UK Families First Tender

UK Families First Tender

Families first is a Welsh Government programme to fund the development of effective multi-agency systems and support for families, particularly those living in poverty, that recognises the specific needs of different families and the common requirement for multiple agencies to provide holistic, integrated packages of support.

UK-Cardiff: health and social work services

2012/S 97-161874

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Cardiff County Council
County Hall, Atlantic Wharf
Contact point(s):
For the attention of: Craig Woolcock
CF10 4UW Cardiff
Telephone: +44 2920873738

Internet address(es):

General address of the contracting authority:

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
Social protection
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:

UK – Families first.
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: Within the geographical boundaries of the City & County of Cardiff.
NUTS code UKL22

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 County Council of the City and County of Cardiff (for and on behalf of itself, – South Wales Fire and Rescue, South Wales Police, Cardiff and Vale University Health Board, Cardiff Third Sector Council, Wales Probation Trust, Local Government and Communities – Welsh Government).
Families first is a Welsh Government programme to fund the development of effective multi-agency systems and support for families, particularly those living in poverty, that recognises the specific needs of different families and the common requirement for multiple agencies to provide holistic, integrated packages of support. The Welsh Government requires local authorities to lead multi-agency partnerships in providing Families First.
A key Welsh Government requirement of Families First is that it focuses on early intervention, prevention and protection, as opposed to the remedial end of the spectrum of need. This recognises that interventions at this end of the spectrum can reduce later escalation of need, and also it is here where there is a need for greater service provision.
The GBP 22 650 380 grant allocation from the Welsh Government to Families first in Cardiff will fund services over a five year period from 2012/13 – 2016/17. This money replaces the present Cymorth grant. Accordingly bidders should note that the proposed contracts will be reliant upon continued Welsh Government grant funding. Further information is set out in the invitation to participate in dialogue.
After extensive consultation, the contract is to be divided into six lots (six service ‘packages’) which have been identified and will constitute the Families first programme:
— Lot 1 – early years,
— Lot 2 – youth engagement,
— Lot 3 – sustainable employment,
— Lot 4 – healthy lifestyles,
— Lot 5 – emotional and mental health and wellbeing,
— Lot 6 – disability focus.
Tenderers may bid for one or multiple lots.
Given the core requirements of the services to be delivered under the Families First Programme, the Council recognises that organisations may come together in order to bid collaboratively. The Council welcomes bids from all tendering organisations including consortia, lead contractor arrangements and sole tenderers.
Outcome-based service specifications have been developed in order to ensure that providers are focused on delivering outcomes for families and are encouraged to form innovative partnerships with other agencies in order to deliver the outcomes set out for each package. This means that specific services are not identified but the onus is placed on providers to demonstrate how their proposed services will deliver the outcomes for families with identified needs.
Community benefits do not apply to this contract.
II.1.6)Common procurement vocabulary (CPV)

85000000, 85300000, 85311300

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: 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:

The proposed contracts will be awarded with a fixed term to expire on 31.3.2017 and will contain an option to extend on an annual basis for further periods of twelve (12) months provided that the contract does not extend beyond 31.3.2019, subject to Welsh Government funding.
The estimated value over the maximum term of 7 year term is approximately 32 820 186 GBP excluding VAT.
However this figure is indicative:
There will be 6 lots:
Lot 1- early years (estimated annual value 797 974 GBP).
Lot 2 – Youth Engagement (estimated annual value 1 494 712 GBP).
Lot 3 – Sustainable Employment (estimated annual value 398,987 GBP).
Lot 4 – Healthy Lifestyles (estimated annual value 571 683 GBP).
Lot 5 – Emotional and Mental Health and Wellbeing (estimated annual value 1 149 321 GBP).
Lot 6 – Disability Focus (estimated annual value 396 808 GBP).
Further indicative activity information is set out within the invitation to participate in dialogue.
Estimated value excluding VAT: 32 820 186 GBP
II.2.2)Information about options

Options: yes
Description of these options: See Section VI (additional information).
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2
II.3)Duration of the contract or time limit for completion

Duration in months: 84 (from the award of the contract)

Section III: Legal, economic, financial and technical information

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

The awarding authority reserves the right to request a bond, parent guarantee and / or other guarantees of financial liability both at award of the contract and during the term of the contract.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As set out in the tender documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

None specified, save that in the case of a partnership or consortia or other grouping of more than one legal entity, one party must act as “prime contractor” / “lead contractor”. Consortia must be legally constituted prior to contract award or establish joint and severable liability.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As outlined in the contract and tender documentation.
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: As set out in the tender documentation.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in the tender documentation.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out in the tender documentation.
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

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

Envisaged minimum number 1 per lot: and maximum number 3 per lot
Objective criteria for choosing the limited number of candidates: The criteria used for selecting the limited number of candidates for each lot is detailed in the Invitation to Participate in Dialogue document (ITPD).
IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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

Time limit for receipt of requests for documents or for accessing documents: 25.6.2012 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

25.6.2012 – 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

in days: 120 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders


The Chief Legal & Democratic Services Officer, County Hall, Atlantic Wharf, Cardiff, CF10 4UW.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Authorised Council employees only. No members of the general public.

