP over the life of the contract are published online (www.businesslink.gov.uk) for the general public. The resulting contract shall also be published. The Youth Justice Board and/or Ministry of Justice may use its discretion to redact information to protect key commercial interest or on prescribed grounds. Therefore, bidders who wish information not to be published if successful should secure agreements with the Youth Justice Board and/or Ministry of Justice prior to submission. This could include key commercial interests, would be trade secrets and commercial interests which would be prejudiced by publication, all following the test in section 43 of the Freedom of Information Act 2000 http://www.justice.gov.uk/guidance/docs/foi-exemption-s43.pdf. Only documentation relating to the award will be published.

The prescribed grounds for redaction are:
(a) National security;
(b) Personal data;
(c) Information protected by intellectual property rights;
(d) Information which is not in the public interest to disclose (following tests under the Freedom of Information Act 2000);
(e) Third party confidential information;
(f) IT security; and
(g) Prevention of fraud.
Award criteria:
The most economically advantageous tender based on IV.2.1. The sub-criteria for each criteria will be stated in the ITT.
Award of contract:
The Youth Justice Board and the Ministry of Justice reserves the right to reject all or any bids for the competition and not to award a contract, without any liability on its part. Nothing in this OJEU contract notice shall generate any contractual obligations prior to the signature of a contract.
Contract:
A contract for each lot for independent advocacy services for young people covering England and Wales for 3 years with an option to extend by a further 2 years. The Youth Justice Board and Ministry of Justice are keen to encourage the involvement of small and medium enterprises (SMEs) and third sector organisations and are therefore willing to consider a number of options regarding the contracting and any sub-contracting arrangements.
Freedom of information:
The Freedom of Information Act came fully into force in 2005. If any organisation considers that any information supplied by them is either commercially sensitive or confidential in nature, this should be highlighted and the reasons for its sensitivities specified. In such cases the relevant material will in response to FOI requests be examined in the light of exemptions provided for in the Act.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Youth Justice Board will incorporate at least a 10 calendar day standstill period after contract award decision is taken but before contract is signed. At the time information on the bids and the award of contract will be communicated to all participants. The period allows unsuccessful bidders to seek further debriefing from the Authority before the contract in entered into. If questions regarding the award of contract have not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No.5) and the Public Contracts (Admendment) Regulations 2009 (SI 2009 No.2992) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained

Youth Justice Board for England and Wales
102 Petty France
SW1H 9AJ London
UNITED KINGDOM

VI.5)Date of dispatch of this notice:1.10.2012