Hampshire County Council
	15 December 2006	Item 4
	Executive Member for Children's Services
	Children's Centre Approach to Procurement
	Report of the Director of Children's Services

Contact: Tracey Sanders, 01962 813872, [email protected]

1 Summary

1.1 Partnership working is at the heart of the development of children's centres in Hampshire. A Procurement Strategy has been designed by the Early Education & Childcare Unit (EECU) and the Chief Executive's Legal Department to promote effective partnership working.

1.2 This Procurement Strategy focuses upon the service coordination role within individual Children's Centres and the delivery of childcare within core offer children's centres.

1.3 This report seeks approval for the procurement strategy and builds upon the Children's Centre Strategy Report presented to Children and Young Peoples Strategic Partnership (CYPSP) in May 2006 and the Children's Centre progress report submitted in December 2006.

2 Background

2.1 Children's Centres are required to work in partnership with Private, Voluntary and Independent (PVI) providers as part of the condition of grant for the General Sure Start Grant 2006-2008.

2.2 The Childcare Act 2006 also places a duty on local authorities to work in partnership. Part 1 of the Act: Section 8, Sub-section 3 states that the local authority may not provide childcare unless a) no private or voluntary provider can do so; or b) the local authority decides that it is more appropriate for them to do so.

3 The Procurement Strategy

3.1 Services coordination role

3.1.1 In Hampshire, the Children's Centre strategy stipulates that a team will lead the coordination of services for an individual centre through staff employed by Hampshire County Council. The line management arrangements for this team are to be agreed following the closure of the `governance of Children's Centres' consultation on 19 February 2007.

3.1.2 A model team has been identified consisting of a centre manager or coordinator, family support and outreach worker(s), finance officer, administrative assistants and site management/caretaking support.

3.1.3 This model will be adopted in all circumstances other than where:

_ the coordination of services is already lead by a third party provider; or

_ the site user or owner will only join the Children's Centre programme if the coordination of services is managed by their staff.

3.1.4 In these circumstances, it is requested that approval is given to follow a single tender process.

3.2 Delivering childcare in full core offer Children's Centres

3.2.1 There are two models of Children's Centres. `Full core offer' Children's Centres are located in, and serve the top 35% disadvantaged areas as identified through the Index of Multiple Deprivation (IMD) 2004. The remaining 65% more advantaged areas will be served by a `Graduated' Children's Centres. Both have to be open a minimum of 10 hours a day, 5 days a week, and 48 weeks of the year. Both have to provide a range of services including child and family health, links with Job Centre Plus for training and advice, outreach and family support, support for childminders and for children with special needs. The full core models, however, also have to provide integrated childcare and early education for children under-5 years. This childcare has to be provided on site or within half a mile of the centre.

3.2.2 The Children's Centre strategy stipulates that all childcare delivered as part of the Children's Centres service offer will be provided by a PVI providers, where possible. This will help to avoid duplication of provision, makes use of existing expertise and good practice while continuing to support Hampshire's approach of partnership working.

3.2.3 Two approaches are needed to facilitate this:

_ A single tender process (for criteria see Appendix 1)

_ A `Register of Approved Providers' where there are several local providers meeting the criteria listed above.

4 Proposed approach to tendering/procurement

4.1 Where Children's Centre services and contracts are put out to tender, the EECU will adopt the process set out by the Hampshire County Council Standing Orders on Procurement and Tendering effective at the relevant date regardless of which of the following processes are being followed.

4.2 The following approach is proposed for the `Register of Approved Providers':

_ Expressions of interest are to be requested from all of Hampshire's existing PVI childcare providers who will be directly contacted by letter (advertisement also to be placed in local press and a relevant journal e.g. Nursery World, Children Now). Additional PVI childcare providers external to Hampshire will also be able to apply to be included on the `Register'

_ Expressions of interest from providers within the set timescale will then be sent a Pre-Qualification Questionnaire (PQQ). The PQQ (See Appendix 3 for draft example) is the first stage of the submission and evaluation process which, will be evaluated against a set criteria

_ Those who satisfy the PQQ requirements will proceed to tender submission, evaluation and approval for inclusion on the `Register'

_ Providers included on the `Register' will then be eligible to tender for delivery of childcare within Children's Centres as they arise

_ Providers already accredited by Hampshire County Council (currently delivering childcare on behalf of Hampshire County Council) and having no outstanding defaults will be automatically included in this `Register'

_ Providers, new to Hampshire, submitting an expression of interest, will be required to satisfy the accreditation process and all parties must meet the Council's Standing Order requirements

_ Organisations may be `passported' if accredited by another local authority and supported by two independent references.

