Rehabilitation Officers and Rehabilitation Assistants

Rehabilitation Officers and Rehabilitation Assistants

The Provision of Rehabilitation Officers and Rehabilitation Assistants to Work With Visually Impaired Adults, Children and Their Carers in Denbigshire.

UK-Prestatyn: other community, social and personal services

2012/S 69-114650

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Denbighshire County Council
Social Services, Ty Nant, Nant Hall Road
For the attention of: Emily Jones-Davies
LL19 9LG Prestatyn
Telephone: +44 1824706629
Fax: +44 1824706660

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

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

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:

The Provision of Rehabilitation Officers and Rehabilitation Assistants to Work With Visually Impaired Adults, Children and Their Carers in Denbigshire.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 25: Health and social services
Main site or location of works, place of delivery or of performance: Denbighshire.
NUTS code UKL13
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)

This Contract is for the provision of Rehabilitation Officers and Rehabilitation Assistants to work with the visually impaired adults, children and their carers in Denbighshire The Contract will run for a period of 2 years.
Community Benefits do not apply to this contract.
II.1.6)Common procurement vocabulary (CPV)


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

The contract is covered by the Government Procurement Agreement (GPA): yes

This contract is divided into lots: no
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

1 Introduction.
1.1 A Service Specification describes the minimum requirements for a particular Social care Service. It sets out the important elements of that service. All types of service that might be commissioned for someone by the Purchaser will be described in Specifications and the Specification will form part of any Contracts or Agreements that are drawn up with those who are to provide the service or part of the service.
1.2 The Purchaser is looking at more cost effective and flexible ways of supporting individuals, moving away from traditional services, to services that better meet individuals needs and promote independence, and are outcome focused for individuals and their carers. The Purchaser’s priorities are therefore the provision of community based services that support independence, reduce isolation, and are delivered within an enabling ethos which maximise daily living skills.
2 Key Objectives of the Service.
2.1 The successful Provider shall manage and provide the following specialised service to visually impaired children, young people, adults and their carers living in Denbighshire:
— carry out a comprehensive individual assessment of need,
— compile an individual rehabilitation program which will include (but is not exhaustive) the appropriate use of equipment; counselling, support and advice service,
— those services stated under this Agreement.
2.2 The following hours will be provided under this Agreement:
Rehabilitation Officer(s) for Vision Impairment as outlined below:
— adult s- Total of 81 hours 24 minutes per week or 11 days per week,
— children & Families – Total of 1 day per week.
Rehabilitation Assistant(s) for Vision Impairment as outlined below:
— total of 15 hours per week.
3 Services to be provided
3.1 Rehabilitation Officer
3.1.1 The Rehabilitation Officers will be employed by the Provider and must:
— sign and agree to the terms and conditions of the existing Provider’s ‘Statement of Main terms and Conditions of Employment’.
3.1.2 The Rehabilitation Officer’s role is to:
— provide a comprehensive assessment, rehabilitation including equipment, counselling and advice service to the visually impaired, and their carers,
— liaise with statutory and Voluntary Organisations, including Health, and advise on the provision of available services.
3.1.3 Key responsibilities are:
— to carry out assessment of User needs through discussion and observation with the Services User and appropriate others,
— to provide a rehabilitation programme negotiated with the individual funding body and appropriate others through teaching, communication, mobility and daily living skills to enable the individual to achieve and maintain maximum independence,
— to carry out assessments within an agreed timescale,
— to provide information, advice and training by co-coordinating group sessions with the support of colleagues and volunteers when appropriate, to maximise peer group support,
— to maintain accurate and up to date records, providing reports and statistical information as required, by completing appropriate forms and case notes, to enable efficient monitoring of the Service,
— liaise with other groups to promote awareness regarding visual impairment,
— to offer counselling to Service Users and their families on matters relating to visual impairment,
— to liaise with social services, health, education and staff from other voluntary organisations,
— to plan and deliver awareness raising course and undertake access audits,
— to communicate effectively with colleagues, both internal and external,
— participate in team meetings, ongoing training and development,
— adhere to the Provider’s Equal Opportunities and Confidentiality Policies in all work undertaken,
— in agreement with line manager attend relevant meetings representing Vision Support.
3.2 Rehabilitation Assistant.
3.2.1 The Rehabilitation Assistant will be employed by the Provider. The role is to:
— promote independence,
— enhance Service User’s quality of life by providing practical help, e.g., equipment demonstrations,
— provide support to Service Users.
3.2.2 Key responsibilities are:
— to visit Service Users as referred, and submit a short written report for each visit,
— where appropriate assist Service Users in discovering what benefits they may be entitled to and ensure that they receive those benefits, by filling in forms, accompanying to appointments etc,
— identify areas where Service Users could benefit from referral to other service providers (e.g. Guide Dogs for the Blind, British Wireless for the Blind Fund, Low Vision Aid Clinic) and provide appropriate referrals,
— accompany Service Users to appointments, introduce them to local social groups and provide support with correspondence,
— before decreasing frequency of visits ensure that a support network is in place that will, as far as possible, enable the Service User to remain safe and independent in the community,
— develop an understanding of visual impairment issues, especially the services and range of aids and equipment available to people with a visual impairment,
— take part in supervision, appraisal and team meetings and undertake training appropriate to the post,
— adhere to the Provider’s Equal Opportunities and Confidentiality Policies in all work undertaken,
— working in partnership with other agencies, for example Social Services, Low Vision Clinics and other voluntary sector organisations.
4 Who will be provided with the Service.
4.1 All referrals in relation to this Agreement for the rehabilitation and support service will be made through the Intake Team of Denbighshire Adult Social Care. The Provider will not provide any direct service, unless independent of this Agreement.
4.2 All referrals in relation to this Service for the rehabilitation and support service to be delivered to children and young people will be made through the Children with Additional Needs Practice Group within the Intensive Family Support Service in Children and Family Services.
5 Where will the Service be provided.
5.1 The Service will be provided to Service Users throughout the County of Denbighshire who have been referred for a Vision Impairment Assessment.
5.2 The Rehabilitation Officer(s) and Assistant(s) will work in conjunction with the Intake Team, Denbighshire Adult Social Care, Children with Additional Needs Practice Group within the Intensive Family Support Service in Children and Family Services and will be based at 64 Brighton Road, Rhyl.
6 When will the Service be provided.
6.1 The Service will be provided during the working hours of Monday to Friday 9:00am – 5:00pm with flexible working available by negotiation with the Purchasing Team Manager (Adult Services) Children with Additional Needs Practice Leader (Children and Family Service) which will be agreed in accordance with the Purchaser’s Policies and Procedures.
7 Daily responsibilities.
7.1 The Provider will:
— undertake supervision in accordance with the Purchaser’s policies and procedures and will relate to work matters only,
— inform the Purchaser of any issues that are raised during supervision,
— send to the Purchaser on request a copy of the supervision notes,
— hold monthly team meetings.
7.2 The Purchaser will:
— manage and provide the day to day case load for the Rehabilitation Officers/Assistants,
— hold weekly business meetings with the Rehabilitation Officers/Assistants to discuss service delivery / development issues.
8 Absences from work.
8.1 Sickness.
8.1.1 Where a Rehabilitation Officer/Assistant is unable to provide the Service due to sickness, the Purchaser must be informed by 10:00am on the first day of sickness, either by the Officer/Assistant or the Provider.
8.1.2 Once the approximate duration / length of illness is known the Provider / Rehabilitation Officer/Assistant must inform the Purchaser in order for appropriate cover to be arranged.
8.2 Annual Leave.
8.2.1 The Provider operates their own holiday entitlement:
Up to 5 yrs continuous service 24 days per yr (exc. bank holidays).
5 years continuous service 29 days per yr (exc. bank holidays).
8.2.2 Part time staff holiday entitlement is calculated on a pro rata basis.
8.2.3 The Provider shall notify the Purchaser of the Rehabilitation Officer’s/Assistant’s intentions to take annual leave at least 1 week in advance of occurrence.
8.2.4 Where 1 week’s notice is not feasible, the Provider must notify the Purchaser of the annual leave at the earliest time possible.
8.2.5 Any discrepancies around the taking of annual leave will be discussed at the Review meetings in accordance with Part B, paragraph 9.1 or at such other times as either party feels necessary.
8.2.6 If long periods of absence occur (greater than 1 calendar month) due to sickness or annual leave it is expected that the Provider will endeavour to find suitable cover during the absence.
8.3 Training.
8.3.1 The Rehabilitation Officers/Assistants will be eligible to access all training relevant to this Agreement held by the Purchaser. Any expenses for this training will be met by the Purchaser.
8.3.2 Professional development and training expenses/costs for the Rehabilitation Officers/Assistants must be covered by the Provider; however, the Purchaser must allow reasonable time for the Rehabilitation Officers/Assistants to attend courses relevant to this Agreement.
8.3.3 Details of all training must be recorded in such permanent form as the Purchaser may approve. A record of all training received by the Provider for the previous year may be requested by the Purchaser at any time during this Agreement.
8.4 Travel & Expenses.
8.4.1 Rehabilitation Officers/Assistants must submit any expenses / travel claims for payment directly to the Provider. Payment of these will be a private arrangement between the Provider and their employees.
8.4.2 The Purchaser will reimburse any authorised expenses / mileage to the Provider. This should be submitted in such suitable form as agreed with the Purchaser, and in accordance with Part A, Paragraph 21.7.
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

