Dynamic Purchasing System

Transcription

1 Commercial Directorate Dynamic Purchasing System Sharon Cheetham Steven Martin The new way DWP will buy provision using the Flexible Support Fund 1

2 Topics we intend to cover The use of Flexible Support Fund to purchase provision; An overview of what DWP s Dynamic Purchasing System (DPS) is; How this approach was trialled and the benefits to both suppliers and DWP; The types of provision we are seeking and how this is captured within the Employability Journey; How DPS is now being rolled out nationally; The procurement process to become a supplier on DPS; How call off contracts will be awarded. 2

3 Background to Flexible Support Fund The Flexible Support Fund (FSF) is intended to help Jobcentre Plus District Managers to deliver elements of our service in the way they see fit for their Districts. District Managers are best placed to deliver elements of our service effectively and efficiently, procuring external services where appropriate, in order to meet the needs of local Claimants supporting Government s localism agenda. The current procurement process is time and resource intensive for both DWP and potential suppliers. A Dynamic Purchasing System (DPS) is an electronic process for establishing and maintaining a list of suppliers from whom commonly used goods and services can be procured. 3

4 Evaluation of POC Benefits for DWP: Delivered a diverse range of suppliers and supplier offerings to DWP many existing suppliers joined POC as well as new ones large and small supporting Government s SME agenda; Enabled required provision to be put in place more quickly on average within 3 weeks. Benefits for Suppliers: Uploaded offer once removing the need to do this a number of times for individual procurements; Ability to amend the offer and price at any stage; Following evaluation of POC, DWP decided to implement a new Dynamic Purchasing System covering the whole country incorporating the lessons learned from POC. 4

5 Commercial Directorate National Dynamic Purchasing System 5

6 DPS the Employability Journey The Employability Journey outlines the provision that JCP is seeking to purchase via DPS. It consists of: 8 categories with tailored outcomes and payment models; 5 routeways to buy provision that covers more than one category; and Narratives to provide more detail about each category. (These can be found on the PQQ on Bravo) There is no minimum contract value, except for Category 6 Skills for Work, and the maximum value of contracts to be awarded under DPS is 499,999. 6

7 The Employability Journey Category 1 Engagement 2 Moving towards work 3 Support for hardest to help with complex & multiple barriers 4 Supporting hardest to help into work 5 Addressing barriers 6 Skills for work 7 Getting jobs 8 Keeping jobs Overview Encourage engagement by potential JCP customers who traditionally find it difficult to access our services Support people who are unlikely to look for work without some help to increase motivation/confidence Requirement for support for hardest to help SJ outcome only Tailored support for hardest to help with job outcome expectation Support to overcome barriers to getting a job Skills training, but only If contract is over 50,000 or For a DPS routeway - across more than one category including skills training Support people to be proficient and self sufficient in job hunting In work support Content Outreach to promote DWP Services Innovative Activities to engage people e.g. Young People Local or specialised delivery for specific communities Black Minority Ethnic communities Asian Women Gang Members, Those affiliated with gangs NEET Isolated communities 1-1 mentoring / counselling Full Diagnostic Interview & Work Plan Identifying primary & secondary barriers Understanding the world of work including self employment Self Awareness and Self Presentation Skills Experience Personal Circs Health/Disability Job Hunting Skills Attitude to finding work Confidence building & Motivation Challenging negative attitudes Promoting positive attitudes Tailored intensive support for people with significant barriers who are too far away from the labour market to move straight into work. Suitable for people with moderate learning difficulties Complex/multiple barriers Entrenched worklessness Tailored intensive support for people with significant barriers for those where work is an immediate realistic prospect once barriers are addressed Full diagnostic interview and work plan to identify primary and secondary barriers with support to overcome Literacy/ Numeracy/ESOL Health & disability Issues including Mental Health Drugs/alcohol substance abuse Mild learning difficulties Homelessness Offending Issues Support to improve motivation/confidence and overcome practical barriers to work Full diagnostic interview and work plan to identify primary and secondary barriers to overcome Entrenched worklessness Literacy/ Numeracy/ESOL Debt and Money management Caring responsibilities Short certificated courses leading directly to a job Short Sector specific training and skills shortage training leading directly to a job Realistic career / work planning Full Diagnostic Interview & Work Plan Identifying primary & secondary barriers Skills Experience Personal Circs Health & Disability Personal Skills & Personal Resilience Job hunting skills CVs; Job Application techniques; Interview preparation; Interview skills; follow up; Planning to stay in work Finances Contingency In work support Buddying Mentoring Pros & Cons of work versus non-work Devising work plan ESOL Literacy/Numeracy assessment only Funding model (single category) 30% start fee 70% completion fee Performance 100% of completers to complete an action plan 100% of completers to complete an action plan and/or 100 % to achieve an agreed SJ outcome 20% start fee, 50% completion fee, 30% job outcome 30% Job Outcomes in work 4weeks in a 13 week tracking window 10% start fee, 30% completion fee, 60% job outcome 25% start fee, 75% completion fee 45% Job Outcomes in work 4weeks in a 13 week tracking window 60% Job Outcomes Job Outcomes in work 4weeks in a 13 week tracking window 45% Job Outcomes Job Outcomes in work 4weeks in a 13 week tracking window 100% - signed Mentoring Agreement 75% signing Mentoring Agreement will be in employment 13 weeks after date mentoring agreement was signed 7