4.3 Providers on the `Register' will be reviewed every 3 to 5 years, depending on how the market changes, by the Children's Centre Project Team against a set criterion. Failure to meet this criterion will lead to removal from the `Register'.

4.4 To support providers in completing the PQQ and Tender process, workshops will be held across the county to explain the process and what is required. Alongside this, local support will be available through business support and other officers in the EECU's Local Development Teams.

5 Legal implications

6.1 Highlighted throughout the report.

7 Financial implications

6.1 There are administrative costs associated with managing the procurement strategy, which will be delivered through the General Sure Start Grant. All other aspects of these proposals are cost neutral.

6.2 The EECU in working with the Chief Executive's Legal Department to develop a procurement strategy, have aimed to ensure that maximum use was made of the resources available and that high quality services will be delivered that provide value for money.

6.3 All childcare providers will be required to be self-sustaining. The EECU will provide business support and signposting to other sources of funding e.g. start-up grants from EECU.

8 Personnel implications

7.1 Highlighted throughout the report.

9 Impact assessment

10.1 Race and Equality Impact assessment has been considered in the development of this report and no adverse impact has been identified at this stage. In particular, the Project has been based upon demographic data including levels of deprivation, and the existence of vulnerable groups within localities. Performance take up and management processes will identify the impact upon services users. The Project has been planned in collaboration with partner agencies and the impact upon Children's Services staff has been taken into account. The impact of the Project will also be measured through performance indicators.

11 Crime prevention issues

12.1 The procurement strategy contains within it measures which ensure the safeguarding of children.

13 Views of the Local County Councillor

10.1 Not applicable as this a county wide strategy.

11 Recommendations

That the Executive Member for Children's Services approves:

11.1 The single tender process for leading the co-ordination of services through individual Children's Centres according to criteria listed in this report.

11.2 The single tender process for providing childcare in full core offer Children's Centres where there is only one childcare provider who meets the criteria listed in this report.

11.3 The process for establishing the `Register of Approved Providers' for providing childcare in full core offer Children's Centres.

LINK(S) TO CORPORATE STRATEGY
	Yes	No
Hampshire safer and more secure for all	x
Maximising well-being	x
Enhancing our quality of place	x

Section 100 D - Local Government Act 1972 - background documents

The following documents discuss facts or matters on which this report, or an important part of it, is based and have been relied upon to a material extent in the preparation of this report.

NB: the list excludes

1. Published works

2. Documents which disclose exempt or confidential information as defined in the Act.

None.

Appendix 1

Criteria for approving single tenders - service coordination

The following criterion is requested to be approved:

_ Where the service is provided within an existing Children's Centre that has been designated by the Government, and supported through Children's Centre revenue funding from the General Sure Start Grant and this service has led to improved outcomes for children.

_ Where it can be demonstrated that the service provider is operating within the only available site that meets the current phase's agreed location criteria

_ Where a site user/owner will only allow the use of their site if they deliver the coordination element of the Children's Centre service

_ Where it can be demonstrated that only one provider can supply the service

_ Where it can be demonstrated that the provider can effectively fulfil roles of model team

_ Where the service has the confidence of users and carers, to become properly established

_ Where there is an interim short-term arrangement required whilst a service is being reviewed

_ When a PVI organisation is committed to a lease on a building for the sole purpose of providing the coordination element of the Children's Centre service to the County Council

_ Where the unit prices are benchmarked against same/similar services and indicate value-for-money

_ Where joint contracts with other agencies represent demonstrable
value-for-money for the County Council.

All single tenders will have:

_ Clear outcome targets

_ User satisfaction surveys built into the organisation's quality standards and that a survey will been undertaken prior to renewal of the contract

_ Budget monitoring

_ Contracts reviewed every 3 to 5 years, depending on how the market changes.

Appendix 2

Criteria for approving single tenders - childcare

The following criterion is requested to be approved:

_ Where it can be demonstrated that only one provider can supply the required service within a 0.5 mile radius of the Children's Centre

_ Where it can be demonstrated that only one provider within the Notional Catchment Area is willing to supply the service where the introduction of additional provision will have a negative effect on the market

_ Where a site user/owner will only allow the use of their site if the on site childcare provider can deliver the integrated childcare element of the Children's Centre service

_ Where it can be demonstrated that the service, has the confidence of users and carers and is of at least satisfactory quality (as judged by Ofsted)

_ Where there is an interim short-term arrangement required whilst a service is being reviewed

_ When a PVI organisation is committed to a lease on a building for the sole purpose of providing the integrated childcare element of the Children's Centre service to the County Council

_ Where the unit prices are benchmarked against same/similar services and indicate value-for-money.

All single tenders will have:

_ Clear outcome targets.

