Docstoc

Getting Ready for Contracting

Document Sample
Getting Ready for Contracting Powered By Docstoc
					                        Getting Ready
                       for Contracting
                           Mark Mitchell
                      Community Action Dacorum
                         and Susan Street,
                        Hertfordshire County
                              Council


Presentation at the Funding Fair – 18.10.2006
    THE SEVEN PRINCIPLES
            OF
             ??
•   Selflessness             • Openness
•   Integrity                • Honesty
•   Objectivity              • Leadership by
•   Accountability             Example




                     Ray Parfitt - Birmingham
                            University
    THE SEVEN PRINCIPLES
             OF
         PUBLIC LIFE
•   Selflessness     • Openness
•   Integrity        • Honesty
•   Objectivity      • Leadership by
•   Accountability     Example
      Twelve Top Tips for Voluntary
     Community Sector Organisations
1.     Is contracting for my organisation?
Contracting = opportunity to deliver
 services to support you client group
                 but also
Contracting = responsibility, structures
              and reporting
 Twelve Top Tips for Voluntary
      Community Sector
        Organisations

2. Consider the place on the funding
  spectrum – less flexible than
  donations, own fundraising and grants

3. Does contracting compromise your
  aims, objectives, mission and values
 Twelve Top Tips for Voluntary
      Community Sector
        Organisations
4. Do you have the necessary policies and
   procedures in place, e.g:

  –   Equal Opportunities Policies
  –   Health and Safety
  –   Risk Assessment
  –   Child Protection
  –   Quality Standards – i.e. Investors in People
 Twelve Top Tips for Voluntary
      Community Sector
        Organisations
5. Can you deliver this contract on our own or
   would it be better to be in partnership
   with others
  – Move from Government agencies to enter into
    one large contract instead of many small
    geographic contracts
    e.g. Job Centre Plus, National Offender
    Management Service
 TwelveTop Tips for Voluntary
      Community Sector
        Organisations
6. Are there the networks to create a
  partnership approach – if not who can
  help? Be aware of different funders
  perspectives on sub-contracting
7. Are the financial and reporting
  management structures in place to
  meet the contracting authorities
  requirements?
Twelve Top Tips for Voluntary
     Community Sector
       Organisations
8. The conditions and time schedules
  placed on the release of funds under
  the contract – issues re cashflow
9. Are the staff in place or will you
  have to recruit – what would the
  fallback position be to delivering a
  service at times of annual leave and
  staff sickness
Twelve Top Tips for Voluntary
     Community Sector
       Organisations
10. Demonstrate your unique selling
    point – what sets you apart from
    your competitors
11. Can you achieve Full Cost Recovery
    and deliver within the budget
12. Thoroughly read and understand all
    the tender documents
         Minimum
    Agreement/Contract
(WHERE the total value of contract does not
  exceed £5000 over a three year period)
• Staff and volunteers are checked as
  necessary via the Criminal Records Bureau
• Evidence as to how the funding is being spent
• Evidence of feedback from users of services
• Complaints procedure in place
          Minimum
     Agreement/Contract
• Public Liability £5 million (any one
  incident) and Employers Liability £10
  million (any one incident)
• Acknowledge receipt of HCC funding
  where possible in leaflets, reports etc.
• Only use funding for intended purpose
• Data Protection Act 1988
• Either party can give six months notice
        Contracting
      Requirements (2)
Larger contracts will also include clauses
  such as
• Equal Opportunities
• Access to services and monitoring
• Health and Safety
• Audit
• Confidentiality
• Payment
    The Services To Be
         Provided
•   Description of the services
•   An indication of the volume of services
•   Where and when the services will be
    delivered
•   The objectives / intended outcomes of
    the service being provided, and how
    these relate to the responsibilities and
    policies of the appropriate HCC Dept
     Who Will Be Provided
        With A Service
•   Client group
•   Catchment area
•   Eligibility and details of any charging
•   Referral process
•   Marketing
     Quality Assurance
•   How do you achieve monitoring / quality
•   Complaints procedure
•   Feedback from users and their carers
•   How users and carers are involved in the
    planning of the service
•   Training programme for staff and
    volunteers
•   Any Exit Strategy requirements
          Monitoring
• Annual face to face meeting between
  the Contract Manager and a
  representative of the organisation
• Information about the quality of the
  services delivery (e.g. information
  from quality assurance systems /
  user and carer feedback /
  complaints, etc.)
    Monitoring Contd..
• Information about the volume of
  services delivered
• Annual income and expenditure
  accounts, audited by an independent
  auditor as appropriate
• Evidence of how the Adult Care
  Services funding has been used.
    Monitoring Contd..
• How the Provider gets user feedback
  and encourages users and carers to
  be involved in the planning and
  operation of the service.
• How the Provider measures the
  desired outcomes of the user
   Case Studies from
Community Action Dacorum