8 The Employability Journey - Routeways Routeway Funding Model Performance R1: Engagement (1), Moving towards work (2) and Support for hardest to help with complex and multiple barriers (3) 30% Start fee 70% completion fee 100% of completers to complete an action plan R2: Supporting Hardest to help into work (4) and Skills for Work (6). 20% Start Fee 30% Completion Fee 50% Job Outcome 40% Job Outcomes in work 4 weeks 13 weeks tracking period. R3: Addressing barriers (5) and Getting jobs (7) 10% start fee 30% completion fee 60% Job outcome 45% Job outcomes in work 4 weeks 13 weeks Tracking R4: Skills for work (6) and Getting Jobs (7) 10% start fee 30% completion fee 60% Job outcome 60% Job outcomes in work 4 weeks 13 weeks Tracking R5: Engagement (1), Moving towards work (2) Support for hardest to help with complex and multiple barriers (3) Supporting hardest to help into work (4) 20% Start Fee 50% Completion Fee 30% Job Outcome 100% of completers to complete an action plan 30% Job Outcomes - in work 4 weeks 13 weeks Tracking 8

9 Implementation Timetable An Invitation to Tender was issued on 14 July 2016 and runs to 31 July August 2016 Central England DPS buyers can access Basware system and make call offs for that area 26 September 2016 Scotland and Southern England DPS buyers can make call offs for those areas 24 October 2016 North West and North East England DPS buyers can make call offs for those areas 21 November 2016 Wales, London & Home Counties DPS buyers can make call offs for those areas 9

10 Dynamic Purchasing System Before we move on to talk about the procurement process do you have any questions on what you have heard so far?? 10

11 Commercial Directorate Dynamic Purchasing System Procurement Process 11

12 Selection onto the DPS - overview 12

13 Dynamic Purchasing System Process 3 Stage process: Stage 1 Bravo Accreditation The Instructions to Potential Suppliers provides guidance on the Bravo Accreditation Process Stage 2 Basware Registration FSF Supplier Guide for Basware Registration Stage 3 Basware Content Upload Supplier Service Offer Factsheet Upload Guidance 13

14 How to access the Dynamic Purchasing System Opportunity on Bravo Bravo is an external website accessible here: Once registered, log on and select the PQQ Open to All Suppliers tab Select: pqq_28744 Dynamic Purchasing System for the Provision of Work Focused Activities national When the PQQ page opens click on the green box Express Interest, you will then be taken to the DPS PQQ Opportunity. In order to receive information and updates concerning our new Dynamic Purchasing System (DPS) it is vital you register on Bravo. This is a simple process, simply click on the Register button half way down on the right hand side of the home page. In the unlikely event you have a problem you can contact the helpdesk on

15 Stage 1 Bravo Accreditation Once invited into the PQQ pqq_28744dynamic Purchasing System for the Provision of Work Focused Activities national All the tender documents are contained in the Buyer Attachments folder key folders are the ITT Supporting Documents, Q&A logs and Basware Registration and Supplier Service Offer Factsheet Any questions can be submitted to DWP via the message service in Bravo. Complete the Pre-Qualification Questionnaire (PQQ), sign the DPS agreement and Call Off Terms and Conditions and upload any Annexes as required On successful accreditation you will receive the DPS Accreditation letter and the countersigned DPS Agreement via the Bravo message system. 15

16 Bravo Solution Registration/Log-on Page 16

17 Bravo Solution Supplier Home Page 17

18 Bravo Solution PQQ Open to All Suppliers Page 18

19 Bravo Solution Supplier Home Page 19

20 Stage 1 A supplier s perspective Wearing my 'professional' hat and speaking as the Director of a small company, the joining process was challenging and at times, a little daunting. Joining the PoC framework enabled me to deliver 'our' service and not someone else's. As a general comment with reference to the PQQ. There were a few Policies I wrote as a result of going through the PQQ which obviously created work for me at the time but were worth doing for the long term success of my business. The various Annex's that needed completion and the number of Buyer Attachments that needed to be down loaded was daunting but a steady and methodical approach was the secret to getting through those. Given all of the above, for me, in the end, the fact that we secured a contract with DWP made completing the PQQ for PoC well worth the effort. I hope that other organisations (apart from our competitors obviously) will take the time to get involved and to deliver great services to DWP/JCP and their clients. 20

21 Stage 2 Basware Registration Guidance Walk through the guidance: Stage 2 FSF Supplier Guide for Basware Registration Guidance can be found on Bravo. You MUST have a DUNS number before you can register on the Basware Network. 21