_ User satisfaction surveys built into the organisation's quality standards and that a survey will been undertaken prior to renewal of the contract

_ Budget monitoring

_ Contracts reviewed every 3 to 5 years, depending on how the market changes.

Appendix 3

Pre-Qualification Questionnaire



PRE-QUALIFICATION QUESTIONNAIRE

TO BECOME PART OF HAMPSHIRE COUNTY COUNCIL'S LIST OF APPROVED CHILDCARE PROVIDERS.

Draft Version: 1.2

Background - Children's Centres

Sure Start Children's Centres are at the heart of the Government's Every Child Matters:

Change for Children Programme. They are a key vehicle for providing services that families

need. By 2010 there will be 3,500 - one for every community.

Children's Centres will play a central role in improving outcomes for all young

children, and in reducing the inequalities in outcomes between the most disadvantaged

children and the rest. Although they need to reflect different local needs, in all areas they

will be a central part of Hampshire County Council's provision for young children and their families.

Approved provider list

Children's Centres should aim to work closely with private, voluntary and community sector

organisations in developing their local service offer. For full core offer model Children's Centres there is a requirement to deliver full daycare integrated with early education for a minimum of ten hours a day, five days a week for 48 weeks of the year.

Within Hampshire, there is already considerable existing Private, Voluntary, and Independent (PVI) sector capacity and expertise, particularly in the delivery of childcare. Hampshire County Council is aiming to avoid duplicating existing provision as Children's Centres are established and will work with those PVI organisations that can demonstrate an understanding of local needs and deliver high quality childcare to meet this element of the full core offer model Children's Centre.

Hampshire County Council has, therefore, established an open and transparent process for existing providers to tender for, and provide sustainable childcare in Children's Centres. A procurement process that is simple yet effective has been developed to avoid over complicated tendering processes in order to encourage, not alienate, our existing local providers.

The Process

This Pre-Qualification Questionnaire (PQQ) has been sent to all of Hampshire's providers to offer them the opportunity to become part of Hampshire County Council's `Register of Approved Providers' for delivering childcare within full core offer Children's Centres. Any tenders for childcare provision for Hampshire's full core offer Children's Centres will be offered to providers on this list first. If no providers from this list apply, tenders will then be advertised nationally.

To be eligible to get on Hampshire County Council's "Register of Approved Providers", please complete this PQQ, sign and return to the address at the end of this document by xx MONTH 2007. The application will be reviewed and applicants will be notified of the outcome in writing by xx MONTH 2007.

A. GROUP / ORGANISATION CONTACT INFORMATION
Name of group / organisation making application
Trading name if different from above
Contact Details
Name
Position
Address Postcode
Telephone Day:
Evening:
Mobile:
E-Mail
Fax
Web Site
Are you, or is your organisation, one of the following (please tick):
Sole Trader	Yes		No
Partnership	Yes		No
Private Limited Company	Yes		No
Public Limited Company	Yes		No
Registered Charity	Yes		No
Other (please specify)	Yes		No

Contact Details - Continued
Has any person involved in your organisation... (Please Tick)
Been an elected member of the council in the last three years	Yes					No
Been employed by the council in the last three years	Yes					No
If `Yes' please write below the name(s) of the person(s), the nature of the relationship (including spouse, partner, parent, parent-in-law, daughter, son, step son, step daughter, child of a partner, sister, brother, grandparent, grandchild, aunt, uncle, nephew, niece or the spouse of a partner of any of the proceeding persons) and their position in Hampshire County Council. This is to ensure fairness and that the person is not involved in this tender process.
Does any person involved in your organisation... (Please Tick)
Have a relative who is a member of the council	Yes					No
Have a relative who has been employed by the council in the last three years	Yes					No
If `Yes' please write below the name(s) of the person(s), the nature of the relationship (including any of the examples above) and their position in Hampshire County Council. This is to ensure fairness and that the person is not involved in this tender process.
Date your organisation became registered with OfSTED (as a day care provider)	Date				OfSTED Unique Ref. Number(s)
Who is the "Registered Person" for your organisation
B. FINANCIAL INFORMATION
You are required to provide your most recent two years full audited accounts. Please attach them with this form.
Have you attached accounts? (Please Tick)		Yes				No
C. INSURANCE
We will require confirmation that if you are awarded a contract your organisation will provide minimum insurance requirements. Please include Insurance Policies and (if applicable) certificates of insurance
Confirmation statement included? (Please Tick)	Yes					No
Insurance Category	Please state your current level of insurance
- Public Indemnity	£
- Employers Indemnity	£
- Professional Indemnity	£