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

Any companies expressing an interest in this tender opportunity will be required to register on the Council’s suppliers list (If not already registered) prior to downloading the documents.
Any company acquiring documents in any way other than through the portal at may not be considered and their submission not evaluated. If you are registering for the first time, you must register your company details against the company profile against category SA99. You may also register against other relevant categories.

You will then need to search through the bulletin board on the portal for our tender reference 7066CCC and register your interest in taking part in the tender process.
The invitation to participate in dialogue (ITPD) will then be available for applicants to download. Please note ITPD document is only available by download from this site, and will not be issued in any other way.
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, 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.
Please note the following options.
1. Option to terminate the contract at any stage if the Welsh Government withdraws funding.
2. Option to extend contract on an annual basis by twelve (12) months provided that the contract does not extend beyond 31.3.2019.
3. Option to adjust funding between packages to respond to changes to levels of need, the relative performance of consortia, and also from having further evidence on the level of unmet need across the packages. This will be included within the contracts, with a maximum percentage of annual fees (likely to be up to 15 %) that can be reapportioned at the end of each year.
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 an OJEU 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.
Further the Council has chosen not to follow one of the procurement procedures set out in the Procurement Regulations, although the procurement process will be encompassing some elements akin to the Open Procedure and some elements akin to the Competitive Dialogue Procedure.
Nevertheless, this procurement will follow a clear, structured and transparent process to ensure a fair and level playing field is maintained at all times and that all tenderers are treated equally and fairly.
Given this is a voluntary OJEU 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 timescales 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 extend 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 ITPD will outline the requirements of the tender process and the evaluation criteria.
The Council’s procurement process encompasses some elements akin to the Competitive Dialogue Procedure, in particular there will be “dialogue”. The purpose of the dialogue meetings will be to discuss specific elements of proposal which require development. The Council expects to hold dialogue meetings with up to 3 bidders per lot. Following these dialogue meetings, the Council will issue a “call for final tenders” (final invitation to tender) to all participants who have participated in dialogue.
Outline submissions are to be returned in accordance with the instructions in the ITPD and in order to receive consideration must be received no later than 12:00:00 noon on Monday 25th June 2012. It should be noted that the deadline for requests to participate is 12:00:00 on Monday 25th June 2012; and it should be noted that the ITPD will not be available after this time.
It should be noted that the Council will evaluate ITPD submissions using a two-stage process:
1. Qualification questions:
These questions will consist of a mix of “pass / fail” and “scored” questions. Applicants who fail any of the pass fail questions will have their submission disqualified and will be given no further consideration in this process.
It should be noted that for the scored questions, a quality threshold score will apply, and only applicants achieving this quality threshold will be considered to move forward into the second stage of the ITPD evaluation (Method Statement).
The Council intends to select up to 3 bidders per lot to move forward into the second stage of the ITPD.
2. Method Statement
This stage will require applicants to provide both generic and contract-specific information relating to their organisation and the services in scope of the Lots they wish to tender for.
Detailed information on the further stages of this procurement is provided in the ITPD document.
The tender award criteria for this procurement will comprise of cost and quality. Full details of the award criteria and the method of evaluation will be provided in the Call for Final Tenders (final Invitation to Tender).
The Authority does not bind itself to accept the lowest or any tender as part of this process.
The expected timescales are as follows:
Stage of Procurement Deadline date.
Deadline for clarification questions regarding the Invitation to Participate in Dialogue 15th June 2012.
Closing date for submission of Outline Proposals 12:00:00 28th June 2012.
Shortlist of selected participants agreed – PQQ 4th July 2012 & Method Statement 11th July 2012.
Dialogue meetings with tenderers for each lot Starts 26th July 2012.
Specifications and contracts reissued with Call for Final Tenders (Final Invitation to Tender) 14th September 2012.
Deadline for clarification questions about Final Invitation to Tender 27th September 2012.
Closing date for submission of Final Proposals 12:00:00 4th October 2012.
Evaluation of Final Proposals 11-12th October 2012.
Notification of successful and unsuccessful bidders 14.11.2012.
Alcatel “standstill period” ends 26.11.2012.
Contract Award 27.11.2012.
Contract mobilisation begins 27.11.2012.
Continuous improvement:
Potential bidders should note that the successful providers will have an ongoing obligation throughout the term of the framework agreement to identify new or potential improvements to the services (and to the arrangements in general). Examples of the type of improvements the Council will wish to explore during the term of the framework include, but are not limited to improvements to quality, responsiveness, procedures, benchmarking methods, likely performance mechanisms and customer support services in relation to the services.
The Council will not meet any costs incurred by any party in responding to this notice.
Buy4Wales Reference Number: 30347.

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 Council shall incorporate the standstill period as a matter of 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” eg., 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. Such information should be sought from the contact named in Section 1.1 of this notice.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: