Victim Support Services Caerphilly County Borough Council

Victim Support Services Caerphilly County Borough Council

The Council requires a nominated person to preside in the role of Victims Services Manager within the Safer Caerphilly Community Safety Partnership.

Victims Services Manager for Safer Caerphilly


1 Authority Details


Authority Name and Address

Caerphilly County Borough Council

Penallta House, Tredomen Park, Ystrad Mynach,


CF82 7PG


Anne Knibbs

+44 1443863161

+44 1443863167


Address from which documentation may be obtained

Caerphilly County Borough Council



Completed documents must be returned to:

Caerphilly County Borough Council


2 Contract Details



Victims Services Manager for Safer Caerphilly


Description of the goods or services required

Safer Caerphilly Community Safety Partnership requires a service specification and referral process to support victims of Anti Social behaviour.

The Council requires a nominated person to preside in the role of Victims Services Manager within the Safer Caerphilly Community Safety Partnership and be based at its offices in Pontllanfraith House, Pontllanfraith, Caerphilly County Borough.

The successful Provider will hold line manager and all human resources responsibility for the role, which will be funded by Safer Caerphilly Community Safety Partnership.

The current service is funded by The Welsh Government (80%) and the Office of the Police and Crime Commissioner (20%). This funding is agreed on an annual basis and therefore the Service Provision will be wholly subject to the confirmation and receipt of funding annually. Failure to obtain funding will result in the cessation of the service provision.

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


Notice Coding and Classification

75200000 Provision of services to the community
85312300 Guidance and counselling services
85312310 Guidance services
98000000 Other community, social and personal services

1016 Gwent Valleys (Torfaen, Blaenau Gwent, Caerphilly)


Total quantity or scope of tender

The requirement is anticipated to be for two years (subject to annual review of grant funding) with an option to extend for two further periods of twelve months each and will commence on 01 April 2015. The seconded staff member will be commissioned by the Partnership for 37.5 hours a week.

The total grant payable by the Safer Caerphilly Community Safety Partnership from the period 2015 – 2016 financial period (ending 31st March 2016) is up to £34,300. This figure includes salary and on costs, the recruitment of specialist anti-social behaviour volunteers and training. Any bids submitted outside this amount will not be considered.

Purpose and Objectives of the Role:-

– To provide a comprehensive support and outreach service to victims and witnesses of antisocial behaviour.

– To act as a referral point for Safer Caerphilly Partnership for cases that require support and assistance

– Develop victim awareness through promotion of services and activities with the media.

– To work in partnership with existing agencies to promote services to victims and witnesses

– To advocate on behalf of victims and witnesses with regard to highlighting any deficiencies in service across partnership agencies.

– To recruit and manage a team of specially trained volunteers.

– To provide a Mediation Service for parties suffering anti-social behaviour when applicable.

– To provide a Family Support service to referrals of the Safer Caerphilly Channel Process.

– To represent the Safer Caerphilly Partnership at partnership meetings.

– To provide verbal and written reports on anti-social behaviour and the Victims Champion role as and when required.

– To give presentations on anti-social behaviour and the work of the Safer Caerphilly Partnership as and when required.

– To manage the referrals for target hardening equipment into the Safer Caerphilly Reassurance Scheme.

Process and procedures with the Victim Care Unit:-

1. Referrals will be taken by the Victim Services Manager in person, over the telephone, or through secure e mail.

2. Every referral made to the Victim Services Manager will be contacted within 48 hours

3. The referral will be inputted on to CMS and any other database/system within the Partnership

4. The Victim Services Manager will be responsible for managing the cases as per the normal procedures via CMS and in line with the victims needs

5. The needs assessment MUST be carried out and details of outcomes recorded on CMS

6. Following the needs assessment if a visit is required the Victim Services Manager or a volunteer will conduct the visit. A list of volunteers trained in this specialist area will be available on SharePoint.

7. The normal process flow of managing the referral will then take place and follow the same steps as all crime related referrals. Including a QOS review call and follow-up calls in line with our normal procedures.

8. When a referral for mediation is made to the Victim Services Manager the referrer will be contacted within 48 hours. The Victim Services Manager will then conduct a needs assessment to determine whether the case is mediable. If it is non-mediable the Victim Services Manager will inform the referrer. If the case is mediable the Victim Services Manager will inform the referrer and contact both parties to arrange appointments.

9. A monitoring control template must be completed by the Victim Services Manager to ensure accurate reporting is maintained. This template will be placed on SharePoint.

10. Data will be analysed and statistical reports collated for monitoring of the service.

11. When a referral through the Channel Process is made to the Victim Services Manager the referrer will be contacted within 48 hours. The Victim Services Manager will conduct a needs assessment to determine if the family could be offered support. Theses cases will not be passed to volunteers but managed by the Victim Services Manager.

12. Where a volunteer identifies concerns with the service that the victim is receiving from partnership agencies, the Victim Services Manager will escalate those concerns to the Community Safety Manager.

13. The Victim Services Manager will be processing personal data and therefore the Provider will be required to sign the Councils Data Processor Agreement.

The Provider will be expected to provide a breakdown invoice for all costs for the 2015-16 financial period to be paid by the Council as one lump sum.

3 Conditions for Participation


Minimum standards and qualification required

This tender process will be undertaken utilising Caerphilly County Borough Council’s Proactis Plaza e-tendering system. Therefore, organisations are required to register their interest by registering onto the system using the directions below (to register and access tender documents).


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 –

Danielle Parker 01443 863275 –

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 10-03-2015

b) Time-limit for receipt of completed tenders
17-03-2015  Time  12:00

c) Estimated award date 25-03-2015


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



Tender Submission Postbox

5 Other Information


Additional Information

*** Important TUPE INFORMATION***

It has been confirmed by the current provider(s) of this service that there are TUPE (Transfer Of Undertakings Protection Of Employment Regulations 2006) implications attached to this contract.

Tenderers are asked to complete the Confidentiality Undertaking (Appendix 1 – document 3a) on the eTender project and return by Tuesday 10th March 2015. Once received the information will be sent to you.

(WA Ref:23749)


Additional Documentation

Supplier Guide – Proactis Plaza V5 3 DP


Publication date of this notice