D. ABOUT YOUR ORGANISATION
Please identify who will manage this service. This person should have substantial childcare experience and qualification.
Name		Relevant childcare qualification(s)
Please list the main activities, specifically around all forms of childcare, of your group/organisation and how long you have been undertaking them.
Activity		Period
Please provide details of any similar work you have undertaken for other parties that are similar to those for which you are applying now. Any groups or individuals named may be contacted for reference purposes.
Contact name
Address
Telephone
Does your group/organisation currently carry a recognised Quality Assurance award(s)		Yes	No	If Yes, please give details
Has your group/organisation ever had a recognised Quality Assurance award(s) suspended or withdrawn		Yes	No	If Yes, please give details
Has your group/organisation had a minimum of two OfSTED Inspections?	Yes		No	If yes, please give dates and attach copies of these reports.
Date 1:
Date 2:

D. ABOUT YOUR ORGANISATION - CONTINUED

Is your organisation registered to receive the Nursery Education Grant (Please tick)

Yes

No

Has your group/organisation ever had the Nursery Education Grant suspended or withdrawn

Yes

No

If Yes, please give details

Please state the number of employees your group / organisation has. If you have more than one setting please detail each setting and staff separately.

Setting Name

Registered Places

Total number of staff

Unqualified staff

Level 2 staff

Level 3 staff

Level 4 or above or other qualification

Does your group / organisation have the following records, policies & procedures:

Organisation:

Operational Plan

Yes

No

Procedures for lost or uncollected children

Yes

No

Staff/volunteer/committee member information

Yes

No

Registration system for children and staff

Yes

No

Care, Learning and Play:

Children's activities

Yes

No

Safety:

Risk assessment

Yes

No

Record of visitors

Yes

No

Fire safety procedures

Yes

No

Fire safety records and certificates

Yes

No

Operational procedures for outings

Yes

No

Vehicle records including insurance

Yes

No

List of named drivers

Yes

No

D. ABOUT YOUR ORGANISATION - CONTINUED
Health:
Administration of medicines policy	Yes		No
Prior parental consent to administer medicines	Yes		No
Record of medicines administered	Yes		No
Prior parental consent for emergency treatment	Yes		No
Accident record	Yes		No
Sick children policy	Yes		No
No smoking policy	Yes		No
Food and Drink:
Individual children's dietary needs records	Yes		No
Equal Opportunities:
Equal opportunities policy	Yes		No
Special Needs:
Written statement about special needs	Yes		No
Behaviour:
Behaviour management policy	Yes		No
Incident record	Yes		No
Working in Partnership with Parents and Carers:
Admissions policy	Yes		No
Complaints procedure	Yes		No
Record of complaints	Yes		No
Activities provided for children	Yes		No
Child Protection:
Child protection statement	Yes		No
If yes, please attach a copy of your written policies.
Please list all professional bodies and/or organisations which your group/organisation belongs to

D. ABOUT YOUR ORGANISATION - CONTINUED
Is it your policy as an employer to comply with the following statutory obligations. Please include copies of policies, (if applicable) certificates and details of any claims/complaints:
Race Relations Act 1976 and 2000 amendment		Yes						No
Health & Safety		Yes						No
Sex Discrimination Act		Yes						No
Disability Discrimination Act		Yes						No
Please confirm that you agree to work with Hampshire County Council's Early Education & Childcare Unit's Business Support on the preparation of business and financial plans for any childcare service you may be asked to provide (Please Tick):
We Agree				We Disagree
E. ADDITIONAL INFORMATION
Would you be prepared to relocate from your current location to different premises to deliver the childcare element within a children's centre... (Please Tick)
...within 0.5 miles of your current location?			Yes					No
...located further then 0.5 miles but within the same ward of your current location?			Yes					No
...located outside of the ward in which you are currently located?			Yes					No
Would you be prepared to establish an additional childcare setting in different premises to deliver the childcare element within a children's centre... (Please Tick)
...within 0.5 miles of your current location?			Yes					No
...located further then 0.5 miles but within the same ward of your current location?			Yes					No
...located outside of the ward in which you are currently located?			Yes					No

F. DECLARATION
I certify that the information submitted and appended to this questionnaire is correct and true. I understand that the information will be used to assess my organisations suitability to become a prospective supplier to the Authority and that information will be held on computer or manually for this purpose in accordance with the Data Protection Act 1998.
Details of persons completing this form
Name(s)
Position(s)
For and on behalf of
Signature(s)
Date

To be eligible to get on Hampshire County Council's "Register of Approved Providers", please complete this PQQ, sign and return to (name), Early Education & Childcare Unit, 2-5 St Clement Street, Winchester, Hampshire SO23 9DR by xx MONTH 2007.

The application will be reviewed and applicants will be notified of the outcome in writing by xx MONTH 2007.