Starting 2.7.2012. Completion 1.7.2014

Section III: Legal, economic, financial and technical information

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

Parent company guarantee if requested.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payment will be 30 days from any invoice.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and several lablity.
III.1.4)Other particular conditions
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) is bankrupt or is being wound up, whose affairs are being administered by the courts, who has entered into an arrangement with creditors or who is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding-up or administration by the courts or for an arrangement with creditors or is the subject of any other similar proceeding under national laws or regulations;
(c) has been convicted of an offence concerning his professional conduct by a judgement which has the force of res judicata;
(d) has been guilty of grave professional misconduct proven by any means which the contracting authorities can justify;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under the provisions of the Directive on the criteria for qualitative selection.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) bank statement and/or evidence of professional risk indemnity insurance;
(b) balance sheets or extracts of balance sheets;
(c) statement of turnover for a maximum of the last 3 years.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(b) a list of principal deliveries effected or services provided in the last 3 years and evidence of delivery;
(d) a description of technical facilities and measures used to ensure quality;
(e) educational and professional qualifications of the supplier and staff responsible for performing the contract;
(g) a statement of average annual manpower and number of staff in the last 3 years.
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

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

21.5.2012 – 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

Duration in months: 6 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

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

The Authority’s view is that the Transfer of Undertakings (Protection of Employment) Regulations 2006 (“TUPE”) may apply to any contract or agreement arising from this tender exercise. It is the responsibility of any prospective provider to make their own enquiries as to whether the regulations apply to this opportunity.
Tender documents can be obtained from the person identified in Section I of this notice.
Buy4Wales Reference Number: 29831.
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 contracting Authority will incorporate a minimum 10 calendar day standstill period (or 15 days where non-electronic or fax methods are used) at the point that an award decision is communicated to tenderers. The award decision notice 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: and will specify when the stand still 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 has not been successfully resolved, the Public Contracts (Amendment) Regulations 2009 provide for aggrieved parties who have been harmed or 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 a framework 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.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:5.4.2012