22 Stage 2 Issues arising and how to avoid them Upon successful accreditation DWP will carry out an initial check to see if you are already registered on the Basware Network. 1. You have not previously registered on Basware - you will receive s asking you to register. You will need to complete this registration process (Stage 2) first before you can upload your Supplier Service Offer Factsheets(s) (Stage 3) 2. You have a Basware account and the Basware User and Bravo supplier contact details match - you will receive an asking you to upload your Supplier Service Offer Factsheet(s) to the Basware system please see Stage 3 Supplier Service Offer Factsheet Upload Guide. 3. You have an account on Basware but the Basware User account is not held by the same person identified on the Bravo PQQ response as the supplier contact - Action to take will be outlined in your DPS Accreditation Letter Please ensure that the address: support@procserve.com is added to your whitelist as an approved account so that it s not marked as spam/junk. 22

23 Stage 3 Supplier Service Offer Factsheet(s) Upload Guide Display Supplier Service Offer Factsheet remember your offer must fit with the requirements of the Employability Journey. Walk through the guidance: Stage 3 Supplier Service Offer Factsheet Upload Guide Guidance can be found on Bravo. 23

24 Stage 3 Issues arising and how to avoid them Before logging on to the Basware Network you must have already completed and converted to PDF any Supplier Service Offer Factsheet(s) that you wish to upload. (This is due to Basware security time-outs. All published Supplier Service Offer Factsheet(s) should be saved as PDF files with the following naming convention <first 6 characters of the supplier name>_<top level service category number>_<date of publication in the format of ddmmyyyy>. For example, a supplier called Flexible Support Fund Dummy Supplier wishing to publish a Supplier Service Offer Factsheet offer for the service category 2: Moving towards work on the 29 July 2016 would save the PDF file as FLEXIB_2_ pdf. Top level Service Categories: Category 1 Engagement 2 Moving towards work 3 Support for hardest to help with complex & multiple barriers 4 Supporting hardest to help into work 5 Addressing barriers 6 Skills for work 7 Getting jobs 8 Keeping jobs 24

25 Supplier Service Offer Factsheet(s) Provide a detailed description of the intervention/course/provision in the space provided starting on the next page. This must be no more than 2 pages of A4, in Arial Font 12 and must include the following as a minimum: 1) Content of provision and how it would be delivered; 2) Details and evidence of how your provision will ensure that the claimant will: move closer to work/ move into work or remain in work (as appropriate); 3) Your performance offer i.e. what will the outcomes (e.g. % job outcomes and outputs (e.g. Action Plans) be, together with your supporting rationale; 4) How you will manage the performance of the provision to ensure outcomes and / or outputs are achieved 25

26 Award of Call Off Contracts Supplier Service Offer Factsheet(s) are entered on to a directory of services which Group buyers access to source provision that meets their local business requirements. Filters will be applied to produce a short list of capable suppliers. (these are the same filters that you used when detailing the provision you could offer under the DPS) Delivery Locations down to individual JCP level Service Category/Categories Claimant Groups Claimant engagement - One-to-One or Group / Course / Workshop Minimum number of claimants Maximum group size per course Lead time - speed of availability/implementation and Unit price 26

27 Award of Call-Off Contract (2) The short listed suppliers Factsheet s are then scored against four quality criteria to determine suitability of provision: Evidence that provision will move claimants closer to work/into work or help them remain in work; Performance expectations and robustness of supporting rationale; Overall fit of provision content and delivery with call off requirements; and Evidence that adequate (proportionate) performance management systems will be in place. The Suppliers that met the minimum threshold for quality are then assessed on price. The successful supplier will then be contacted to ensure that their offer still stands and that they would be able to deliver the provision and a call-off contract is issued. 27

28 What makes a good Supplier Service Offer? Complies with the instructions provided for submitting the Offer Factsheet maximum of 2 pages of A4 in Arial font 12 etc; Fits the category as described in the Employability Journey (within the scope of the narrative for that category); Provides the what and how describes what s on offer in enough detail for the buyer and the independent approver to understand exactly what the provision entails; Details specifics where appropriate - qualifications, particular elements of training, extras such as licenses for skills training; Shows the claimant s journey through the provision, showing expected progress into/towards work if appropriate to that category; Specifically states what the outcomes of the provision will be taking into account the measures for that category again as described in the Employability Journey. 28

29 Payments - Once the Call-Off Contract has been signed and received by DWP you will receive a Purchase Order. You will need to submit evidence and draft invoice for validation to your Local District. The Local District validates your evidence and notifies you of the outcome. You then submit a validated invoice for payment to Shared Service Connected Limited (SSCL). SSCL releases payment. 29

30 A final word from the supplier What has been your experience of joining the DPS framework? Initially I was concerned about having to go the whole PQQ process again. I thought the fact that we had successfully delivered against the PoC framework would have negated the need to complete another PQQ. However, the reality was that second time around, the PQQ was very easy to complete. I was also pleased that our PQQ was approved within 2 days of it's submission and that our National Agreement came back signed within 2 days of submission. Our Service Offer was much easier to upload onto Basware (with some guidance from your team - thanks). 30

31 Dynamic Purchasing System Thank you, any further questions? 31