• Present delivery of Community Transport
  Scheme led to being approached to enquire
  whether we would tender for Park and
  Ride service

• In our favour – good local knowledge and
  small compared with large bus operators
  and therefore could provide a tailored
  service to meet passengers needs
   Case Studies from
Community Action Dacorum
• However we declined being on
  the tender list because……….
• Delivery would have entailed purchasing a
  new vehicle to meet bus route
  requirements
• No fall back position when this was off the
  road due to service or maintenance
   Case Studies from
Community Action Dacorum
However we declined being on the
 tender list because……….
• Delivery would have entailed new staff
  posts for paid drivers to cover 11 hour day
  – no current staff flexibility to cover bus
  route in the absence of paid driver
• Concern over financial margins to cover
  costs and our lack of economies of scale
   Case Studies from
Community Action Dacorum
Delivery of Interpreting and Translation
 Services in Bucks
  – We responded to an invitation to tender
    from the NHS Trusts in Bucks
  – Our current service – Herts
    Interpreting and Translation Service
    arranged 2,000 assignments pa – but we
    are aware of the need to grow in order
    to achieve sustainability
   Case Studies from
Community Action Dacorum
Key first steps we took

  – Thoroughly read all documentation and
    discussed
  – Planned timetable up to delivery of
    tender and allocated responsibilities
  – Listed what services the NHS were
    wanting delivered and matching against
    what we currently provided
   Case Studies from
Community Action Dacorum
• Considered our Unique Selling Point (USP)
  – what would set ourselves apart
  – Local service with local knowledge
  – Strong commitment to training
  – Strong commitment to a professional and
    quality service
  – Passion, energy and enthusiasm
   Case Studies from
Community Action Dacorum
• We approached the preparation of the
  tender in the same way as a funding
  application – many similarities in terms of
  research, drafting, proof reading and
  working to deadlines
• Be aware of the need to make yourself
  available to the contracting authority – for
  presentations, visits and clarification
   Case Studies from
Community Action Dacorum
• We made two presentations to a mixed
  audience of NHS professionals and user
  representatives
• Remember – first impressions count – we
  were told afterwards we came across as
  the most passionate and enthusiastic
  presentation – we were up against two
  large private sector providers!
   Case Studies from
Community Action Dacorum
• Be ready and prepared to participate in
  contract negotiations
• Don’t automatically except the clauses
  presented – use your best judgement
• Can you deliver the contract requirements
  you are signing?
• Is what you require in the contract – if not
  can it be negotiated
                    Fundamentals
1. What service/product does HCC want?   Can you deliver that service?




2. How much is HCC prepared to pay for   Can you deliver a quality service for the
the service?                             amount HCC is offering??



3. OR
                                         Your bid for delivery of this service is £?
Is there a tender process?



4. Whats in the contract?
                                         No surprises?



5. Monitoring & Evaluation?              Do you have the resources and systems?
      Getting Ready for
         Contracts
• Conclusions:

• Contracting is not for everyone
• Are you ready in terms of capacity, structures
  and policies
• Does the contract you are bidding for sit
  within the mission and values of your
  organisation
• Learn from others and link to organisations who
  are already engaged
             Contact Details
Mark Mitchell
Chief Executive, Community Action Dacorum
48 High Street
Hemel Hempstead, Herts. HP1 3AF
Tel: 01442 253935 E-Mail:
    mark.dcvs@classmail.co.uk

Susan Street,
Voluntary Sector Commissioning Officer
Strategic Commissioning, Adult Care Services
Mount Pleasant, Mount Pleasant Lane,
Hatfield AL9 5PQ
Tel:01707 280736 E-Mail:
    susan.street@hertscc.gov.uk

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:2
posted:4/9/2010
language:English
pages:31