Supported Living Services for Adults with a Learning Disability Cardiff

Supported Living Services for Adults with a Learning Disability Cardiff

The Council would like to invite expressions of interest from suitably qualified and experienced organisations to provide Supported Living Services to citizens with a Learning Disability.

United Kingdom-Cardiff: Health and social work services

2014/S 208-368949

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Cardiff Council
County Hall, Atlantic Wharf
For the attention of: Denise Moriarty
CF10 4UW Cardiff
Telephone: +44 2920873732

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Electronic access to information:

Electronic submission of tenders and requests to participate:

Further information can be obtained from: Cardiff Council
County Hall, Atlantic Wharf
For the attention of: Denise Moriarty
CF10 4UW Cardiff
Telephone: +44 2920873732
Internet address:

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Cardiff Council
County Hall, Atlantic Wharf
For the attention of: Denise Moriarty
CF10 4UW Cardiff
Telephone: +44 2920873732
Internet address:

Tenders or requests to participate must be sent to: Cardiff Council
County Hall, Atlantic Wharf
CF10 4UW Cardiff
Telephone: +44 2920873732
Internet address:

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

Other: Social Care

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:

Supported Living Services for Adults with a Learning Disability.

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: The City of Cardiff.

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 City of Cardiff Council is committed to supporting citizens with a Learning Disability, to live independently in the community within their own homes.
The Council would like to invite expressions of interest from suitably qualified and experienced organisations to provide Supported Living Services to citizens with a Learning Disability.
The current contractual arrangement supports 257 (October 2014) citizens within Cardiff across 91 supported living schemes and will expire on 31.7.2015. It is anticipated that the number of citizens in supported living may increase due to new supported living schemes being developed over the lifetime of the proposed contract although no guarantee can be given with regard to the volume of services required.
The City of Cardiff Council therefore, seeks to appoint a number of Supported Living provider organisations to deliver Personal Domiciliary Care and Housing Related Support services for citizens with a Learning Disability across the city.
For the purposes of these services, Cardiff has been split into 6 localities with each locality representing a separate lot. Bidders should note that the Council intends to award contracts to a minimum of 3 and a maximum of 6 provider organisations to provide these services. Bidders are free to bid for any number of lots but award will be restricted to a maximum of 2 lots.
The Council proposes to award 2 separate contracts to the appointed provider for each locality: 1 in relation to the Housing Related Support (HRS) services and the other in relation to Personal Domiciliary Care (PDC) services. The estimated total of both the proposed contracts is 15 000 000 GBP.
The proposed Contracts will commence on 1.8.2015 and will be have a fixed term of 3 years, with the option to extend for up to a further period, or periods equating to no more than 2 years, and provided that the contract does not extend beyond 31.7.2020.
It is anticipated that there will be future development of schemes over the period of the period of the contract and this will be managed via variation schedules in line with the Council’s governance. The requirements for each locality will be based on the number of schemes and individual assessed need. That information will provide a picture that will determine an affordability threshold.
The City of Cardiff Council welcomes bids from all organisations, including consortia, lead contractor organisations and sole tenderers.
The principles of The City of Cardiff Councils Supported Living Service provision are that people with a Learning Disability are able to own or rent their own home and have control over the support they receive in order to live independently in the community.
Supported living assumes that all people with Learning Disabilities, regardless of the level or type of disability, are able to make choices about how to live their lives even if the person does not make choices in conventional ways.
Current Supported Living models in Cardiff include:
— Citizens living in a rented or owned property receiving an individual support package,
— Citizens sharing accommodation with others in a rented property (usually through a Registered Social Landlord) with each tenant receiving an individual support package,
— Citizens living in a network of houses or flats, providing support to others as well as getting individual support (also known as Core and Cluster accommodation and support).
Bidders should note that this service does not include Adult Placement/Shared Lives provision or Learning Disabilities residential care provision.
The City of Cardiff Council is committed to providing a range of high quality, person centred and co-produced services which promote and maintain the independence and inclusion of citizens with Learning Disabilities: including Autism Spectrum Conditions, Physical and Sensory Impairment, Challenging Behaviour and Complex Needs.
In order to progress this vision, the City of Cardiff Council intends to commission Domiciliary Care and Housing Related Support services for Supported Living Services which can respond flexibly to the needs of citizens, carers, commissioners and other stakeholders. These services will enable citizens to live as independently as possible.
It is expected that support delivered as part of this contract will be of high quality and will be delivered by suitably trained and qualified staff. Support will be personalised and outcome focused, co produced with citizens, family carers and other stakeholders.
The provision of support through the current model has been successful in delivering the specified care and support requirements for the citizens, families/carers and Council. However, in order to further develop the principles of a citizen directed support service, the strategic vision for the future provision of Supported Living model will be based on:
i. Outcomes based services,
ii. Greater choice and control,
iii. Independence.
The model will focus on outcomes based working. The lead locality providers will support each individual to meet their identified outcomes .This will involve creative solutions with provider organisations accessing a range of services, including community and Council wide services, to meet outcomes.
For further information on Learning Disabilities and Supported Living services in Cardiff please refer to the Cardiff Council Learning Disability Commissioning Strategy 2012-2017.
As part of the procurement process, Cardiff Council would like to invite interested organisations to attend a bidder’s forum regarding this opportunity.
Cardiff Council in partnership with Business Wales will host 2 sessions, taking place on Friday 7.11.2014 at 9:30 and 13:30. Further details of the sessions will be provided prior to 7.11.2014.
It is intended that the sessions will be used to provide an overview of the Supported Living services model and client base, the tender process and the lotting process, a summary of the nature of the services required and will also address any questions that suppliers may have regarding the procurement process. The forum will also be used as an opportunity for Business Wales to provide support and assistance to potential suppliers to complete the PQQ application documents for this opportunity.
The forum will be attended by representatives from the Health and Social Care Directorate, Commissioning and Procurement and Business Wales.
Additional Information.
The Council is undertaking a 2 stage restricted tender process where a pre-qualification questionnaire (PQQ) will be used (Selection Stage) to create a short-list of provider organisations that meet the Council’s minimum criteria for the contract.
The Council will evaluate the provider organisations ability to meet minimum selected criteria, such as but not limited to insurance levels, economic and financial standing, capacity and capability and past experience.
Bidders should note that the closing date for submissions is 12:00:00 pm on 28.11.2014 and a threshold pass mark of 50 % will be applied at the PQQ selection stage. Only provider organisations which pass this threshold will be invited to tender (Award Stage).

To express an interest and download the tender documents for this opportunity, please go to the Council’s e-tendering website and if you are not already registered, please complete the free registration process ensuring that you select Cardiff and the Common Procurement Vocabulary (CPV) codes, 85000000 Health and social work services, 85320000 Social services, 85312000 Social work services without accommodation.

Once you have registered, please go to the opportunity ERFX1000256: ‘Learning Disability Supported Living Services’ and express an interest. You will then be able to download the documentation.
Please ensure that you read the tender documents carefully in order to be aware of the requirements of the process and all the relevant deadlines.
*** Tender Documentation can only be accessed through the Website. ***
The services being procured fall within Part B of the Procurement Regulations and, as such, the Procurement Regulations only apply in part to this procurement. Accordingly tenderers should note that the Council has chosen voluntarily to issue the contract notice and for the avoidance of doubt this action shall not give rise to any further obligations other than those applicable to Part B services.
Given this is a voluntary contract notice, bidders should note that all dates relating to the process are subject to change. The Council will use a fair, transparent and proportionate procedure with time-scales and processes chosen by the Council. For the avoidance of doubt the Council will not be bound by and statutory time limits as this is a contract opportunity which for the purposes of the Public Contracts regulations is a Part B Service, and therefore not subject to the full extent of the Public Contract Regulations (as amended) is not required to be tendered under the Public Contract Regulations (as amended) and accordingly the Council is only obliged to comply with those parts of the Regulations (as amended) which apply to Part B Services.
The Council reserves the right to award all, part or none of the business forming the subject matter of this procurement and to abandon, halt, pause, postpone this procurement at any time. Under no circumstances will the Council incur any liability (including, but not limited to, liability as to costs) in respect of this procurement exercise, the abandonment of the same, or any documentation issued as part of this procurement exercise.
Lodging of Appeals.
The Authority will incorporate a voluntary standstill period as a matter or good practice. However this is not to be construed as evidencing compliance with the Public Contract Regulations (as amended). For the avoidance of doubt this is a Part B Service, and the Council is not obliged to comply with the standstill requirements and simply shall incorporate into the timetable to evidence transparency, as directed by the Public Contracts Regulations (as amended) and send the award decision notice which will include: if the bid is held not to be compliant with any technical specification, the reason for that decision; the name of the party to be awarded the contract, and a precise statement of when the standstill period is expected to end, including how it may be affected by any ‘contingencies’ e.g. complaints or challenges, and the date after which the contract may be entered into.
Applicants will have the duration of the standstill period to ask further questions or bring proceedings.

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

II.1.6)Common procurement vocabulary (CPV)

85000000, 85312000, 85320000

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

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

II.2.1)Total quantity or scope:

Estimated value excluding VAT: 75 000 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

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

Starting 1.8.2015. Completion 31.7.2020

Section III: Legal, economic, financial and technical information

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

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide a reference from their bank.
(2) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(3) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years.
(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract.
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


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

Envisaged minimum number 5
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

28.11.2014 – 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

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

VI.3)Additional information

Proactis registration information steps to follow:

a) Click on link:

b) To register:
— Click on ‘Register Now’ button,
— Enter the information requested and click on the ‘Register’ button to start the process,
— An activation e-mail will be sent to the e-mail address of the primary contact,
— Click on the link contained in the e-mail to activate your account,
— The supplier will then be asked to provide basic organisational information and register against the relevant CPV codes and select Cardiff Council as a buyer.
c) To access an opportunity:
— Click on ‘Opportunities’ (only have to log on to bid, can view opportunity without logging on),
— Once logged in click on Opportunities tab at the top of the page,
— Click on advanced search and a box will appear — in the buyer box type in Cardiff,
— Find opportunity and click on ‘view’,
— You will be able to see the opportunity notice tab,
— Click on ‘Register Interest’.
d) To create a response:
— Click on ‘Request from Buyers’ within the opportunity tab,
— Select the opportunity that you have registered against,
— Select ‘Create a Response’,
— Run through the wizard to create a response.
e) To complete a response; The response is made up of 5 tabs:
— General — This is where you can note any additional information for the buyer,
— Item — Not applicable,
— Questionnaire — This is where you answer questions related to the procurement (please click on the ‘?’ whenever you see the symbol as this provides you with question specific information). Question response types will vary between attachments; drop down list, numerical or text input,
— Attachments — This is where you can attach any additional documents,
— Reference Fields — Not applicable.
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Important: Please read this section before completing any questions.
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— Communication/messages: To write or read any messages use the secure messaging to communicate with the Council and to seek clarification, this will provide an audit trail for all discussions and clarifications. Please click on the opportunity and click the ‘view messages’ button.
— Response time — do not leave your response until the last minute or hours before the deadline. If you experience connection problems you will miss the deadline and your response may be deemed non-compliant and rejected. Always upload generic information early to avoid last minute time pressure.
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Please note depending on the time of day and internet traffic, the submission of large electronic files may take some time. The speed at which your submission is received will also depend on the size of the file and the internet bandwidth available to you.
Allow sufficient time when tendering electronically. As a general guide, a simple 2 page text file should take less than 30 seconds to transmit. A large file (i.e. one approaching 4 MB file size) may take several minutes to transmit. All of the submission must be received prior to the submission deadline.
If your transmission is part received when the deadline is reached, the submission will fail. As a general rule, if the transmission process has not completed within 10 minutes, it has been unsuccessful.
— Submitting responses — Please submit your response when completed. This will submit your response to the Council.
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If you are experiencing technical difficulties with this site, then please ensure you are viewing the site via Internet Explorer 8, 9 or 10, or the latest versions of Safari, Firefox and Chrome.
(WA Ref:16908).
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are: Community Benefits will be detailed in tender documentation.

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: